create Asana tasks from Outlook emails

O2Asana - Outlook to Asana

turn emails into Asana tasks, without the hassle


Do you get emails that you need to turn into Asana tasks?

And add notes before creating them?

And assign them to someone else?

O2Asana (aka Outlook to Asana) is an add-in for Outlook to create tasks in Asana straight from Outlook, including the content of the email you’re looking at. Use lightning fast shorthand notation to assign to someone, choose the project, set the due date and more!

O2Asana even supports Sublime-style fuzzy matching to minimize typing.

Simple Example

Text Entered

Review budget|Why are office supplies so high? #tomorrow @jeff !Finance

Created task

  • Task Name: Review Budget
  • Task Notes: Why are office supplies so high? (and copy of email attached)
  • Due Date: <tomorrow’s date>
  • Project: Finance
  • Assignee: user Jeff

See How to Use for full syntax


Currently in closed beta

Email to request an invite. Instructions below will apply to beta users and following general release to the Office App Store.

Install from Office App Store

O2Asana supports Outlook 2013 and higher and Office 365. Outlook for iOS should be supported but has not been tested.

Desktop Outlook

  • Open an email in the reading pane
  • Mac
    • Immediately above the email, click “Manage Add-ins…”
  • Windows
    • Immediately above the email on the add-in bar, click the shopping bag icon on the right
  • Click the plus sign followed by “Add from the Office Store”
  • Search for O2Asana to find the add-in, and click Add.

Outlook 365

  • Open an email in the reading pane
  • Immediately above the email, click the shopping bag icon to open the Office Add-in Store

    Add-in store button in Office 365
  • Search for O2Asana to find the add-in, and click Add.

Open add-in in Outlook

Once the add-in is installed, it is available from the add-in menu above the email reading pane.

Add-in button in Outlook

how to use

Shorthand syntax

<task name>|<task notes> @<assignee> #<due date> !<projects> $<tags> %<followers> *<workspace>

Shorthand reference

All attributes (including task name and notes) are optional

  • Task name: Enter a task name, or leave blank to use email subject line
  • Task notes: Separate from task name with pipe (|) character. Current email will automatically be inserted after any notes. If you’re not entering a task name, just start with a pipe. Multi line notes are supported.
  • Assignee: @ followed by a user’s name or email adddress, or “me” for yourself. User must already be part of your Asana workspace.
  • Due Date: # followed by one of the following: today, tomorrow, monday, tuesday, etc. Additional shortcuts: tod, tom, mon, tue, etc.
  • Projects: ! followed by one or more projects (separate with commas)
  • Tags: ^ followed by one or more tags (separate with commas)
  • Followers: % followed by one or more users (see assignee for how to reference users)
  • Workspace: * followed by a workspace name (optional, defaults to last used; not needed if only one workspace in your account)

Email content

Email content (subject, from, to, body, date) is always included in the task notes after any notes you enter.

Fuzzy matching

Fuzzy matching is supported on Assignee, Projects, Tags, Followers, Workspace.

Fuzzy matching Examples:

  • Task can be assigned to Vincent Van Gogh with ‘@vvg’ (Vincent Van Gogh)
  • Task can be assigned to with ‘@vvalcom’ (
  • Task can be tagged with (existing tags) “Version 1.0.1” and “bug” with ‘^v101,bg’ (Version 1.0.1,bug)

Full examples

Example 1


Investigate crash on home page @me #tod ^bug,lch %johnd

Created task

Task name: Investigate crash on home page
Task notes: <email content only>
Assignee: <yourself>
Due Date: <today>
Tags: bug, launch (existing tags)
Followers: John D Rockefeller (existing user)

Example 2


|- investigate user's error
- inform customer service of issue<br>
- let me know suggested fix
@jan #tue

Created task

Task name: <email subject line>
Assignee: (existing user)
Due Date: <upcoming Tuesday>
Task notes:

  • investigate user’s error
  • inform customer service of issue
  • let me know suggested fix
  • <email content >

O2Asana is free while in beta. Please send suggestions to info [at]

Future Development

  • Include email attachments with task
  • More date options (e.g. next tuesday)


This site provides complete documentation for O2Asana. If you have additional questions not addressed here, contact jason [at]


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This Privacy Policy is effective on October 26, 2017.

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This Privacy Policy describes how Aptis Apps collects, discloses, and uses the information you provide to us on our Website and our other Services. It also describes the choices available to you regarding our use of your personal information and how you can access and update this information. We reserve the right to revise this Privacy Policy at any time. When we make revisions, we will post them on the Services and update the “Last Revised” date at the top of this Privacy Policy. If we make changes that are significant, we may use reasonable efforts to attempt to notify you, including by email or placing a prominent notice on the first page of the Website. Revisions will be effective immediately upon posting.


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