Asana is a powerful tool for managing tasks and projects, and one of my favorite features is the ability to forward emails directly into your projects. This can streamline your workflow and ensure that important information gets logged without any extra steps. Here’s a step-by-step guide on how to do it:
Step 1: Find Your Asana Project’s Email Address
- Open Asana: Log in to your Asana account and navigate to the project where you want to forward emails.
- Project Settings: Click on the project name to open the project details.
- Get Email Address: Click on the drop-down arrow next to the project name or go to the project’s settings. Look for the option labeled “Import>Email” or similar. Here, you’ll find a unique email address assigned to your project.
- Create a Contact (Optional) I like to create a contact from the copied address with a name that is easy to remember, so when I need to forward or send future email, I can simply type [Project name] in the address bar.
Step 2: Forward Your Email
- Open Your Email Client: Go to the email that you want to forward.
- Forward the Email: Click on the forward button in your email client.
- Enter the Asana Email Address: In the “To” field, paste the email address you copied from Asana, or type in your new saved contact name.
- Add Additional Details (Optional): You can add a subject line or any notes in the body of the email if you want to provide context.
Step 3: Send the Email
Once you’ve entered everything you need, hit send! The email will be converted into a task in your Asana project.
Step 4: Check Your Project
- Refresh Asana: After sending, go back to your Asana project and refresh the page.
- Locate Your Task: You should see the forwarded email as a new task in the project. The subject line of the email will be the task name, and any additional content will be included in the task description. I like the idea of a “Communications” section at the begining of the project, as all tasks that come in from email will land in the first section of your project by default.
Tips for Effective Email Forwarding
- Subject Line: Make sure your email subject is clear and concise, as it becomes the task title in Asana.
- Use Comments: If you need to add context, you can also use comments in Asana after the task is created.
- Attachments: Any attachments included in the forwarded email will also be added to the task, and can easily be accessed from the task or the files tab of your project. Something to note: I also remove any signatures that include images. These will become individual file attachments on the task and can clutter your files tab.
These steps can also be used to create or forward tasks to your My tasks- just use x@mail.asana.com as the address (don’t forget to add a My tasks contact!). By using this email forwarding feature, you can keep your Asana projects organized and ensure that important information doesn’t slip through the cracks.