create Asana tasks from Outlook emails

O2Asana - Outlook to Asana

turn emails into Asana tasks, without the hassle

Overview

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

install

Currently in closed beta

Email info@o2asana.com 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 vince@valiantgroup.com with ‘@vvalcom’ (vince@valiantgroup.com)
  • 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

Shorthand

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

Shorthand

|- 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: janet@o2asana.com (existing user)
Due Date: <upcoming Tuesday>
Task notes:

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

O2Asana is free while in beta. Please send suggestions to info [at] o2asana.com.

Future Development

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

Support

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

Privacy

Privacy Policy

This Privacy Policy is effective on October 26, 2017.

Your privacy is very important to us. This Privacy Policy details Aptis Apps’s commitment to respecting the privacy of our customers and visitors to our Website and our other Services.

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.

COLLECTION AND USE OF PERSONAL INFORMATION

In order to provide an efficient, meaningful and customized experience for you on the Services, we collect and store information from your Asana account on our services, including but not limited to user names and email addresses of other users in your workspaces, project names, and tags. This information is not mined, harvested, or shared with others.

In order to provide you with information on the Services, we collect your email address, and may use it for marketing or feedback purposes.

As is true of most websites and similar services, we automatically gather information about your computer or device from which you access the Services, such as your IP address, browser type, time and date of visit, referring/exit pages and operating system. We may log this information for system administration, order verification, internal marketing and system troubleshooting purposes.

We use the information we collect from you to:

INFORMATION SHARING

We will share your personal information with third parties only in the ways that are described in this privacy statement. We do not sell your personal information to third parties, and we do not authorize the collection of our members’ or visitors’ personally identifiable information by any third parties for the third parties’ use.

We may also disclose your personal information: hen we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, to prevent or stop activity we may consider to be, or to pose a risk of being, an illegal, unethical or legally actionable activity, to investigate fraud or respond to a government request; as required by law such as to comply with a subpoena or similar legal process; or to any other third party with your prior consent to do so.

If Aptis Apps is involved in a merger, acquisition or sale of all or a portion of its assets, or in the event that Aptis Apps goes out of business or enters bankruptcy, your personal information may be one of the assets that is transferred to or acquired by the third party. You acknowledge that such transfers may occur, and that any acquirer of Aptis Apps or its assets may continue to use your personal information as set forth in this Privacy Policy. If any acquirer of Aptis Apps or its assets will use your personal information contrary to this Privacy Policy, you will receive prior notice.

CHOICE/OPT-OUT You may choose to stop using our Services and to have your personal and Asana-related information removed from our servers by contacting us at the address listed at the bottom of this Privacy Policy (and put “Information Removal” in the subject line). If you use the Services following the completion of your request, your information may be stored on our servers again.