قالب وردپرس درنا توس
Home / Tips and Tricks / How to quickly turn emails into tasks

How to quickly turn emails into tasks



  Handwritten creation of a to-do list in a notebook.
Africa Studio / Shutterstock

If you use OHIO (Only Handle It Once) to browse your emails, you probably want to turn some of your emails into tasks. This is fast and efficient so you can edit your other emails.

Make it quick and easy

Your Inbox is not a to-do list. It is an inbox. It's tempting to leave emails in your inbox because it's easier, but then the tasks you need to do are buried in the flood of incoming emails.

Because of this, problems arise. The manual process of turning an email into a task often looks like this:

  1. Open your favorite To-Do List Manager.
  2. Create a new task.
  3. Copy the relevant parts of the email into the New Task.
  4. Set the details, e.g. For example, priority, due date, color code, and anything else you use.
  5. Save the new task.
  6. Archive or delete the e-mail.

That's six steps. just to add something to a to-do list. No wonder your emails overload your inbox. What if you could reduce these six levels to four? Or three?

Well, you can! And we will show you how.

RELATED: Forget Inbox Zero: Use OHIO to search your emails.

Some e-mail clients are better at creating tasks than others Many clients are available to manage your e-mails, and as you might expect, some are better at creating tasks than others.

For web clients, Gmail does the job very well. The Tasks application is built-in and it's easy to turn an email into a task. There's even a keyboard shortcut that lets you create a task directly from an email ̵

1; without the click of a mouse. If you do not want a desktop client, Gmail is probably your best bet.

With Windows desktop clients, Outlook undoubtedly wins. Thunderbird has some built-in task management features that are not bad, but are much more sophisticated in Outlook and allow you to connect to countless third-party applications. If you can not use Outlook for some reason, Thunderbird is a good alternative. However, if you already use a third-party to-do list manager, Thunderbird does not truncate the mustard.

On a Mac, the picture is a bit less positive. Apple Mail does the task management poorly compared to Gmail and Outlook. If you want to manage tasks on a desktop client, Thunderbird for Mac is probably the best option. You can also send and manage emails to your third-party task list manager.

For mobile apps, Gmail and Outlook work almost the same. The task creation tools of the Web or client versions are also missing, but both automatically transfer the add-ins to third-party applications. So, if you manage your tasks in Trello and install the add-in on the Gmail or Outlook client, it will be automatically available when you open the corresponding mobile app. When you install an add-in for Outlook, the mobile and web apps and are also automatically installed on the desktop client.

The same is true for Macintosh users with an iPhone, and if you choose to use Apple Mail, the mobile app will not do much. You can use Gmail or Outlook clients, but they are not very useful if you want to synchronize your tasks from your phone to your Mac.

Since Gmail and Outlook are the cream of that particular harvest, we focus on them. If you have a favorite client who knows how to do the job very well, let us know in the comments and we'll take a look.

Creating Tasks from Gmail

Google provides an application called Tasks, which is created in-to Gmail. It's a simple to-do list manager with few options, though there's a mobile app that gives you a few more customization options. If you need something simple that works closely with your Gmail inbox, tasks are a good choice. Converting an e-mail to a task is simple: with the e-mail open, click the More button on the taskbar and select Add to Tasks.

 Click

As a keyboard shortcut, Shift + T does the same thing. The Tasks app opens in the sidebar and shows your new task.

 The Gmail Task App.

If you need to edit the task to add a due date, additional details, or subtasks, click Edit icon.

 Click the edit icon.

It is not necessary to save the changes as this happens automatically. When you're done, click the "Archive" button in your Inbox (or use the shortcut "e") to move the email to your archive.

 Click the

button These are three simple steps:

  1. Click the "Add to Tasks" option (or use the keyboard shortcut Shift + T).
  2. Set the due date, additional details, or subtasks.
  3. Archive (or delete) the e-mail. [19659013] As a bonus, you can set Chrome to show your tasks when you open a new tab. There is an iOS and Android App for tasks. Creating a task in the mobile app is just as easy as using the web app. Click on the three dots at the top of the email and select Add to Tasks.

     Tap

    This instantly creates a new task.

    If Google Tasks does not have everything you need, or if you're already familiar with another Tasks Manager, there's probably a Gmail add-in for it. There are currently add-ins for popular task apps such as Any.do, Asana, Jira, Evernote, Todoist and Trello, as well as others (but not Microsoft To-Do or Apple Reminders).

    Previously, the installation of Gmail add-ins in general and the Trello add-in was specifically addressed. Different add-ins offer different options, but with all task list add-ins, you can add a task directly from a selected email. Task list add-ins are also available as web and mobile apps, which are automatically synchronized with each other. And just like tasks, you can access your add-ins in the mobile Gmail app.

     The mobile Gmail app displays an email with a highlighted Trello add-in.

    Create Tasks from Outlook

    Outlook has an integrated app called Tasks, which is also available as a Web application in Office 365. Here it gets a bit more complicated, as Microsoft has already bought Wunderlist, the popular to-do manager, in 2015. Over the last four years, it has been turned into a new pure Office 365 web application called Microsoft To-Do (perhaps a little uninspired). It will eventually replace the built-in task functionality in Outlook.

    RELATED: What apps are included in Office 365?

    However, tasks are still currently the Outlook Task Manager, and there is no defined date or Outlook version to which this is changed. We only mention this because when you use O365, all the tasks that you add to Outlook tasks also appear in Microsoft To-Do. To-Do does not yet display all the data you can add to a task, but will do so at some point.

    Microsoft Tasks is currently the built-in Outlook Task Manager, so we focus on that.

    Using the Outlook Desktop Client

    Microsoft has traditionally been and does not let you down here. There are several ways to create a task from an e-mail that suits every taste. You have the following options:

    1. Drag and drop an e-mail into the task pane.
    2. Move or copy the e-mail via the context menu with the right mouse button into the task folder.
    3. Create a task with a quick step.

    We focus on using a quick step as this provides the biggest benefit to our money. You can also assign a keyboard shortcut to a quick step.

    If you have never used Outlook tasks Read our Task Guide before you can see your tasks next to your email.

    After you have opened the task pane, we create a quick step that marks the e-mail Creates a task as you read and moves the e-mail to your archive. We'll also add a keyboard shortcut so you never have to use the mouse to create a task from an email.

    You can use Quick Steps to define multiple actions for a single key click (or shortcut). They are easy to create and even easier to use. However, if you have not yet checked them out, we have a definitive guide for you. After reading this tutorial, create a new quick step and add the following actions:

    1. Create a task with the message body.
    2. Mark as read.
    3. Move to folder (and select your archive folder as the folder to move to.

     The Outlook folder

    Select a shortcut key for this folder and give it a name (for example: "Create and Archive Task"), then click "Save" is now visible in the "Start"> "Quick Start" section.

     The

    If you have an email in a task Just click "Quick Start" (or use the shortcut keys) and a new task will be created, the title will be taken from the subject line of the email and the text of the email will become the content. [19659006Editallthedetailsyouwant(inOutlooktaskstherearemuchmorecustomizationoptionsthaninGmailtasks)andclick"SaveandClose"

     Click

    Unlike you have to go to gmail save the new task, but unlike Gmail, Quick Step archives the email for you.

    So that's all Three Easy Steps for Outlook:

    1. Click on the quick step (or use the link you have assigned).
    2. Set the options or details you want.
    3. Click "Save and Close".

    Using the Outlook Web App

    At this point, we may expect to show you how to create a task using the Outlook Web App (Outlook.com). We will not do it because there is no native way to turn an email into a task in the Outlook Web App. You can flag an e-mail, which means it will appear in the task list, but that's it.

    This is a surprising bug from Microsoft. We can not help believing that eventually there will be a switch to Microsoft To-Do, which will involve a tight Outlook> To-Do integration.

    In terms of third-party apps, however, it looks a bit better on app integration. There are currently add-ins for popular task apps such as Asana, Jira, Evernote and Trello, as well as others (but not for Gmail tasks or Apple Reminders). Different add-ins have different options, but like Gmail, all task list add-ins generally allow you to add a task directly from a selected email and automatically sync the web and mobile apps.

    Using the Outlook Mobile App

    Just as with the Outlook Web App, there is no native way to convert an email from the Outlook Mobile app to a task, even though it's a Microsoft for iOS and Android To-Do app is available. Emails that you have tagged in one of the Outlook apps are tracked. However, this does not match the task integration. If you want to convert Outlook emails to Outlook tasks, you must use the Outlook client.

    If you use a third-party Task Lists Manager, you can access your add-ins when you're in The Outlook Mobile App.

     The Outlook mobile app with Trello add-in highlighted.

    Create tasks from Apple Mail.

    If you use Apple Mail, these are your only real options You can forward your emails to a third-party app (such as Any.do or Todoist) and manage your tasks or drag & drop emails. Move Drop to Reminders. For Apple, the manual process is:

    1. Open your favorite To-Do List Manager.
    2. Share or reminder the email to a third-party app.
    3. Set the details, e.g. For example, priority, due date, color code, and anything else you use.
    4. Save the new task.
    5. Archive or delete the e-mail.

    You can not do much to improve this process because Apple Mail has not coupled and reminders very closely. The company does not allow much integration with third-party apps. Until this changes (and we doubt that will happen soon), it's best to forward your emails to a third-party task list manager.

    If you only want to process your emails once, perform the task. The creation should be as quick and easy as possible. Otherwise, your inbox will still be a to-do list.

    With their to-do list managers and third-party add-ins, Gmail and Outlook provide the tools you need to quickly and easily create tasks from emails. and efficient.


Source link