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  4. How do I share Tasks with my team?
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  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?

team-share-tasks-mailbutler

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 or Gmail.

Apple Mail

2. Go to an email that already has a Task attached (skip to step 6); or create a new one (following steps 3-5).

3. Click on the Add Task button to create a new task.

Mailbutler's create a task button

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

5. On the right side of the task, click on the calendar icon to set a reminder date. You can also delete the task by clicking on the delete icon.

The calendar icon helps you to set a reminder for a task, whereas the delete icon helps you delete that task

6. Hover over the left side of your task to reveal the sharing button, and and pick the team you want to share the task with.

Hover over to the left of the note to reveal the sharing button

7. 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 6); or create a new one (following steps 3-5).

3. Click the Add Task button to create a new task.

Mailbutler's add task button in Gmail

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

5. Click the calendar icon to set a reminder. You can also delete the task by clicking on the delete icon.

The calendar icon helps you set a reminder for a task, whereas the delete icon helps you to delete that task

6. Hover over the left side of your task to reveal the sharing button, and select the team or orgnization you want to share this Task with.

Sharing a note button in Gmail
Tip

You can add a Task to any email you received or compose.

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

  • Your Mailbutler companion app (available for Apple Mail users and Gmail 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 a team icon on the left.

  • Hover over the left side of your Task to reveal the sharing button, and 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 the calendar icon.
  • Delete a shared Task you created with the the delete button.
Manage your tasks from the Apple menu bar

Share and manage Tasks on your Gmail Companion App

Gmail users can share existing Tasks or manage them from the Gmail Chrome browser companion app. 

In your Chrome browser’s Mailbutler companion app, click on Tasks.Shared Tasks are clearly marked with a team icon on the left.

  • Hover over the left side of your Task to reveal the sharing button, and pick the team you want to share the Task with.
  • Quickly access the corresponding email of your shared Task with the bowtie icon.
  • Change the reminder date and time by clicking the calendar icon.
  • Delete a shared Task you created with the delete button
Manage your task from Mailbutler's icon from the Chrome browser

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

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 23 August, 2019

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