Where does Asana fit in?

Your organization probably uses a few collaboration tools, like file sharing, email, and chat. And while those tools are really great (we use them for certain things too!) they can’t ultimately tell you who is doing what, by when. Tracking work in Asana means relevant conversations and documents will all be in once place so you can work in a true flow instead of switching back and forth to search for scattered information that maybe wasn’t clear to begin with.

Where Asana fits in with other collaboration tools like Dropbox, Slack, Gmail, JIRA, Basecamp, and more

Follow along with How to Asana

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  • Email isn’t actionable, doesn’t help teams define next steps, and scatters the information you need—not to mention the effort it takes to keep your inbox clean and organized.
  • In Asana, your team gets notified automatically whenever you complete, comment on, or change the statuses of tasks, so you can spend less time writing emails and more time getting work done.
  • If you’re using Gmail or Outlook, try the Asana for Gmail Add-on or Outlook app to turn emails into actionable, trackable tasks in Asana—without leaving your inbox.
  • Forward emails to x@mail.asana.com to turn them into a task. In Asana, the work will become actionable, shareable, and clearly assigned with accountability.
  • Because work is automatically organized by teams, projects, and tasks that makes work easier to find. Plus, you can search for anything using specific criteria with advanced search.

File sharing tools

  • File sharing tools are great for collaboration, but sometimes documents can be disorganized or hard to find, and since they’re not alongside the work itself, they still don’t tell you who is doing what by when.
  • We recommend adding files directly to your tasks in Asana, so you can find the latest version quickly and collaborate easily.
  • Asana seamlessly integrates with Google Drive, OneDrive, Dropbox, and Box, so adding attachments to Asana from your existing file sharing tool is simple.

How to attach files in Asana from your computer or file sharing tools


  • Chat is important for a quick real-time conversation about something time-sensitive, but it can also be distracting, difficult to search, and hard to keep track of action items.
  • In Asana, use conversations to communicate with your teammates on tasks or projects. The history of the conversation will be accessible and searchable later, and due dates and assignees will be clear.
  • If your organization uses Slack you can use an integration to communicate information between both the chat platform and Asana.

Shared calendars

  • Calendars are created separately from your work, so if something changes, you need to update it in two places or risk one of them being outdated/undocumented. Double entry is a time waster!
  • In Asana, calendars are created automatically from any set of tasks or projects. When due dates get changed, this will be reflected on the task itself, in the project list, and on the calendar. Tasks can also be edited directly from the calendar and dragged to update timelines.
  • Sync any Asana calendar to your work calendaring tool of choice, including Google Calendar, Outlook, and Apple Calendar. When synced, you can click directly over to the task in Asana from your calendar.

Using Calendar View in Asana

Individual to-do lists and task management tools

  • To-do lists are great to jot down what you’re working on, but that doesn’t always mean this is visible to anyone else, nor that you have visibility into theirs.
  • In Asana, you can always see any teammate’s public tasks by clicking their avatar. Because work is organized into projects, searchable, and connected, you can see how each individual’s tasks relate to an overall objective.

Enterprise social networks

  • With enterprise social networks (ESNs), conversations are not always centered strictly on work and projects. Because of the mix of discussions, it can be hard to find what you need and next steps aren’t always clear.
  • In Asana, conversations happen with the work, directly on tasks and projects. Since task followers get updated in Inbox, it’s easy to keep everyone in the loop.

Team-specific project management or productivity tools

  • When every team in your company uses a different tool, cross-functional collaboration is hard because you don’t have visibility into the work of other teams.
  • Everyone in your company can use and benefit from Asana, leading to more collaboration and productivity across teams. The more people that use Asana, the more effective it becomes. Over time you can run your entire business on Asana, and get rid of fragmentation between tools and teams using them.

Wikis or reference documents

  • When Wikis or documents are used to store company information, they are often underused and updated infrequently, in addition to being stored separately from work.
  • Asana automatically stores the history of every public task, so everything is always up to date and easily accessible, and in context with work. With @mentioning, you can keep work connected to reference materials, too.

Note taking-apps

  • Notes in a text editor, document, notebook, or on a Post-It are not viewable by your teammates, difficult to find later, and not actionable.
  • In Asana, you can take notes in a task or store ideas in a project, so that everyone on your team stays informed and can reference it later.
  • If you need to keep your notes private, you can always create a private task visible to only you that you can quickly access with the rest of your work in Asana.

Moving your daily workflows from other tools into Asana is a huge step forward to tracking all work in one place. Keep reading to learn more about moving your team-specific workflows into Asana.

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Asana Lessons

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


Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes


Projects Lessons

Work with teammates

3 Minutes


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 Recently Assigned.

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 Tab+N in any task row to create a new 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.