Use Asana and email
- Skip Ahead to
- Turn emails into Asana tasks
- Use email integrations
- Manage email from Asana
- Example workflows
Email lets people communicate across an organization (and even the world), but it wasn’t designed for work management. Inbox overload happens easily, with overlooked announcements and unclear to-dos that you have to manually track and organize diligently. Planning and communicating about projects in Asana makes it far easier to manage workloads and collaborate effectively with your team, but you can use Asana and email together.
Asana can be used with email in a few ways to help you stay productive. The key is to use each tool for what it’s best at. For a quick breakdown of using Asana and email together, check out How to Asana.
To start, try having your team create any new work requests as Asana tasks instead of via email.
Send emails to Asana
The easiest way to move work into Asana is to turn emails into tasks—especially if you correspond with anyone outside your organization (like a contractor, agency, or customers). That way, you can keep your email inbox for correspondence, and use Asana to track and prioritize work.
For example, if a customer emails you to request a training demo for their team, you can forward their email request into Asana. This turns it into a trackable task, with all the context from the email.
Turn emails into Asana tasks:
Forward any email to
firstname.lastname@example.org and it will automatically go to My Tasks. Add more task details by following this chart:
|Email field:||Task field:|
||Task in My TasksMy Tasks All tasks assigned to an individual can be found in their My Tasks list. Read more|
|Additional address added in the To: field||Task assigneeassignee The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more|
|CCed email recipients||Task followersfollowers Add followers to any task and they will receive notifications about updates to the task. Read more|
|Email subject||Task name|
|Email body||Task descriptionTask description Task description is a text field that allows users to add details and context to their tasks. Read more|
|Email attachments||Task attachmentsattachments A file that is attached to a task or conversation. Read more|
- Select the desired project from the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more .
- Click the project header dropdown caret.
- Select Add Tasks by Email.
- Copy this email address, and forward your email to it. The task will then appear in the project.
Use email integrations
Gmail users can install the Asana for Gmail Add-on. You can use the Asana for Gmail add-on to turn emails directly into tasks, assign tasks to teammates, set due dates, and add the task to a project—without leaving Gmail. It makes your workflow lightning fast.
The Asana for Gmail Add-on is also an app for Android.
Outlook users can try Sendana to create Asana tasks and conversations from email without leaving Outlook. Additionally, you can use the Microsoft 365 connector to get notifications delivered to Yammer, Outlook, and Microsoft Teams.
Manage email from Asana
Asana can also send you emails about new notifications. We recommend keeping this turned on until you’re in the habit of using Asana and checking your Asana Inbox daily. It’s also helpful if you simply work in email a lot, because you can take action on tasks from your inbox. Notification emails from Asana allow you to:
- Mark tasks complete—reply with
- Comment on the task—reply with your comment in the email body
- Assign the task—reply with your teammate’s email address in the To: field
- Add a task follower—reply with your teammate’s email in the CC: field
If you’re receiving too many email notifications or don’t need them anymore, turn them off in My Profile Settings.
Now that you understand how Asana and email can work together, here are some ways to maximize your productivity in each:
- Assign tasks—Instead of sending teammates requests via email, try assigning them tasks. Add anybody you would CC as a task follower so they stay looped in.
- Comments—Use task comments instead of writing and replying to emails. That way, all the information about the work stays with it. Use a thumbs up to say thanks or show that you saw a comment.
- Files View—Attachments can be hard to find and manage in email. Attach them to Asana tasks and use Files View to see a gallery of all the files in a project.
- Follow-ups—If you need to follow up on an email, forward it to Asana to create a reminder task instead of tracking it elsewhere.
- Invite guests—If there’s a lot of back and forth between you and someone outside of your Asana domain, consider inviting them to Asana as a guest to make communications and action items more direct and trackable.
- Private communications—Create private teams, projects, and/or tasks in Asana. That way, all the information is easy to find, but only for those that need to see it.
- Status updates—If you usually share status updates via email, try using a team or project conversation. You can @mention teammates, tasks, and projects within Asana in your update. Teammates can comment on the update instead of starting long email threads where attachments and responses can get lost.
- Campaign planning—If you’re working with an agency, you can forward emails with any campaign assets to your campaign project in Asana to see them in Files View and share with your entire team.
- Recruiting—Recruiters can forward email correspondence from the candidate to keep interviewers in the loop as the candidate moves through the hiring process.
- Event planning—If a vendor gets back to you with a quote or event specs, you can forward the email into Asana to discuss with your team, and use subtasks to request feedback from them.
How each team uses Asana and email together will vary, but the hope is that Asana can help reduce the number of emails you send to your team. And for all the emails you do send and receive, you can easily move between Asana and email to stay updated and productive.