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.

Note: Shared Tasks is an extended functionality of Tasks made for team users.

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

  • Your Mailbutler companion app (available only for Apple Mail 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.

Please select the software you are using for your emails.

If you want to manage Team Tasks in your Dashboard, click here. If you want to receive notifications from Mailbutler on due Tasks by default, click here. If you want to enable notifications on Mac and Chrome, click here.

Sharing Tasks in Apple Mail

1. Open Apple Mail.

2. Go to an email that already has a Task attached (skip to step 7); or create a new one (following steps 3-6).

3. Click on the Sidebar button to reveal it, and to create a new Task.

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

5. If needed, add a reminder date and time for your Task. Click on the bell icon and choose a date and time for the reminder. Click anywhere outside the field to save the reminder.

6.  If you made a mistake, remove the Task by clicking on the bin icon.

7.  Locate the sharing button on the left-hand side of the box and and pick the team you want to share the Task with.

8. You can now select the team you want to share the Task with.

9. You can manage your team or add another one by clicking on Manage Teams.

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.

  • On the left-hand side you will find the sharing icon, to pick the team you want to share the Task with.
  • In the bottom right corner of the sharing icon you can see a picture of the team member who shared the Note with the team.
  • Quickly access the corresponding email of your shared Notes with the envelope icon.
  • Make changes to the reminder date by clicking on the bell icon.
  • Delete a shared Note you created by clicking on the bin icon.

Sharing Tasks in Gmail

1. Open Gmail.

2. Go to an email that already has a Task attached (skip to step 7); or create a new one (following steps 3-6).

3. Click on the Sidebar button to reveal it, and to create a new Task.

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

5. If needed, add a reminder date and time for your Task. Click on the bell icon and choose a date and time for the reminder. Click anywhere outside the field to save the reminder.

6.  If you made a mistake, remove the Task by clicking on the bin icon.

7. Locate the sharing button on the left-hand side of the box and select the team you want to share the Task with.

8. You can manage your team or add another one by clicking on Manage Teams.

Sharing Tasks in Outlook

1. Open Outlook.

2. Go to an email that already has a Task attached (skip to step 7); or create a new one (following steps 3-6).

3. Click on the Sidebar button to reveal it, and to create a new Task.

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

5. If needed, add a reminder date and time for your Task. Click on the bell icon and choose a date and time for the reminder. Click anywhere outside the field to save the reminder.

6.  If you made a mistake, remove the Task by clicking on the bin icon.

7. Locate the sharing button on the left-hand side of the box and select the team you want to share the Task with.


8. You can manage your team or add another one by clicking on Manage Teams.

Sharing Tasks on Mobile

1. Open Mailbutler’s mobile app.

2. Find an email that already has a Task attached to it.

3. Click on the Tasks icon. You will then see all the Notes and Tasks attached to this Email.

4. Find the Task you want to share

5. Click on Manage Teams and choose a team you want to share that Task with.

Option 2: Look for a specific Task in the Tasks tab.

2. Find a Task you want to share.

3. Click on Manage Teams and choose a team you want to share that Task with.

Manage Team Tasks in the Mobile App

In the Mobile App, a list of all your Tasks is provided, which you can easily manage. Filter the list of Tasks you want to see by clicking on the filter button on the top right.

  • Choose a team you want to share a specific Task with by clicking on the Teams icon.
  • By clicking on the envelope icon, you will see more information and you can also add a Follow-Up Reminder or another Note / Task.
  • If you want to delete or create a reminder for the Task then all you need to do is swipe the Task to the left.

 

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. Search for Tasks, sort your Notes or filter your Tasks.

  • To open the email a Task pertains to click on the envelope icon.

  • To change the reminder date and time, click on the bell icon.

  • To delete a note you have created, click on the bin icon.

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 on Mac and Chrome

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 Mailbutler for Teams and other collaboration features available.