Understanding projects

Projects allow you to organize all of the tasks related to a specific initiative, goal, or big piece of work into a list or board.

Create a project

create a project

To create a new project:

  1. Click the omnibutton
  2. Select Project

From here, you’ll see a screen that gives you options for starting your own blank project and features recommended templates based on function or team type.

create a project 2

If you’d like to create your own project, simply click the “Blank project” option which will always be your first choice in the line of “Recommended project templates for you”.

In Organizations, you must belong to a Team before you can create a project.

Set up your new project

Once you click on Blank project, you’ll be able to fill in your project details, select your layout, and set your privacy settings.

create a project 3

From the project details screen, you can:

  1. Enter a project name and description
  2. Select the team you wish to add the project to
  3. Select a list or board layout
  4. Set your project privacy settings
  5. Create a project once the details have been added

In Organizations, the create project button will auto-populate with the Team highest in your sidebar. Click the Team field to manually select which Team your project will be created in.

Once you have filled out these fields and clicked the Create Project button, your new project will load in 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 and also appear in the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more .

Project Permissions

Learn more about project permissions and how to adjust them in the Permissions article.

Find & access projects

accessing projects

There are many ways to access a project:

  1. From the list of projects in the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more
  2. SearchSearch Search allows you to find any task, project, or Conversation in your Workspace or Organization. Read more for the project’s name
  3. From the list of projects in Team PagesTeam Pages team pages allow users to see a list of members, conversations, projects, calendar, and settings associated with a team. Read more

access project from main or right pane

You can also access a project by clicking on its name from 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 or the right paneright pane The right pane holds the details of a task or Conversation. Read more .

You’ll also see new options for creating your projects from templates.

Template

There are recommended templates for you based on your team type, however if you don’t see any templates you’d like in that function, you can easily change the team to see other template options.

Custom templates

It’s also possible to see & use custom templates created specifically by your Organization if you’d prefer. These custom templates are organized by team.

Template 2

To use a custom template:

  1. Select your Organization’s name
  2. Select a custom template you wish to use

Template preview

Once you’ve found the template you’d like to use, you can preview the template to get more information and select “Use template” when you’re ready to get started

Template preview

When you select Use Template, you’ll be able to rename the template and get started with your new project.

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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 projects forward with your team.

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 receiving updates about them.

In the end, you have control over 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.