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  4. How do I share Tasks with my team?
  1. Home
  2. Using Mailbutler
  3. Inbox Features
  4. Tasks
  5. How do I share Tasks with my team?

How do I share Tasks with my team?

Mailbutler allows you to turn emails into shared tasks with your team members easily. Team Tasks created on Mailbutler are stored privately and never visible to your contacts.

Shared Tasks help members in a team to easily stay in communication of recurring to-do’s and to keep progress of ongoing projects transparent and up to date. Members of your team can easily check off items when they are complete.

Mailbutler for Teams

Shared Tasks is an extended functionality of Tasks made for team users.

Share a Task

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

Apple Mail

2. Go to an email that already has a Task attached (skip to step 7); or create a new one (following steps 3-6).

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

4. Enter the details and click anywhere to save it.

5. On the bottom right-side of the task, click on Add Reminder to set a reminder date, choose the preferred date and time then click anywhere outside the box to save it.

6. You can also delete the task by clicking on the three dots on the right-side of the box, then clicking Delete.

7. Locate the sharing button on the right-side of the box and and pick the team you want to share the task with.

8. You can manage your team or add another one by clicking on Manage Teams.

Gmail

2. Go to an email that already has a Task attached (skip to step 7); or create a new one (following steps 3-6).

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

4. Enter the details of your task, then click outside the box to save it.

5. On the bottom right-side of the task, click on Set Reminder to set a reminder date, choose the preferred date and time then click anywhere outside the box to save it.

6. You can also delete the task by clicking on the three dots on the right-side of the box, then clicking Delete Task.

7. Locate the sharing button on the right-side of the box and and pick the team you want to share the task with.

8. You can manage your team or add another one by clicking on Manage Teams.

Mobile

Option 1: Look for a specific email in the Emails tab.

2. Find an email that already has a Task attached to it.

3. Click on the Tasks icon. You will then see all the Notes and Tasks attached to this Email.

4. Find the Task you want to share

5. Click on Manage Teams and choose a team you want to share that Task with.

Option 2: Look for a specific Task in the Tasks tab.

2. Find a Task you want to share.

3. Click on Manage Teams and choose a team you want to share that Task with.

You can find a collection of all your shared Tasks in two locations:

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

If you are the owner of the shared Task, you have the permission to make changes, delete or revoke sharing access of your Task anytime.

Share and manage Tasks from your Apple Mail Companion App

Apple Mail users can share existing Tasks or manage them from the macOS menu bar companion app.

Locate your Mailbutler menu bar app and click on Tasks.
Shared Tasks are clearly marked with the team’s icon on the left:

  • On the right side you will find the sharing icon, to pick the team you want to share the Task with.
  • Quickly access the corresponding email of your shared Task with the envelope icon.
  • Make changes to the reminder date by clicking on Add Reminder or the date that has already been set
  • Delete a shared Task you created by clicking on the three dots, then Delete.

Manage Team Tasks in your Dashboard

You can manage your Team Tasks from your Dashboard.

  1. Login to your Mailbutler Dashboard and go to Tasks.
  2. Click the filter button:
Use the filter button from your Dashboard to select between different types of tasks
  • For quick accessing a Gmail task click on the Gmail icon. Click on the envelope icon for quick access to an Apple Mail task.
Quick accessing your notes either with the Gmail icon or the envelope icon
  • To check the reminder date, hover over the calendar icon. To delete a task, click the delete icon.
Calendar icon helps you to schedule or reschedule a task, whereas the delete icon deletes the tasks

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 Task 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 take care of your tasks.

➡️ Find out more about Integrations.


Find out more about Mailbutler for Teams and other collaboration features available.

Updated on 19 November, 2019

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