Use Asana and email

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.

Getting started

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.

If you’re just getting started, we recommend you set conventions with your team to figure out when to use email, and when to use Asana. Check out our example workflows below.

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 x@mail.asana.com and it will automatically go to My Tasks. Add more task details by following this chart:

Email field: Task field:
Email to x@mail.asana.com 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

To forward an email to a specific Asana project:

  1. 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 .
  2. Click the project header dropdown caret.
  3. Select Add Tasks by Email.
  4. Copy this email address, and forward your email to it. The task will then appear in the project.

Use email integrations

Gmail

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.

Use Asana for Gmail Add-on available in the GSuite marketplace to turn emails into tasks

The Asana for Gmail Add-on is also an app for Android.

Outlook

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.

You can also try other email integrations like Dossier or Newton. Newton is helpful for other email clients like Exchange and any IMAP accounts.

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 Complete
  • 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.

Example workflows

Now that you understand how Asana and email can work together, here are some ways to maximize your productivity in each:

General tips:

  • 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.

Communications:

  • 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.

Specific projects:

  • 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.

Log in

or

Forgot password?

Sign Up

Please use your work email address, so we can connect you with your team in Asana.

Sign Up

Please use your work email address, so we can connect you with your team in Asana.

Start a trial

Please login or sign up for Asana to begin your Premium trial.

or

Forgot password?

Buy Now

Please use your work email address, so we can connect you with your team in Asana.

Enter a work email address

This email looks like a personal email address. If you want to be connected with your team, please use your work email address.

Enter a work email address

Why are we asking? Continue with my email

Oops, we couldn’t sign you up!

We tried, but there was a problem creating your account. Please close this window and try again!

Hey there, we’ve already met!

Add link to

Error: Please select a workspace before adding link


Sorry, we don’t support this browser

Asana doesn’t work with the internet browser you are currently using. Please sign up using one of these supported browsers instead.


Please login or sign up for Asana to calculate your price

or

Forgot password?

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.