How to quickly turn emails into tasks

You can create tasks tasks Tasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information. Read more and conversations conversations Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more by sending emails to Asana. Please note that you can only forward emails to Asana with a max. total of 30 MB.

Here's how we interpret your email:

Email field Task field:
Email to [email protected] Task in My Tasks My 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 assignee assignee The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more
CCed email recipients Task Collaborators
Email subject Task name
Email body task description task description Task description is a text field that allows users to add details and context to their tasks. Read more
Email attachments Task attachments attachments A file that is attached to a task or conversation. Read more

Please note that X is not a variable.

Email Tasks to your My Tasks

To create tasks in your My Tasks list via email, send an email to [email protected] . By default, [email protected] will create a task in the Workspace or Organization associated with your email address.

How to quickly turn emails into tasks

To change the Organization or Workspace associated with your email address:

  • Click your profile photo at the right of the top bar top bar The top bar appears at the very top of Asana above the header. Read more
  • Select My Profile Settings Profile Settings Profile Settings lets users adjust preferences related to their specific account. Read more
  • Select the Email Forwarding tab
  • Choose the Organization or Workspace that you want to associate with your email address

From the Email Notifications tab you have the option to Add more email addresses to your account.

Email Tasks to a Project

You can send emails to create tasks directly in any Asana project.

Every project in Asana has a unique email address, that can be used to create tasks in that project.

How to quickly turn emails into tasks

To find a project's email address:

  1. Click on drop-down arrow beside Project name in Project Actions
  2. Click on Import and then choose Email

You can manually identify your project's email address by using the project's unique ID:

  • Open any project
  • Your Project ID is the string of numbers in your project's URL (it should look like https://app.asana.com/0/projectID/list )

To create a task in your project via email, send an email to [email protected] . For example, if your projectID is 123 , you would email [email protected] .

Create tasks straight from your email inbox with the Asana for Gmail add-on or the Asana for Outlook add-in.

Email Conversations

You can post Conversations to your teams teams A team is a group of people in an Organization who are working together on a collection of projects. Read more or projects projects Projects are lists of tasks. Read more by sending an email.

Email to Team Conversations

How to quickly turn emails into tasks

At the bottom of every Team's Conversations page, there is an email address listed. The email address for any Team Conversation is [TeamName]@mail.asana.com

Email to Project Conversations

How to quickly turn emails into tasks

At the bottom of every project's Conversations page, there is an email address listed. The email address for any project Conversation is [ProjectName]@mail.asana.com

Send an email to this address to create a post in that Team or project. You can also CC other people to add them as Collaborators to your Conversation.

In Organizations, you can only send Conversation posts via email from your company email address.

For example, if you were in the acme.com Organization, you can only post a Conversation via email by sending a message from your @acme.com email address, even if you have other email addresses on your account.

Ensure that everyone you include in the CC or To fields have access to your Workspace, Organization or project in Asana, and that you use the email address associated with their Asana account. If they do not have access, you may receive a notification indicating that your task could not be created.

Auto-Forward Emails

If you want to create tasks in Asana for emails you regularly receive, you may want to automatically forward them. To auto-forward emails to Asana:

  • Create a forwarding email account
  • In Asana, add [email protected] to your Organization or Workspace and add this email address to Asana and the project you're emailing to
  • Log out of your Asana account and log in as the forwarder account, then turn off the account's email notifications.
  • Set your [email protected] account to auto-forward mail into your Asana project. The following are instructions for common email clients:

Now, every time [email protected] receives an email, it will be forwarded to the Asana project and assigned to forwarder (it can easily be unassigned).

Email Authentication

To ensure that your account is safe from potential phishing and email spoofing, we require that the mail server that sends your emails is properly configured for your email domain. The server must be configured so that the domain of the envelope address matches the domain of the from address. If this is not the case, you will receive an error message indicating that these addresses are misaligned and will need to contact your mail server admin to resolve this.

Dig into the BLOG – We have helpful information, tips and articles on Email and Information. More get added every week!

How to quickly turn emails into tasks

How to quickly turn emails into tasks

There is a quick and easy way to change an Email Message into an Appointment in Microsoft Outlook (and vice-versa)!

Sometimes, the activity you need to schedule is due to an Email that you have received.

Often, an Email message will contain all the information needed for a meeting invite.

Instead of creating a new appointment and retyping information from the Email, there is an even faster and easier alternative.

You can turn that Email right into an Outlook Appointment!

Here is how it all works.

Turning an Email into a Calendar Appointment:

A great feature in Microsoft Outlook is the ability to turn an Email message into a Calendar Appointment.

All you need to do is to drag the Email message from your Inbox to the Calendar Icon at the bottom our your Outlook screen:

How to quickly turn emails into tasks

This creates a Calendar Appointment with the Email message as the detail of the Appointment invite:

How to quickly turn emails into tasks

Now, all you need to do is to perhaps clean-up the Appointment a bit:

Revise the Subject line.

Add some initial invite text into the appointment.

Add your attendees.

Select a date and time.

Hit “Invite”.

So, there it is – a real quick and easy way to turn your Email into and Appointment.

But, what if you want to do the opposite – take an Appointment and turn it into an Email?

Luckily, it is also simple and easy to do…..

Turn a Calendar Appointment into an Email:

You can also turn a Calendar Appointment into an Email message.

This is essentially the opposite to what I just showed above.

Just drag a Calendar Appointment to the Email icon at the bottom of your Outlook screen:

How to quickly turn emails into tasks

This creates an Email Message with the text of the Calendar Appointment:

How to quickly turn emails into tasks

This can be useful if you want to Email the text of an Appointment instead of forwarding out the actual invite.

How to quickly turn emails into tasks

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Here's a quick tip for making more of Outlook than you might already be. Using Outlook on the Web (the browser version of Outlook), you can quickly make an Outlook appointment (with invitees or not) or a To Do task. All you've got to do is open the calendar/task pane—which, incidentally, is an incredibly useful way to look at a combined view into your upcoming tasks and appointments—and drag your email into the area you prefer.

For some in-depth video demos of this feature, watch the video below. Or keep reading for a more text-based overview. 🙂

If you drop the email in the Add as an event box, Outlook pops a new event open with the email subject as the event title and the email sender as a meeting invitee. If you want to make a meeting out of the email, add any other invitees. You can even add a Teams meeting to the appointment.

Now, if you want this to be an appointment just for you, remove the invitees. Now you can set the event as some focus time for you to do work.

How to quickly turn emails into tasks

If you drop the email in the Add as a task box, Outlook creates a new To Do task with the email subject as the task title. The task gets stored in the un-organized (and very general-sounding) "Tasks" list in To Do.

How to quickly turn emails into tasks

Now, you probably want to toy around with the task's metadata, like the due date, which lists it's in, and maybe update the title. To do that, open To Do by clicking the waffle in the top-left corner of Outlook and selecting To Do. To find the task, open the Tasks list and you should see your task listed there. From here you can manage all the aspects of the task, including: adding steps, adding to the My Day list, setting a reminder, setting a due date, enabling the task to repeat, adding a category, uploading a file, or adding notes. ANd if you want to add the task to an existing list, just drag task to that list and it automatically gets added.

How to quickly turn emails into tasks

This is a pretty quick tip, but I find it to be incredibly useful and a great "Integration" (if you can call it that) between your message, calendar, and tasks. It's also a great showcase of the features in Outlook for the web which, if you ask me, is actually better than the desktop version of Outlook. And I pretty much never so that about any Office apps. So if you're not a regular user of the Outlook browser experience, you'e got that much more reason to try it out and get hooked.

How to convert email to appointments in Outlook?

Let’s say you received an email message, and now you need to create a new appointment or meeting with the content of this received email message. How to deal with it? Of course you can create a new appointment firstly, and then copy and paste the email content into it. Here we will introduce a trick to convert an email message into an appointment directly.

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by rules; Auto Reply without exchange server, and more automatic features.
  • BCC Warning – show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments , and more remind features.
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails at once; Auto Add Greeting when reply; Auto Add Date&Time into subject.
  • Attachment Tools : Auto Detach, Compress All, Rename All, Auto Save All. Quick Report , Count Selected Mails, Remove Duplicate Mails and Contacts.
  • More than 100 advanced features will solve most of your problems in Outlook 2010-2019 and 365. Full features 60-day free trial.

It is easy to convert an email message into an appointment with the Copy to Folder feature in Microsoft Outlook. You can do it as following:

Step 1: Select and highlight the email message that you will convert to an appointment.

Step 2: Open the Copy Items dialog box:

  • In Outlook 2007, please click the Edit > Copy to Folder.
  • In Outlook 2010 and 2013, please click the Move > Copy to Folder in the Move group on the Home tab.
  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features.
  • BCC Warning – show message when you try to reply all if your mail address is in the BCC list ; Remind When Missing Attachments , and more remind features.
  • Reply (All) With All Attachments in the mail conversation ; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject.
  • Attachment Tools: Manage All Attachments in All Mails, Auto Detach , Compress All , Rename All, Save All. Quick Report, Count Selected Mails .
  • Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts . Enable you to do smarter, faster and better in Outlook.
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none of these work with the mac version.

outlook 15.27 btw.

Or in Outlook 2013, you can set up “Quick Steps” to make this super easy:

[list][*]Go to inbox[/list]
[list][*]Right click item[/list]
[list][*]Select “Quick Steps > New Quick Step > Custom[/list]
[list][*]Select “Quick Steps > New Quick Step[/list]
[list][*]Name: New Appointment[/list]
[list][*]Action: Create Appointment with text of message[/list]
[list][*]Press “Finish”[/list]

Now that it’s set up, in the future you can right click an email message, select “Quick Steps” and then “New Appointment”. The calendar will open with the body of the email in the body of the calendar item. Adjust the date/time as needed and you’re done.

How to quickly turn emails into tasks

Microsoft Outlook may seem like a simple email client on the surface but those who’ve explored its features beyond the basics know that it’s far more powerful than it leads on.

Ever since email has become the de facto to-do list for many knowledge workers, Microsoft and other email providers have been quick to recognize this need, therefore implementing task management features into their systems.

If you’ve been looking for the best way to use Outlook for task management then take note of the following tips to take better control of your workload and ensure you never miss another work request again.

There’s no denying that Microsoft To Do is the best task manager with Outlook integration. With the To Do for Outlook add-in, you can quickly pull up a list of your to-dos while going through your emails.

In Outlook.com, click the My Day icon on the top right side of the page. Whenever you come across an email that requires further action, just drag and drop it to the My Day pane and choose whether you want to add it as a task or as an event in your calendar.

How to quickly turn emails into tasks

When you complete the task either in the To Do pane or in the actual To Do application, it’s also completed on the other end.

Another tried-and-tested method for tracking actionable emails in Outlook is to flag them. After flagging relevant messages, you can quickly switch to the To Do view by clicking the To Do icon in the lower-left corner of the Outlook navigation pane.

How to quickly turn emails into tasks

This will open up the To Do add-in for Outlook and from there, you can access a list of your flagged emails alongside other built-in smart lists such as Important, Planned, and Assigned to You. When you complete a task in To Do, the flag will be removed in Outlook and vice versa.

How to quickly turn emails into tasks

Take note that you can only choose one or the other method. You can’t combine both methods and expect a complete two-way workflow. For example, let’s say you drag an email to your To Do pane and flag the message from your inbox. When you complete the task in the To Do application, it’ll also be marked complete in the To Do for Outlook add-in but the message will remain flagged in your inbox.

This means that the first action you take will determine the connection that will be created. If you drag an email to the My Day pane first, the connection is formed between To Do for Outlook and the Tasks list in Microsoft To Do. If you flag a message first, it will sync your tasks between the Flagged emails list in To Do and your Outlook inbox.

Note: To Do for Outlook is replacing the classic Tasks plug-in but if you’re still using the latter, you may refer to this article for steps on how to use Tasks in Outlook effectively.

Some tasks are more time-sensitive than others and for many busy professionals, blocking out certain parts of the day is an effective way to stay focused and on task. Luckily, task management for Outlook is easier than ever now that you can quickly schedule tasks into your calendar.

On the web version of Outlook, click the calendar icon on the bottom left part of the navigation pane to view your calendar. Next, click the My Day pane to open up your tasks from To Do.

To turn your task into an appointment, just drag it onto your calendar and you’re all set. If you open up the event in your calendar, you can invite others, add a reminder, and edit other details.

How to quickly turn emails into tasks

If you’re using the Outlook app, you can do the same thing following these steps:

  1. Select calendar view
  2. Go to the View tab
  3. Click To-Do Bar and choose Tasks

How to quickly turn emails into tasks

This will open up your to-do list and all you have to do is drag a task to your calendar as we did from the web version.

The native To Do integration seems like a very simple and straightforward approach to Outlook task management. But there’s just one limitation. The flagged email list in To Do only shows a maximum of 100 most recently flagged messages from the last 30 days.

If you normally deal with a large number of emails spread out in a longer period of time, you might want to consider using Pleexy’s Outlook integration. With Pleexy, you can connect Microsoft To Do with Outlook and it will automatically keep your tasks up to date whether you’re working from your to-do list or your inbox.

If you haven’t signed up for a Pleexy account yet, you can do so by simply logging in to your preferred Microsoft To Do account. On your Pleexy dashboard, choose Outlook as your source application and login to Microsoft Outlook. From there, you can customize the connection however it suits you best. Here’s how:

Step 1: Define your source

The first section lets you choose the folders where Pleexy should search for any flagged emails. You can bring in messages from your inbox, from all folders, or from select folders only.

You also have the option to ignore out-of-date emails by setting a date range. Pleexy will then ignore flagged emails that haven’t been updated in the specified number of days.

How to quickly turn emails into tasks

Step 2: Choose your destination

If you want to take your task organization up a notch, it helps to group your tasks in the same way wherever they are instead of dumping them all to one list in your to-do app. This is where Pleexy’s destination options come in handy.

You have two options:

  • Bring all tasks to one Microsoft To Do list
  • Create a different To Do list for each Outlook folder

How to quickly turn emails into tasks

With the second option, you can select a root project from the drop-down menu and Pleexy will create separate lists under it. For example, if you have a list called “Emails” in To Do, Pleexy will create separate sub-lists within that list for each of the Outlook folders you want to synchronize.

How to quickly turn emails into tasks

Step 3: Customize the integration

When you manage an Outlook to do list outside the email application, the lack of context can be confusing.

Fortunately, our Outlook integration lets you customize how your tasks are named in To Do through a combination of any of the following fields taken from your emails: subject, sender, date received, due date, and folder.

How to quickly turn emails into tasks

We’ve recently finalised a solution for one of our customers that we want to share as it can help benefit a lot of businesses and teams. The configurable solution utilises Microsoft Flow & Planner to automatically create tasks from an Outlook email with a user-defined word in the subject.

What’s Microsoft Planner?

You may be thinking, what is Microsoft Planner?

Planner is a part of Microsoft’s Office 365 and is included in many O365 plans, so you may already have access to the application! It has been developed to provide all the necessary tools to improve your teams’ structure and visibility when working on tasks and projects. It is similar to third-party applications such as Slack or Trello, yet is included in O365 and integrates seamlessly with apps in it – hence why it’s possible for us to make this workflow solution!

The application is designed to make working in teams more organised and promote collaboration whilst working on projects, making it easy to organise tasks, check progress and have a centralised place to store information. Our solution utilises Planner to create tasks automatically with just an email – rather than being asked to complete a task then going into Planner and manually creating it.

What are the benefits?

We’ve seen a variety of benefits which come with this solution, including:

  • Tasks can be assigned with just a quick email – saving you valuable time
  • Can set-up the workflow to enable tasks to be assigned to multiple people (if multiple people are included in the email)
  • All attachments sent in the email will be automatically uploaded to OneDrive (or SharePoint)
  • Improved visibility for your teams who are working on projects together
  • Increased productivity of teams as there is no confusion about what is being worked on
  • Get up and running quickly, the workflow only takes around 30 minutes to set up

Interested in using this workflow? Get in touch!

How does it work?

In simple, the solution works by initially setting up the workflow in Microsoft Flow. This involves only some small tasks like checking settings such as which inbox folder you set the workflow up for and where attachments are saved. Once this is complete, you can be sent an email with the word “Planner” in the subject (this can be changed depending on setup) and then the tasks in the body of the email, like in the photo below.

How to quickly turn emails into tasks

Once the email has been sent to the receiver, Flow will automatically recognise the subject and trigger the workflow to create a task in Planner. As you can see, it contains all the information that was written in the email and also at the bottom there are the attachments that were part of the email. The tasks created in this workflow have a due date set for two days after the email has been sent and the task created, but this is another setting that can be changed during the set-up.

How to quickly turn emails into tasks

Depending on the setup, your email attachments can be stored in either OneDrive or SharePoint.

How to quickly turn emails into tasks

And that is basically how the solution works! A small solution but it can be very effective if you’ve found that your business lacks a bit of visibility and communication when it comes to assigning tasks.

If you’re interested in using this workflow within your business, please just leave a comment on this blog post or alternatively, drop us an email at [email protected] or call us on 01908508080.

How to quickly turn emails into tasks Do you get a lot of emails that require follow-up or an action to be performed? If so keeping track of them and remembering when to do them can be difficult. I am going to show you a killer way to easily create a task in Microsoft Outlook to remind you to take care of it.

This productivity tip will show you how to easily covert a Microsoft Outlook email into a task with a reminder so you will never need to worry about a follow-up or an action item email.

When you receive an email that has an action item related to it such as you need to follow-up on it or that it requires a task to be done you can easily create a reminder in Microsoft Outlook by converting the email into a task.

Create a Task From An Email In Outlook

It is easy to create a task from an email in Microsoft Outlook.

  1. From your Inbox pane highlight the email you want to create a task for. The email does not need to be open.
  2. With the email highlighted drag your mouse down and drop it on the Outlook Tasks bar.
  3. Outlook with take your email and convert it into a task. It will copy the content of the email into the body of the task so you have all the information you need in the task.
  4. The subject of the task is taken from the subject line of the email, but you can easily change this to something more meaningful in your tasks list.
  5. Like any Outlook task you can set a due date and a reminder. Set the Due date and click the Reminder check box to set when you want to be reminded about this task.
  6. Now all you have to do is click Save and Close on the task. No worries about remembering to take care of the task you received in the email. Outlook will remind you of it.
  7. At this time you can either leave the email in your inbox, move it to an archive or action folder or even delete the email since the entire content of the email was copied into the task.

Learn more ways to take control of your email by reading “Use a 5S System For Your Email”.

Take Away

We do not always have the time to follow-up or take action when we receive an email. The action may be required in the future making it difficult to remember. By converting the email into an Outlook task with a reminder you will be alerted that you have to perform a follow-up or action.

This works with most versions of Microsoft Outlook and is very easy to do. Below is a video that shows you how to do this task.

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Comments

Thanks! I always used the “Flag for follow up” option but this doesn’t work 100% with synchronised task lists because although it shows as a “task” in Outlook, it isn’t really a task therefore doesn’t get copied across during sync.

I tried this and it works well.

Great tip. Been using Outlook since the 90s and never knew about this. The only reason I came across it was that I recently got a Blackberry at work and wondered why email’s marked for follow up didn’t display in the tasks list. It now makes 100% perfect sense.

What I’ve learned: A follow up flag does not signify a task, while all tasks have follow up flags…

Word of caution, I have seen it where if you Delete the Task instead of Removing it from the task list, the original email get sent to the Deleted Folder. If you are tracking high priority email as tasks, say from your boss, be careful that you are Removing the follow tasks, vs. Deleting the tasks. In my case it turned out the original email was being deleted as well and I lost my communication audit trail.

Thanks for pointing this out!

The only problem I have experienced doing this is when the email has an attachment. In the instances that I have dragged the email (with attachment) to the Task bar, the attachment is lost. So for emails that have attachments, I place in the Follow Up folder. Emails with no attachments, Task bar. By the way, I am using Outlook 2007, not sure how 2010 handles this.

I notice when dragging an email with a table of data, the table formatting is lost after dragging the email to task. Is there any other workaround or solution to this?

I just noticed the same thing. It looks like the normal conversion from messages to tasks looses formatting information – not only table formatting. Although the missing table formatting is probably the most obvious…
I found out that there are some options for creating a task from a message though. If you use the right mouse button for dragging the message onto the “Tasks” header button, you will see the following options (in Outlook 2007 at least):

– Copy Here as Task with Text (the default – looses formatting)
– Copy Here as Task with Attachment (only the subject is used for the task, the complete message is attached)
– Move Here as Task with Atachment (same as above, but the message gets removed automatically)

This should solve the issue at least partially. It would be preferable to have the original message text in the original formatting as the task body. The attachment approach has an advantage however: after opening the attached message, you can do all message related actions like replying, forwarding, moving to a folder (via drag&drop, not via the “Move to Folder” toolbar button)…

I think this could work well for my workflow. Hope that helps. 😉

I have used this functionality for years. Effective and simple. However, I do add my opinion to the considerations regarding the email. It may not be wise to delete it. It must be brought down to the examples themselves.

In Outlook, emails can be flagged in assorted manners in order that they pop up as reminders at a given date/time, with follow-up features, etc. When an email is flagged as pending, it will appear in the Task List view, this is if you click on the Tasks icon; this view is similar to a message center, where all the pending activities can be enlisted. However, such a view is not the tasks itself. If you open the menus view in Outlook and navigate to the Tasks folder, then you can see the tasks in a pure view.

I find it convenient to flag emails so that they appear in the Task lists view, however I do have to remember that such view doesn’t make tasks out of emails, so if I need this list elsewhere, then I have to create the task from the email. I sync my data to mobile devices, and this will only admit tasks that are tasks, not emails flagged as tasks.

Good ideas, thanks.

What if you DON’T want the email to be a task? Somehow I managed to make a subscription a task, and I get a lot of them. I skim the subject matter, but it doesn’t delete the task so I wind up with more than a hundred emails as tasks after I delete the email.

Ross Setlow says

I love this feature, however, is there a way to indentify if an e-mail was converted into a task. This would help, because I sometimes forget if I had made a task from the email. In other words, once the email is dragged over and made into a task, is there a way of setting it up so it is obvious that the task conversion was done.

The ClearContext Task button allows you to quickly add an email to your task list. Clicking Task will open a new Outlook task with the subject of the email and contents pasted into it and the original message attached.

Once the task is created from a message, it is associated with the email conversation and will appear in the original conversation’s MessageContext.

Project Assignment

The Project field in a task is pre-populated with the original email’s Project. If one has not been assigned previously, ClearContext will query for a Project assignment when creating a task. This allows you to view this Tasks and other items by Project in the ClearContext Dashboard. Turn this feature on/off via Project Assignment on New Tasks at ClearContext > Options > Tasks/Appts.

File Original

When creating a task from an email, ClearContext can automatically file the original message, moving it out of the Inbox and saving the need to deal with it again. Enable File Original on the task toolbar and ClearContext will move the message you are creating the task from into the Project folder you select. ClearContext remembers this option the next time you create an appointment.

Task Options

By default, ClearContext truncates the text of long emails and attaches a copy of the message when copying creating an appointment or task. Turn these features on/off via the ClearContext > Options > Tasks/Appts.

The Summary and Detail Dashboards can be used to mark individual tasks as Next Actions. By default, this appends a category of !Next to the task. Change the category and category color assigned when using Mark Next Action at ClearContext > Options > Tasks/Appts.

A security update disabled the Run a script option in Outlook 2013 and 2016’s rules wizard. See Run-a-Script Rules Missing in Outlook for more information and the registry key to fix restore it.

Sure, you can use a simple script that creates a task from an email and use it with a Run a Script rule. We also added a second code sample that creates a task from the message you are reading in the reading pane.

To create an appointment from an email message, see Create an Outlook appointment from an email message.

Press Alt+F11 to open the VBA editor and expand the tree to find ThisOutlookSession. Paste this code into the VBA editor then create a rule and choose Run a script as the action.

You can customize the script to set a category or due date (or any other fields supported in Tasks). To calculate the due date, you’ll use the DueDate property and add a whole number to the Received date. If you prefer to change the Start date, you would add a whole number to the start date line. If you use a category that is not in your Categories list, the color category field in the view will be colorless as the category is not in the master list.

To use today’s date only, not the current time, use Date and decimals to set the due date or reminder time.

To override your default settings for Task reminders (set in Options, Tasks), you can use the ReminderSet and ReminderTime properties.

This example creates a reminder for 6 hrs before the due date or 6 pm the day before. If a reminder time is not set, it will use the default setting for Tasks, usually 8 am on the due date.

Accepted values for ReminderSet are True (on) or False (no reminder)

To add the item as an attachment to the task, add the following lines after the Item.Body line:

To copy attachments from the messages to the task, you need to use the CopyAttachments, added to the end of the task macro.
Add this code before the .save

Then this after the end of the first macro:

If you want to send a Task Request, you need to Assign it and add the Recipient. You can use either the full email address or the GAL alias, or even the person’s display name, provided the name can resolve to an entry in your address book or GAL. I recommend using the address only because it can’t resolve to the wrong person.

You’ll need to add .Assign to the With objTask code block, along with .Recipients.Add “[email protected]” line. You’ll also need to change .Save to .Send

If you use the user’s name or alias, you may need to Resolve it using code before it’s sent. .Assign goes in the With objTask code block, but the Recipient is added outside of the With statement, then it’s sent.

The DIM statement goes at the top of the macro with the other DIM statements.

Carol asked how to add a category to the tasks. This is easy if you want one category for all tasks – just place this line before the objTask.Save line:

To assign different categories based on different keywords in the subject, you can use an IF statement for a couple of keywords but should use an array for a larger number of keywords. Instructions are at Using Arrays with Outlook macros.

You can save the task to a different folder by adding two lines to the code. This example saves it to a Task folder in a different data file, in this case, a Sharepoint task list that is linked to Outlook.

You can also use a different folder in the mailbox. When the folder is the same level as the Tasks folder, using the example below.

Set SPSFolder = Session.GetDefaultFolder(olFolderTasks).Parent.Folders(“Task folder Name”)

When the folder is a subfolder under the default Tasks folder, use this:

Set SPSFolder = Session.GetDefaultFolder(olFolderTasks).Folders(“Subfolder Name”)

How to quickly turn emails into tasks

Create a rule using the condition and choose the action “Run a Script”, choosing the ConvertMailtoTask script you pasted into the VBA editor. Complete the rule.

When a new message arrives meeting the conditions in the rule, the script runs and creates a task out of the message.

Jason wanted to know if we could use the code with a button to create a task from a selected message.

To do this, we needed to modify the original code just a little. To use it, create a command on the ribbon or toolbar and assign the macro to it. When you are reading a message in the reading pane, you can click the button to create a task.

This code doesn’t work with open messages, but a little more tweaking can change that. Simply change the Set objMail line to Set objMail = GetCurrentItem() and get the GetCurrentItem function from “Outlook VBA: Work with Open Item or Selected Item”.

To use, select the message and run the macro.

SimplyFile helps you file incoming and outgoing messages to the right Outlook folder with one click of a mouse. SimplyFile’s state of the art algorithm learns as you file messages and suggests destination folders for filing. All you have to do to send a message to the right folder is click a button. SimplyFile also includes buttons for turning messages into Tasks and Appointments. Compatible with Outlook 2000, 2002, 2003 and 2007. Version 2.3.4.106.

First: You will need macro security set to low during testing.

To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.