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How do I create Tasks in my emails?

Mailbutler lets you easily turn your email into actionable tasks that are always attached to a corresponding message. Tasks is a simple and powerful way to improve your productivity and project management skills. Use it to remember meeting dates, bills to pay, or what to do next after reading an email.

⚙️ This is an Integration feature. You can sync created items with an external service.

🙌 This feature can be extended in Mailbutler for Teams. You can share created items with your team members.

Create a Task in an outgoing email

1. Open Apple Mail, Gmail or the Mobile App.

Apple Mail

2. Go to an existing email, or start composing a new one.

3. Click on the Sidebar button to reveal it, and to create a new Task.

4. Note down what you would like to remember in your Task then click anywhere to save it.

5. If needed, add a reminder date and time for your Task.

6. If you made a mistake, remove the Task by clicking on the three dots, then clicking Delete.

Gmail

2. Go to an existing email.

3. Click on the Sidebar button to reveal it, and to create a new Task.

4. Note down what you would like to remember in your Task then click outside the box to save it.

5. If needed, set a reminder for your Task by clicking on Set Reminder.

6. If you made a mistake, remove the Task by clicking on the three dots then Delete Task.

Mobile

2. Go to an existing email, or start composing a new one.

If it’s an existing email:

3. Click on the Tasks icon of that email and choose Add task to create a new one. If you’re composing a new email then click on the Tasks icon on the features bar.

4. Click on Manage Teams to choose a team you want to share the Task with.

5. Swipe the Task to the left to either set a reminder or delete the Task.

Add Tasks when composing a new Email:

3. Start composing a new email.

4. Click on the Tasks icon to add a new one.

5. Swipe the Task to the left to either set a reminder or delete the Task.

Or go to the Tasks tab to find an overview of all your Tasks and edit a specific Task here.

You can find a collection of your Tasks in:

  • Your Mailbutler companion app (available only for Apple Mail users)

Manage Tasks from Apple Mail Companion App

Apple Mail users can find all created Tasks, mark them as complete, delete or make changes from the macOS menu bar companion app.

Locate your Mailbutler menu bar app and click on Tasks.

  • Edit the content of your Task by clicking on the text.
  • Mark a Task as complete by checking the box on the left hand side.
  • Quickly access the corresponding email of your Task with the envelope button:
  • Edit the reminder date and time by clicking on Add Reminder:
  • Delete a Task by clicking on the three dots, then clicking Delete (this cannot be reverted):

Manage your Tasks from Mailbutler Dashboard

Manage your Tasks from your Mailbutler Dashboard.

Go to your Dashboard -> Tasks:

Manage Tasks on Mailbutler Dashboard
  • Mark your Tasks as complete by checking the boxes to the left
  • Go to the corresponding email:
    • Click on the Gmail icon to open tasks made in Gmail.
    • Click on the envelope icon to open tasks made in Apple Mail.
  • Delete them by clicking on the delete icon (this cannot be reverted)

➡️Learn how to filter your Tasks from this article.

Receive notifications from Mailbutler on due Tasks by default

You can enable/disable Mailbutler to send you notifications on due Tasks by default.

  1. Go to your Mailbutler Dashboard -> Preferences -> Notifications.
  2. Enable/disable ‘Task due’ notifications by checking or unchecking the box circled:
Enable or disable notifications of tasks from Mailbutler Dashboard

Manage Team Tasks in the Mobile App

In the Mobile App, a list of all your Tasks is provided, which you can easily manage. Filter the list of Tasks you want to see by clicking on the filter button on the top right.

  • Choose a team you want to share a specific note with by clicking on the Teams icon.
  • By clicking on the envelope icon, you will see more information and you can also add a Follow-Up Reminder or another Note / Task.
  • If you want to delete or create a reminder for the Task then all you need to do is swipe the Task to the left.

Enable notifications in Apple Mail and Gmail

Mailbutler notifies you when it’s time to complete your Task. Make sure you have already granted permission for Mailbutler to send you notifications:

Sync Tasks with external services

Mailbutler allows you to sync your Tasks across other productivity platforms such as Todoist, Asana, Wunderlist and many others.

Depending on your settings you will get a notification from your task manager app when it’s time to take care of your tasks.

➡️Find out more about Integrations.

Share Tasks with your team

Tasks created with Mailbutler can be shared with members of your team.

➡️Learn more about Shared Tasks.

(What’s Mailbutler for Teams?)

Updated on 28 November, 2019

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