Mailbutler offers you a feature for task management: Tasks is a simple and powerful way to improve your productivity and project management skills. Use it to remember meeting dates, bills to pay, or what to do next after reading an email.

This is an Integration feature. You can sync created items with an external service.

This feature can be extended in Mailbutler for Teams. You can share created items with your team members.

You can find a collection of your Tasks in:

  • Your task management app that you have connected to Mailbutler

For general information about the Tasks feature, check out our feature page.


How to create a Task in Apple Mail

1. Open Apple Mail.

2. Go to an existing email, or start composing a new one.

You have two options on how to add a Task.

Option a)

3. a) Go to the Mailbutler sidebar and click on the Task button to add a Task. 

4. a) Write your Task. It will be saved automatically.

5. a) You can add a reminder to your Task. If you add a reminder, you will get a notification on your desktop reminding you to complete your Task.
To set a reminder for your Task, click Set Reminder and choose a time interval from the presets. Your reminder will be saved automatically. 

6. a) Or click Set Reminder and choose a date and time from the calendar and clock menu. Click Set to save the reminder.

7. a) The reminder for your Task is now set.

8.1. a) You can set default automations for your Tasks under Automations in your Mailbutler Preferences. The automations let you decide what you would like to happen to your Task when your recipient has replied to you. The automations you have set there will be applied to all your Tasks by default. 

8.2. a) To manage your automations, go to your Mailbutler sidebar, click on the Account Settings () button in the bottom right corner and then on Account & Preferences.


8.3. a) In the new window that opens, go to the Automations tab and select your preferred automation.

9. a) If you want to, you can set an automation different from your default one for the particular Task you have added. To set a customised automation for your Task, click on the automations button (flash icon) and choose what you would like to happen to your Task when your recipient has replied to you.


10. a) Your automation will be saved automatically.

11. a) Your task is now set.


12. a) To edit your Task, click anywhere inside your Task to open the edit mode and make changes to your Task.

13. a) To delete your Task, hover over it to display the bin icon and click it.

Option b)

You have the option to add a QuickTask to your email. The QuickTask is a pre-filled Task that can be added with just two clicks. Here is how you add a QuickTask.

3. b) Go to the Mailbutler sidebar and click on the QuickTask dropdown button.

4. b) Choose a Quick Task. You can choose between your Most recent task or your Most used task. Or you can add a Follow-up task to get reminded to follow up on your email if your recipient doesn't reply. You can also set an empty New task from the dropdown menu.


5. b) Your QuickTask has now been set.
6. b) You can change the reminder or the automation for your QuickTask by clicking anywhere inside the Task and then clicking on the set reminder or the set automation.


7. b) To delete a Task, hover over it to display the bin icon and click it.

How to create a Task in Gmail

1. Open Gmail.

2. Go to an existing email.

You have two options on how to add a Task.

Option a)

3. a) Go to the Mailbutler sidebar and click on the Task button to add a Task. 

4. a) Write your Task. It will be saved automatically.

5. a) You can add a reminder to your Task. If you add a reminder, you will get a notification on your desktop reminding you to complete your Task.
To set a reminder for your Task, click Set Reminder and choose a time interval from the presets. Your reminder will be saved automatically. 

6. a) Or click Set Reminder and choose a date and time from the calendar and clock menu. Click Set to save the reminder.

7. a) The reminder for your Task is now set.

8.1. a) You can set default automations for your Tasks under Automations in your Mailbutler Preferences. The automations let you decide what you would like to happen to your Task when your recipient has replied to you. The automations you have set there will be applied to all your Tasks by default.

8.2. a) To manage your automations, go to your Mailbutler sidebar, click on the Account Settings () button in the bottom right corner and then on Account & Preferences.


8.3. a) In the new window that opens, go to the Automations tab and select your preferred automation.

9. a) If you want to, you can set an automation different from your default one for the particular Task you have added. To set a customised automation for your Task, click on the Automation button and choose what you would like to happen to your Task when your recipient has replied to you.


10. a) Your automation will be saved automatically.

11. a) Your task is now set.


12. a) To edit your Task, click anywhere inside your Task to open the edit mode and make changes to your Task.

13. a) To delete a Task, hover over it to display the bin icon and click it.

14. a) To add a Task when composing a new email, click on the Task icon at the bottom of the compose view. Then, write your Task. It will be saved automatically.

Option b)

You have the option to add a QuickTask to your email. The QuickTask is a pre-filled Task that can be added with just two clicks. Here is how you add a QuickTask.

3. b) Go to the Mailbutler sidebar and click on the QuickTask dropdown button.

4. b) Choose a Quick Task. You can choose between your Most recent task or your Most used task. Or you can add a Follow-up task to get reminded to follow up on your email if your recipient doesn't reply. You can also set an empty New task from the dropdown menu.


5. b) Your QuickTask has now been set.
6. b) You can change the reminder or the automation for your QuickTask, by clicking anywhere inside the Task and then clicking on the set reminder or the set automation.


7. b) To delete a Task, hover over it to display the bin icon and click it.


How to create a Task in Outlook

1. Open Outlook.

2. Go to an existing email, or start composing a new one.

You have two options on how to add a Task.

Option a)

3. a) Go to the Mailbutler sidebar and click on the Task button to add a Task. 

4. a) Write your Task. It will be saved automatically.

5. a) You can add a reminder to your Task. If you add a reminder, you will get a notification on your desktop reminding you to complete your Task.
To set a reminder for your Task, click Set Reminder and choose a time interval from the presets. Your reminder will be saved automatically. 

6. a) Or click Set Reminder and choose a date and time from the calendar and clock menu. Click Set to save the reminder.

7. a) The reminder for your Task is now set.

8.1. a) You can set default automations for your Tasks under Automations in your Mailbutler Preferences. The automations let you decide what you would like to happen to your Task when your recipient has replied to you. The automations you have set there will be applied to all your Tasks by default.

8.2. a) To manage your automations, go to your Mailbutler sidebar, click on the Account Settings () button in the bottom right corner and then on Account & Preferences.



8.3. a) In the new window that opens, go to the Automations tab and select your preferred automation.

9. a) If you want to, you can set an automation different from your default one for the particular Task you have added. To set a customised automation for your Task, click on the automations button (flash icon) and choose what you would like to happen to your Task when your recipient has replied to you.


10. a) Your automation will be saved automatically.

11. a) Your task is now set.


12. a) To edit your Task, click anywhere inside your Task to open the edit mode and make changes to your Task.

13. a) To delete a Task, hover over it to display the bin icon and click it.

Option b)

You have the option to add a QuickTask to your email. The QuickTask is a pre-filled Task that can be added with just two clicks. Here is how you add a QuickTask.

3. b) Go to the Mailbutler sidebar and click on the QuickTask dropdown button.

4. b) Choose a Quick Task. You can choose between your Most recent task or your Most used task. Or you can add a Follow-up task to get reminded to follow up on your email if your recipient doesn't reply. You can also set an empty New task from the dropdown menu.

5. b) Your QuickTask has now been set.
6. b) You can change the reminder or the automation for your QuickTask, by clicking anywhere inside the Task and then clicking on the set reminder or the set automation.


7. b) To delete a Task, hover over it to display the bin icon and click it.

How to manage your Tasks in the Dashboard


You can find an overview of all your Tasks in your Mailbutler Dashboard and manage your Tasks from there.

1. Go to the Mailbutler sidebar in your email client and click on the Dashboard button.

2. Click on the Task icon to view a list of all your Tasks.

3. To mark a Task as completed, tick the checkbox:

4. To see more details about a Task and to open the Task in your email client, click the envelope icon:

 

5. To delete a task, hover over the Task to display the bin icon and click it:


Learn how to filter your Tasks in this article

How to receive notifications for Tasks

1. Open your email client and in the Mailbutler sidebar click on the Account Settings () button, then Account & Preferences.

a) Apple Mail

b) Gmail

 

2. A new window will open. Select Notifications under Preferences in the sidebar on the left.

3. Tick the box next to "Task reminder due" to receive notifications on your desktop when your Tasks are due.

How to enable Mailbutler notifications in Apple Mail and Gmail

Mailbutler notifies you when it’s time to complete your Task. Make sure you have granted Mailbutler permission to send you notifications:


How to sync Tasks with external services

Mailbutler allows you to sync your Tasks across other productivity platforms, such as Todoist or Asana.

Depending on your settings, you will get a notification from your task management app when it’s time to take care of your Tasks.

 

How to share Tasks with your team

Tasks created with Mailbutler can be shared with members of your team.

 Learn more about Shared Tasks

For general information about the Tasks feature, check out our feature page.