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.

Helping your team send less email

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.

Use email integrations to turn conversations into action

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 manage and prioritize work. This is fast and easy with our email integrations.

Try the Asana for Gmail or Outlook apps

If you’re using Gmail and Outlook, try the Asana for Gmail Add-on or Asana for Outlook app to turn emails directly into tasks, assign tasks to teammates, set due dates, and add the task to a project—without leaving your email inbox. It makes your workflow lightning fast.

Use Asana for Gmail Add-on available in the GSuite marketplace to turn emails into tasks Use Asana for Outlook app available on our apps page to turn emails into tasks

For example, if a customer emails you to request a training session for their team, you can turn their ask into a task directly with the integration. This turns it into a trackable task, with all the context from the email so you can prioritize it with other work, attach any documents you might need so they’re handy for the training, and not forget when it is.

Turn emails into Asana tasks

If you don’t use Gmail or Outlook, you can still forward any email to and it will automatically go to My Tasks. For more detailed instructions, check out our Help article about forwarding emails to Asana.

You can also try other email integrations like Dossier or Newton. Newton is helpful for other email clients 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 between Asana and email

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

General tips:

  • 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.
  • 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.
  • 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.
  • If you need to follow up on an email, use an email integration or forward the email to create a reminder task in Asana 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.

Specific projects:

  • Campaign planning—If you’re working with an agency, you can turn emails with any campaign assets for your campaign project into tasks in Asana to see them in Files View and share with your entire team.
  • Creative requests—If someone from your organization sends you an email asking you to create or design something for them, use integrations or forwarding to turn it into a task, and track it with other work in your requests project. Then you can prioritize the request relative to other work and make sure the same work isn’t happening elsewhere—something you can’t do in email.
  • Event planning—If a vendor gets back to you with a quote or event specs, you can turn the email into an Asana task in your events project to discuss with your team, and use subtasks to request feedback or get approvals.
  • Design critiques—Instead of giving and receiving feedback via email, you can use proofing to leave comments directly on an image, so it’s contextual and easy for the creator to reference.

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.

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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 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.