Guides
Set up email to task
Every workspace has its own capture addresses. Forward a mail to one of them and it becomes a task in that workspace: the subject becomes the title, the text becomes the description. The bill lands in the family workspace and the customer request in your company’s workspace.
1. Create an address
- Open tasks, then the workspace the tasks should land in.
- Choose Email capture, then New address.
- Give it a name, for example
Forwarding from my phone. It tells several addresses apart. - Choose how much of the mail text goes into the description: the whole text, only the beginning, or no text, only sender and date.
- Under Reply by mail, choose when tasks answers: after every mail, only when a mail did not become a task, or never.
2. Allow your senders
Under Allowed senders, add who may create tasks, up to 20 entries:
- an address such as
ada@example.com - a whole domain such as
@example.com
If the list stays empty, tasks only accepts mail from your account’s address. For forwarding from your own mailbox, that is usually enough.
Every mail must also pass the DMARC check. Mail from Gmail, Outlook, iCloud and most company mailboxes does. A forged sender address therefore creates no task.
3. Save the address
Choose Create address. tasks now shows the whole address, and afterwards only a shortened version. It looks like this:
family-…@in.tasks.squibble.ch
Copy it and save it in your contacts, for example as tasks family. Then typing “tasks” in the
To field is enough when you forward.
4. Forward a mail
Forward a mail to the address. tasks reads the subject line with the quick add syntax:
Fwd: Review the quote tomorrow !p1 #client
becomes the task “Review the quote”, due tomorrow, priority 1, tagged “client”.
Fwd:,Re:,WG:andAW:at the start are removed, even several in a row.- A
$workspacein the subject does not count: the address decides the workspace. - An
@nameassigns that member of the workspace. If it matches nobody it stays in the title; if two@nametokens match different members, none is assigned and both stay. - Attachments are not stored. The task lists their file names.
5. Read the confirmation
Depending on your setting, tasks replies to the address the mail came from: with the number and link of the new task, or with the reason no task was created. Under Email capture → Log you see every mail to that address and what became of it.
If it does not work
- No task, no reply: the sender is not on the list, or the mail failed the DMARC check. The log shows the reason.
- The address got into the wrong hands: choose Replace address. The old one stops working at once and you get a new one.
Frequently asked questions
How does an email become a task?
You create a personal address for a workspace and forward mails to it. The subject becomes the task and understands the same quick add as the app, such as tomorrow or !p1. The mail’s text goes into the description; you choose how much of it per address. A confirmation with the task number and a link comes back.
Only mails from senders you allowed, and whose sender passes the DMARC check, create tasks. Everything else goes to quarantine. You can renew or revoke an address at any time.