How to Turn Emails into Actionable Tasks

According to Inc. the average U.S. worker spends a whopping 30 hours per week, simply checking their emails. At MeisterLabs, we’re all about helping users work smarter, not longer, so to cut down on email admin, we’ve created a turn emails into tasks feature for MeisterTask.

4 steps to turn emails into tasks with MeisterTask

With our newly updated turn emails into tasks feature, you can create and forward tasks from your email account to your MeisterTask Project Board and relevant Section, in just a few clicks.

There’s no need to set up any additional integrations, just sign-in or sign-up for MeisterTask (it’s free!) and follow the simple instructions below.

So How Does It Work?

Every time you create a new section in a project, MeisterTask will automatically generate a specific email address for that section. Then, when you send an email to that stated address, the contents of the email will be converted into a task via the turn emails into tasks feature. The task will then appear in the desired section in MeisterTask, just like that.

Once you have at least your key section email addresses saved, you’ll be able to convert emails from your email client into actionable tasks, with a couple of clicks.

The contents of the task (task title, task attachments, and task tags) will be determined by what’s in the email – more on that below.

4 Steps to Turn Emails into Tasks

1. Create your VCard via the section email

First, hover over the section you’d like to create an email task automation for and click on the white drop-down arrow.

Then, in the small Appearance information box, click on Actions.

Setting up turn emails into tasks in MeisterTask

At the bottom of the Actions information box, you’ll find an email address. All emails sent to this address will then be added to the corresponding section, as tasks.

2. Save your VCard as a contact

From there, you can either copy and paste the email address to your email client, or click VCard in order to receive an email from the stated address.

VCard contact to turn emails into tasks MeisterTask

From either of these routes, make sure to save the address as an email contact in your email client, including the project and section name.

Saving turn emails into tasks contact in email client with MeisterTask

This will mean that when you’re emailing in the other direction, to set up a task for the respective section, the email address is already saved as a contact. As a result, the process can be completed in just a couple of clicks.

3. Include all task details within the email

Tasks created via email can include the following information. You can add any additional details to your emails before forwarding them, in order to embellish the task:

  • Your email subject will become the task title
  • Your email content will form the task description
  • Email attachments will be included as attachments in your task. For example, if your email includes an attached Microsoft Office document, this will show up in your task
  • Tasks can be tagged using #hashtagged words. Within the body of the email, include a # ahead of any word that you’d like to include as a task tag. So include #blog and the task will be assigned the blog tag within the relevant Project Board, presuming this tag is already set up in MeisterTask.

The task will only include the features mentioned in the email, so for example, if there are no hashtags within the email body, the task will include no tags.

Forwarding email to turn emails into tasks with MeisterTask

Tip: Remember to remove any ‘forwarded from’ text or email footers before sending on the email, to prevent the body of your task from becoming clogged up with unnecessary text.

4. Press send and tackle the task

Following the above steps to turn emails into tasks, your task should end up looking like so:

Turn emails into tasks with MeisterTask

The task will be unassigned, but you’ll be listed as a watcher, meaning you can assign it as you please from there. If you assign it to another team member, as a watcher you’ll remain updated with all task progress, being alerted for example when the task is completed.


So now you have all of the instructions, why not give turning emails into tasks a try?

Feel free to leave questions in the comments below and happy scheduling!