Email to Nozbe - final link to GTD Email Integration

New important update (31 Mar ’09): The most up-to-date artcile about Email to Nozbe is available here

Important update: Due to some problems with certain email services we’ve introduced a new default email domain address (and updated this article):


nozbe.us for sending emails to Nozbe. The old domain of box.nozbe.com still works though.


- Michael Sliwinski (04.01.2008)

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Nozbe – your favorite Getting Things Done web application just got a feature almost everyone has been waiting for:


Email to Nozbe


Now you can send tasks, actions, next actions and notes to Nozbe and they will appear in your Nozbe account in your projects and contexts. You don’t have to log in or anything, just send yourself an email!



How Emailing to Nozbe works


Step 1 – set up your Nickname/PIN for your Nozbe account.


As you very well know, you can log in to your Nozbe Account using your email address and a password or… you can alternatively set up your Nickname/PIN combination – which is especially useful for iNozbe or Nozbe.mobi as your Nickname can be way shorter and easier to insert than the usual email address.


Now, your new, unique Nozbe email address would be:



So let’s say your Nickname is Steve and your PIN is 1234 (although I do advise to use more sophisticated PIN numbers) your email would be:



Isn’t that simple?


Important: don’t give away your personal Nozbe email address as people might use it to access your Nozbe account! If you feel your Nozbe email address has been published somewhere or become known to any third party, just log in to your Nozbe account and change your Nickname/PIN combination and you’re good to go!


Step 2 – emailing actions/tasks to your Nozbe account


Remember my last post about adding tasks by writing parameters together with the task name or remember my post about emailing tasks from Nozbe? Well if you have a look at them again, you’ll see that you can add tasks to Nozbe using nice, easy-to-remember parameters and now with email support, you can write an email like this:




Important: the subject line should be “tasks“ or “task“ (upper/lower case doesn’t matter) or otherwise this won’t work. Each task should be written in its own line and should start with an asterisk and space like ‘* the task name’. Just as you can see it on the screenshot.



Once you’ve sent the email, your tasks will be automatically added to the first project in your Nozbe account – as the first project is usually the “Inbox” project.


If you don’t specify a project or a context – Nozbe will automatically choose the first project or context in your Nozbe account.



The parameters you can use for each tasks are very simple: D for Date, T for Time, @ for context, P for project and N for Next Action. To learn more about these parameters, please read this blog post >>



Step 3 – emailing notes to your Nozbe account


This feature is just great – you can send notes via email and they will appear in your Nozbe account – it’s a great solution to send yourself notes, ideas and also to set up automatic emails to your Nozbe account with some data/reports/etc.


Just write an email to your Nozbe email address. That’s it.


 


The email’s subject will be your note’s title and your email body will be your note’s body.


Can you imagine the possibilities? No more logging to your Nozbe account to add a note or task, just send an email and you’re done!


But it’s getting even better, because you can also…


Send Notes/Actions to a specific project!


You’ll love it – sending your tasks/actions/notes to specific projects can’t be easier than this – just add your project’s name to your email address:




Important: If your project’s name contains ‘ (apostrophes), . (dots) or spaces, you’ll need to replace them with the _ (underscore). Nickname, PIN and the name of your project must be separated with dots. The upper/lower case of the project name doesn’t matter.



Let’s have a look at some examples:


Project: “Wedding”



Project: “My wife’s bday”



It’s really easy – you don’t have to remember complicated email addresses, strange letter/digit combinations, just your project name, your Nickname and PIN. Of course, you can send one email to one project at a time.


Emailing stuff to your Nozbe account without logging it can be a huge time-saver and will keep you even more productive so I suggest you just try it out for yourself and let me know in the comments.


Click here to read more tips and tricks with sending emails to Nozbe >>


 
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Posted on Monday, November 5, 2007

Susanna
Jul 26, 2010 22:41

Ok – I’d like to finalize my notes with this: I found the answer at http://www.officeandbusiness.be/2010/05/08/using-email-and-nozbe-one-page-to-rule-it-all/ “Adding a note to an action” – the note is actually a “comment” attached to my action.

Susanna
Jul 25, 2010 14:34

I have mastered sending notes to Nozbe, and sending them directly to a project. I am not able to create a task at the same time with the recommended “* task” at the bottom of the note.

Susanna
Jul 25, 2010 05:14

Hi – forwarding would be very helpful to me. I tried the following:

Delfina 22 Nov 09 00:29

Hi Florian,

I do that daily with my work for Nozbe. All you have to do is send the email via forward to your Nozbe project and at the end (or the place you wish to end the message as a note) write “* task1(here name of the taks)” and send. You will see that the email arrives and turns to task where the name you have put after asterix becomes the name of the action and the rest of the message above it becomes the note.
I hope this will help you.

But did not get the email text.

Mark Levitt
Jul 10, 2010 07:16

I share Gary’s request! Often messages simply trigger multiple actions.

Gary Coryer
Apr 22, 2010 04:00

I can spell, really I can! inserting, not intersting. Its late after a long work day!
Gary

Gary Coryer
Apr 22, 2010 03:59

Michael, I have a request for an enhancement, I’d like to be able to break a note into multiple nozbe notes and tasks, something like:

original text

  • task1

  • more original text
  • task2

  • yet another thing someone asked me to do
  • task3

I want to be able to break up an email containing multiple work requests into the individual actions by intersting the task marker and title after each note section associated with the task.
Thanks for considering this.
Gary

Delfina
Nov 22, 2009 07:29

Hi Florian,

I do that daily with my work for Nozbe. All you have to do is send the email via forward to your Nozbe project and at the end (or the place you wish to end the message as a note) write “* task1(here name of the taks)” and send. You will see that the email arrives and turns to task where the name you have put after asterix becomes the name of the action and the rest of the message above it becomes the note.
I hope this will help you.

Florian
Nov 6, 2009 12:20

It would be cool to be able to forward emails that would then automatically turn in to a task (subject) with the email text in the (notes).
Furthermore it would be very handy, if attachments would be turned into files!!!
it is possible in the gettingthingsdoneapp.com :-) but the rest of that programm isnt as good…

Michael
Sep 10, 2009 14:56

PIN is for email only – you cannot log in to the account using PIN – you can only log in using Nickname or Email AND password – so you need a password to actually log in and it’s not being sent anywhere in email. Thanks!

Alex MacAulay
Sep 8, 2009 16:11

This is sending your PIN in clear text in every email – is there a limitation what can be done by a malicious person who picks this information up and logs into your account with it?

Michael
Apr 1, 2009 10:16

I’ve updated the article, the new Email to Nozbe Guide is available here

Humphrey Drummond
Jan 7, 2009 12:13

Don’t forget to put the inbox at the top of your project list and remember the bit about subject tasks

Florence
Dec 5, 2008 19:03

Ditto! Sent several test notes. None have posted. The tasks posts beautifully, however.

Matthew Flebbe
Nov 25, 2008 16:18

I am having the same issue as Mike. When I send an email, I get the subject, but no body.

Mike Stanger
Nov 10, 2008 20:12

When I send a note to a project, the title appears, but not the text.

Ilya Bass
Oct 4, 2008 18:43

Contexts don’t seem to work with email or Jott. Anything I email or Jott ends up being added without any context (even if I specify @ Home in email)