Project actions

There are many available actions you can take on your projects in Asana.

project actions

Click the drop down arrow to access the following options:

  • Edit Name & Description - modify the name or description of your project
  • Manage custom fields if in a Premium team or Organization
  • View in Dashboard - view the project in your Dashboard for a visual representation of its progress
  • Copy Project URL
  • Sync to Calendar - sync your tasks with due datesdue dates The date that a task or subtask is due. Read more to an external calendar
  • Add Tasks by Email - provides an email address you can use to create tasks by sending an email
  • Print - prints the project
  • Copy Project - duplicates the project
  • Move to Another Team (only available in Organizations) - move the project to another TeamTeam A team is a group of people in an Organization who are working together on a collection of projects. Read more in your Organization
  • Highlight Color - changes the colorcolor Users can associate a project or tag with a color. Read more of the project
  • Export - exportsexports Export a project, My Tasks, or Search View to a JSON or CSV file. Read more the project or My Tasks as a CSV or JSON file
  • Archive - archivesarchives Archiving a project hides it from the sidebar and from search, but does not delete it. Read more the project
  • Delete - deletes the project

The actions shown above apply to projects – Search Views and My Tasks will have variations of these.

Project Name & Description

A project’s name and description provides context on what the project is and what it is looking to achieve.

project description

When you open up a project:

  1. The project name is displayed prominently in the headerheader The header is part of the user interface between the top bar and the main pane and lets users navigate projects. Read more
  2. The project descriptionproject description The project description is a place to provide teammates with the goals and overview of a project. Read more is displayed on the right side of the main panemain pane When you select a project, tag, or person, you will see the relevant list of tasks in the main pane. Read more

change project description

To change a project’s name and description:

  1. Click the drop down arrow
  2. Select Edit Name & Description

Project description supports rich text and emojis.  

Print your project

print project

To print a project:

  1. Click the drop down arrow
  2. Select Print

The printed version reflects the current View of your project or My Tasks. If you want the printed version to be sorted or filtered in any other way, simply change the View and try printing again.

You can also use the print option to save your project as a PDF. Most browsers will offer a “Save as PDF” option in their print dialog. Choose this option to save the print view of the project to your computer.

Copy your project

Copy a project to use it as a template for common workflows.

To copy a project:

  • Click the down arrow from the project’s header
  • Select Copy Project

copy project dialog

From here, you are presented with a list of task fields to include in your new project. Check your desired fields and click Create New Project when you’re done.

Move Project to another Team

This action is only available for public projects in OrganizationsOrganizations Organizations connect everyone in a company using Asana based on a shared email domain. Read more . Private projectsPrivate projects Private Projects are visible to the Project Members only. Read more will need to be made public for the purpose of moving them.

You can only move a project to Teams that 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 TeamTeam A team is a group of people in an Organization who are working together on a collection of projects. Read more (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.

Project colors

If you have a lot of projects, but only a few are relevant or urgent to you, use the color feature to make those projects more visually distinct.

project colors

To change a project’s color:

  1. Click the drop down arrow
  2. Select Highlight Color
  3. (Optional:) Check the Set for Everyone box to set the project color for everyone across your Workspace or Organization

Export your project

You can export your project to the text-based file formats JSON or CSV.  

Aside from projects, you can also export a Search View or your My Tasks.  

export project

To export a project:

  1. Click the drop down arrow
  2. Select Export
  3. Select your desired file type

Learn more about exporting projects.  

You can export up to 3,000 tasks to a CSV file.

Archive a project

Archiving a project allows you to hide it from the sidebar and from search. Archive projects that have been completed or deferred, so you can focus on more active projects.

archive project

To archive a project:

  1. Click the drop down arrow
  2. Select Archive Project

Once archived, the project will disappear from everyone’s sidebar and from search results. Though an archived project will not show in search by name, its individual tasks will still appear in searchsearch Search allows you to find any task, project, or Conversation in your Workspace or Organization. Read more results.

Anyone with a link to the archived project (perhaps in an old email notification, InboxInbox My Inbox displays activity on tasks, projects, or conversations a user follows. Read more notification, through a task that belongs to another project, or is assignedassigned The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more to them) will be able to access the project easily.

Tasks in archived projects that are assigned to you will still show in your My Tasks.

Unarchive a project

Unarchive a project to reactivate it and bring it back into search.

unarchive project

To unarchive a project:

  1. Click the drop down arrow
  2. Select Unarchive Project

The project will then reappear in the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more and in searchsearch Search allows you to find any task, project, or Conversation in your Workspace or Organization. Read more results.

Archived projects will never expire and do not get deleted.

Finding archived projects in the sidebar

If you want to reference an archived project from time to time, you can choose to Show Archived Projects in the sidebar.

archived projects in sidebar

To find archived projects:

Scroll to the bottom of your projects in the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more and click Show more projects…; once the projects load, scroll to the bottom of the list again and select Show Archived Projects

Refresh the page to hide archived projects again.

Delete a project

Assigned tasks and tasks associated to other projects will not get deleted.

delete project

To delete a project:

  1. Click the drop down arrow
  2. Select Delete Project

All Project 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. This undelete link will expire after 7 days.

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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.