Team basics

What is a Team?

Teams are subsets of people in your Organization who collaborate on projects with each other. Each Team has its own Members and projectsprojects Projects are lists of tasks. Read more , Team ConversationsTeam Conversations You can start a team Conversation to make an announcement, discuss multiple projects, or share team-related information. Read more , and Team Calendar.

When a Member first joins an Organization, they are not automatically added to Teams within that Organization; each person must create or join Teams within the Organization.

An Organization Member can belong to multiple Teams simultaneously.

Teams in the Sidebar

If you’re a Member of an Organization, you will find a list of its Teams in the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more . As a Member, you will see two lists of Teams in the sidebar. The first are the Teams that you have access to and the second are Teams they don’t don’t have access to (along with the option to join them).

If you are a Guest in an Organization, your sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more will contain a list of the Teams you can access. Guests cannot see any other Teams in the Organization.

Team names will appear below your Stars & Recents.  

teams in sidebar

From the sidebar, you can:

  1. View Teams you’re a Member of
  2. Browse and join other Teams in the Organization
  3. Create a new Team

If you do not see Teams in the sidebar, that means you are in a Workspace. Learn how to create an Organization in this article.  

Create a Team

Create a new Team to begin collaborating with your colleagues in an Organization.

create a team

To Create a Team:

  1. Scroll to the bottom of the sidebar and click Browse More Teams
  2. Scroll to the bottom of the sidebar again and click Create New Team
  3. In the popup window, you can enter a Team Name, invite Members to your Team, and set the Team’s permissions
  4. When you are done, click Add New Team

After creating the Team, you can always adjust the Team’s permission setting via the Team Settings.

Join a Team

Browse for other Teams in your Organization from the sidebar. Request to join one if you’d like to access the Team’s projects and collaborate with other people in the Team.

join a team

To join an existing Team:

  1. Scroll to the bottom of the sidebar and click Browse More Teams
  2. Click Join next to a Team’s name

After requesting to join a Team, an existing Team Member will need to approve your request. For public Teamspublic Teams An Organization Member can join a Public team without having to be approved; only available in Premium Organizations. Read more , you will be automatically added without approval.

Organization Guests cannot browse for other Teams they’re not a Member of.

Team Settings

Access your Team’s Settings to change your Team’s name, adjust the Team’s permissions, manage your Team’s Members, change approval notifications, or delete the Team.

access team settings

To access a Team’s Settings:

  1. Hover over the Team’s name and click the gear icon
  2. Select Edit Team Settings

Only Team Members can access the Team’s Settings.

The Team Settings window has 3 tabs:

  • Settings
  • Members
  • Advanced

Settings

team settings tab

From the Settings tab, you can:

  1. Change the Team’s name
  2. Modify the Team’s permissions

Members

members tab

From the Members tab, you can:

  1. View a list of all Members in the Team
  2. Remove other Members or yourself from the Team
  3. Invite new Members to the Team

Advanced

advanced tab

From the Advanced tab, you can:

  1. Modify Membership Approval Notifications
  2. Activate the Harvest integration
  3. Delete the Team

All Team Members will receive an email notification of the deletion and the person whom deleted it will receive a link to undelete it, if they so choose.

Move project to another Team

You can only move a project to Teams you’re a Member of.

move project to another team

To move a project to another Team:

  1. Click the drop down arrow
  2. Select Move to Another Team
  3. Select the destination Team (the checkmark indicates the Team the project currently resides in)

You can also move projects between Teams by dragging and dropping them in your sidebar.

Watch the Product tour: Understanding Teams

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type : at the end of any task title to make it a section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move your projects forward with Asana.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop recieving updates about them.

You ultimately have control over all the updates you receive (or choose not to receive 😉)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.