Tasks

Zoho Mail Tasks help you to stay on top of your To Do lists. It allows you to create and track both individual tasks and group tasks. 

 Individual Tasks

Individual Tasks are tasks which you need to do individually. You can create and track individual tasks under My Tasks. When you create Tasks, you can set up due dates, reminders and priority for the tasks.

 

You can mark a Task as Complete or Reopen a completed task from the list view directly by clicking the Change Task Status icon. You can also add subtasks to any Task from the list view. 

 

 Group Tasks:

When you create Tasks under Groups, it will be accessible by all the members of the Group. You can also assign the task to any member of the group.

You can create multiple Tasks under a Project, and create multiple subtasks under each main Task. You can select a Project when you create a Task or create a new Project directly from the Add Task view. Projects are available only for Group Tasks. 

Group Tasks are available only for Stream enabled Groups. All the tasks created under Groups can also be viewed in Streams. The other members of the group can add comments or like the tasks listed. 

When you create Group Tasks, you can group the Tasks under Projects. This makes it easier to track complete set of related tasks. This provides a visibility for the entire Group about the project tasks, pending items, progress and the ultimate goal. This also ensures that the interests of the entire team are focussed in a single direction, with clear targets and enahnced task visibility across the members of the group. 

Recurring Tasks 

Certain tasks are not one-time tasks, but keep repeating at a certain frequency. These tasks are called Recurring Tasks. You can create Recurring Tasks in Zoho Mail for tasks like Report Generation, Bill Payment, Timesheet submission and so on. Click on the 'Recurring' icon to set the repeat pattern for the task.

You can choose between the Daily, Weekly, Monthly and Yearly recurrence, with additional sub-options to choose the repeat pattern/ time and so on.

 Subtasks

A huge task can often be split into multiple subtasks. Group Tasks often involve the contribution of various members of the team, with each one taking care of a different subtask. 

  

Zoho Projects Integration

In case you use Zoho Projects to manage your Projects, the Tasks in Zoho Mail, allow you to view all your tasks in one common place and your Projects. This integration enables you to view the Project portals that you're a part of and the tasks under the respective portals. You can view this right from your Inbox, from the Tasks App. 

You can also create, update or delete the Tasks from the Zoho Projects from your Mailbox itself. 

View/ Access Zoho Projects Tasks from Tasks:

  1. Log in to www.zoho.com/mail
  2. Click the Tasks icon in the left apps bar
  3. In the Tasks App, locate the Zoho Projects section under the Tags.
  4. The Project Portals, where you are a part of the Project will be listed there. 
  5. Select any Portal to view the Tasks associated under the Portal. 
  6. You can further filter the tasks based on individual Projects, from the Views option. 
  7. Click the Views option, to select the required Project 
  8. The tasks under that project get listed on the screen
  9. Select a particular task to view the details of the Task in the Preview. 
  10. If you make any changes to the Task or the Task Status, the changes will be updated in the Zoho Projects directly. 

Add Tasks to Zoho Projects:

You can also directly create a Task, under any project already created in the Zoho Projects. 

  1. Log in to www.zoho.com/mail
  2. Click the Tasks icon in the left apps bar
  3. In the Tasks App, locate the Zoho Projects section under the Tags.
  4. The Project Portals, where you are a part of the Project will be listed there. 
  5. Select any Portal to view the Tasks associated under the Portal. 
  6. You can further filter the tasks based on individual Projects, from the Views option. 
  7. Click the Views option, to select the required Project 
  8. Click 'Create' button on the top of the left menu bar
  9. Provide a Task title and choose the Task list from the options listed
  10. Provide the respective details for the  Task to be added. 
  11. Click 'Save' to create the Task under the selected Project. 

Depending on the user preferences set for that portal, you may or may not be able to edit/set the preferences for the respective tasks.

Note:

  • The tasks under Zoho Projects are exclusive only to this menu, and will not be listed under any of the other views.
  • If you are not a part of any Project portal, the Zoho Projects menu will not appear in the left menu pane.

Tasks Cheatsheet

Zoho Tasks offers a few pre-defined hacks to make your task management simpler. You can send an email to yourself in the specified format to add and manage Tasks in your mailbox. 

The subject of your email will be added as the 'Task Title' and the email content gets added as the 'Task Description'. Only the first 50 characters of the task get added as the description of the task.

Email ToExampleTask Creation Details
<username>+task@domainname.comrebecca+task@zylker.comCreates a simple task for yourself
<username>+task+1Sep2016@domainname.comrebecca+task+1Sep2016@zylker.comCreates a task with due date as 1 Sep 2016
<username>+task+1Sep@domainname.comrebecca+task+1Sep@zylker.comCreates a task with due date as 1 Sep 2016 if it's not elapsed otherwise, sets the due date to 1 Sep 2017

<group-id>+task@domainname.com

cc: member@domainname.com

marketing+task@zylker.com

cc: paula@zylker.com

Creates a group task and assigns it to the member added in cc

<group-id>+task+1Sep2016@domainname.com

cc: member @domainname.com

marketing+task+1Sep2016@zylker.com

cc: paula@zylker.com

Creates a group task with the due date as 1 Sep 2016 and assigns it to the member added in cc

In case you're a personal account user, enter 'zoho' in place of the domain name.

The task hacks that you email to yourself get assigned to you, while those that are emailed to the group email id get added as group tasks. You can open the Tasks app from within the Zoho Mailbox and edit the tasks as and when necessary.