Planning with Asana calendar

What’s on your calendar for today? This week? This month? If you can’t readily see your schedule and deadlines, things can slip through the cracks, or you can get overloaded. With Asana, you can see tasks and projects on a calendar to help you manage your time, workload, and deadlines.

There are a few different Calendar Views in Asana. You can see your personal task list, any project, and all your team’s projects in calendar format. It’s also visible in our mobile app so you can quickly review or reschedule work when you’re away from your desk.

For planning projects on a deadline, try Timeline instead. It will help you manage dependencies, have a solid schedule before you start, and keep your team on track as work changes.

See your calendar

You might be used to seeing My Tasks as a list, but you can also see all of your tasks on a calendar, too. Whether you’re coming in on Monday morning, or wrapping up at month end, Calendar View helps you stay on top of deadlines and visualize your workload for the day, week, or month. The next time a teammates asks if you have bandwidth, double check your calendar in My Tasks.

Use Calendar View in My Tasks to see all your work on a calendar

To see My Tasks in Calendar View:

  1. Start in My Tasks.
  2. Click Calendar in the header.

Tips for My Tasks calendar:

  • If you prefer to see all your tasks in Calendar View, set it as your default view.
  • Create new tasks by double clicking on the due date you want. Or mark tasks complete by hovering over them on their due date and clicking on the check mark that appears.
  • If a particular day looks crowded, you can move due dates by dragging and dropping the tasks to a new date.
  • Use start and due dates for tasks to see the span of time you’ll be working on it. Knowing when to start is just as important as when to finish.
  • Head to the Display tab of My Profile Settings to change the day of the week your calendar starts on.

Drag and drop tasks to move them around on your calendar in Asana

See a project on a calendar

View any project on a calendar to keep track of completed tasks, upcoming due dates, and what’s on deck for the week or month. Calendar View is great for editorial calendars to make sure you’ve got a solid content schedule.

See a project’s schedule in calendar view by clicking Calendar in the project header of any Asana project

To see a project’s Calendar View:

  1. Start in the project
  2. Click Calendar in the header.

Tips for project calendar:

  • Easily change due dates by dragging and dropping them on the calendar. Assignees will receive a notification about the change.
  • Use Calendar View for projects like editorial calendars to easily see where you have content gaps, or event and sprint planning projects to make sure deadlines are reasonably spaced out.
  • Highlight colors of tasks that are stored in multiple projects and custom field colors are visible on the calendar so you can easily assess priority, stage, and more.

See custom field values by hovering over them in Calendar View of Asana

See your team’s calendar

You also have a team calendar as part of your overall team page in Asana. The team calendar shows all tasks within your team’s public projects on a calendar. You’ll be able to make more realistic plans for your team’s new and upcoming work and get a feel for what they’re currently working on in one view.

See your entire team’s calendar by clicking Team Calendar in the sidebar of Asana

To see a Team Calendar:

  1. Click the team’s name in the sidebar.
  2. Click Team Calendar.

Tips for team calendar:

  • Check your team calendar during a planning period. You can better visualize when current projects will wrap up and when new work could start.
  • Get an at-a-glance view of your team’s overall bandwidth at any given time. You’ll spend less time in check-in meetings or trying to gauge this based on email chains, chats, and other communications.

When to use Calendar vs. Timeline

Timeline and Calendar View give you different insights and should be used for different purposes. They’re both project views, so you can always toggle between them, but here’s what to consider:

Consider View Timeline if… View Calendar if…
Deadline Your project has an end date Your project is ongoing
Workflow Your project has dependencies and work happens in a certain order Tasks are more independent of each other
Schedule You want to create a project’s schedule, and see progress towards it You want to get a glimpse of work happening this week or month
Audience You want to share the plan with executives, other teams, stakeholders on the project You’re looking at your own schedule in My Tasks, or your team’s overall schedule

Follow along with How to Asana

See Asana calendar in action and learn more by following along with How to Asana. Subscribe to the Asana YouTube channel for weekly tips and tutorials.

Stay on schedule, and know what’s next for you and your team to tackle with Asana’s Calendar View.

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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.