Using Tasks

Using Tasks in Zoho Mail

The Zoho Tasks application, built within your mailbox is an efficient way to keep track of your Tasks and to manage them. The Tasks in this application can be used on both a personal level and as a group. 

Adding Tasks

Add New Task

  1. Login to
  2. Navigate to the Zoho Tasks application. 
  3. Click the New Task button.
  4. The Add Task window pops up.
  5. Enter the required task details and click Save.

Alternatively, you can also add a Task from the inbox window. Click the drop-down next to New Mail icon, select New Note from the listing and enter the details. 

Add Task using Smart Create Menu

  1. Login to
  2. Select the portion of text that you want to add as a task.
  3. The Smart Create menu pops up.
  4. Click the Create Task icon.
  5. The selected portion gets added as the task description.
  6. Provide a suitable task title and add the other customizations as required
  7. Click Save.

Add Task from Mail View pane

  1. Login to
  2. While viewing any email, click the More Actions icon in the top right corner of the window.
  3. From the drop down, select, Add To, then choose Tasks.
  4. The subject of the email gets added as the Task title and the content gets added as the description.
  5. Enter the other required details and click Save.

Add Task from Mail Listing pane

  1. Login to
  2. Right click any email that you would like to add as a task.
  3. Select Create Task from, from the listing.
  4. The Subject of the email gets added as the Task. 
  5. The content of the email gets added as the description.
  6. Enter the other details if any, and click Save.

You can view the email from which the Note was created using the Open Linked email option in the Tasks app.

While creating group tasks from emails, you can also share the linked conversation with the group. The task can be viewed in the group's Streams page and you can also view the linked email if the email has been shared.

Create New Project

Projects are subcategories that can be created under each group's Tasks so that a specific task can be allotted as part of a project. 

To create a new Project under a group that you're a part of, follow the steps below:

  1. Login to
  2. Navigate to the Tasks application from the left menu pane.
  3. The groups that you're a part of are listed. 
  4. Right-click the group to which you want to add a project.
  5. Select Create Project from the listing.
  6. Enter a relevant name for the Project and hit enter.
  7. The Project gets created under the respective group.

The projects added to a group can be viewed by expanding the triangle to the left of the group name. To allocate a task to a specific project, select the Project Name in the Add Task window. 

Collaboration in Tasks

Zoho Mail lets you discuss a particular task by commenting on it, get opinions from members of the group and proceed further.

You can also tag members who are not part of the group or invite members to facilitate communication between members across groups. 

Steps to Add Invitees:

  1. Click the icon to View/ Add Invitees
  2. The Invitees window appears on the screen.
  3. Type in the name of an organization member, and select the appropriate choice from the listing.
  4. The entered organization member is added to the list of invitees.

The Tasks added under a particular group directly get synced with the relevant Streams group if Streams is enabled for that group. The progress of the Task can also be discussed here. You can click on the display name in the comments on any Group task to view the contact card. You can choose the view the task created by that member and assigned to that member by selecting the View Tasks by this member and View tasks assigned to this member options respectively.

​​Task Views

Zoho Tasks provides six different views that make it easy to view the Tasks under relevant categories and to plan them earlier.

  • Created By Me 
  • Today's Tasks
  • Delayed Tasks 
  • Upcoming Tasks 
  • This Week Tasks 
  • This Month Tasks 

Tagging Tasks

Tags facilitate better organization and easier identification at a later time. Zoho Mail lets you create and add one or more tags to each Task. Each tag can also be associated with a specific colour. 

Steps to Tag Tasks:

  1. Click the Task to which you want to add a tag.
  2. Click the Tag icon on the top right portion of the window.
  3. Select the tag that you would like to add.
  4. The selected tag gets added to the Task.
  5. In case you want to add a new Tag, type in the name that you would like to give and click 'Create'.
  6. The new tag gets created and added to the Task. 

When Tags are added to Group Tasks, these tags are exclusive only to the member who adds the Task and will not get reflected across all group members.

Task Priorities

Prioritizing tasks with respect to the urgency of the situation is vital. Zoho Tasks lets you assign a priority to each task that serves as a constant reminder as to which tasks require immediate attention. 

Steps to assign a priority:

  1. Click the New task button.
  2. After entering the task details, hover over the top right side of the 'Add task' window. 
  3. Click the Priority icon .
  4. Select High, Medium or Low priority from the listing
  5. Click Save

To change or assign a priority to an existing task, click the respective task, hover on the right side of the task preview window, click the priority icon and select an option from the listing.

Filter By

The tasks in any group can be filtered based on several parameters. Once you click the Filter By icon, the Assignee, Status, Priority, Tag and Delayed Tasks parameters will be displayed. You can choose the relevant parameters and the Tasks that fall under the specific category will be listed.

Sort Tasks

The Tasks in any view can be sorted by the due date in either ascending or the descending order.

 Click the Sort By icon on the top menu, select the Due Date option, and choose the Ascending or Descending option from the listing.

Print Tasks

You can print any preferred Task list of your Zoho Mail account from the Tasks App. Open the relevant task list and click on the Print icon. Selective tasks can be printed using the same icon. Select the tasks that need to be printed by clicking on the check box next to the tasks and click on the Print icon. 

Tasks lists filtered based on the status or priority of the tasks can also be printed specifically using this option.

Copy Tasks 

The tasks can be copied in Zoho Mail by following these steps: 

  1. Login to Zoho Mail>>Tasks, and open the task which you want to copy to your streams group.
  2. Click the  icon and select Copy Task.
  3. In the pop-up choose the group and project you want to copy the task to, from the respective sections and click ‘Save’.

You can also Move the task to other streams group by choosing 'Move Task' in the more options menu.

Note: You can choose to exclude the comments in the original task by unchecking the 'Include comments' checkbox while copying or moving a task.

Import and Export Tasks 

Import Tasks 

The tasks file that you intend to import must be of the .csv format.

To import Tasks into Zoho Tasks, follow the steps:

  1. Click the icon on the top left portion of the page
  2. Select Import from listing
  3. Browse and select the .csv file that contains all your Tasks
  4. The import will get scheduled and will be completed depending on the size of the file. 
  5. Upon completion of the import, an email notification will be sent to your inbox.
  6. You can then see that the Tasks are populated in your Tasks application.

Export Tasks

  1. Select the checkboxes across the Tasks that you want to Export
  2. Click the icon on the top-left part of the screen 
  3. Select Export
  4. The Export for the selected Tasks will now be scheduled 
  5. Upon completion of the export, an email notification will be sent to your inbox.
  6. The email will also contain a link to download the exported tasks.
  7. The file will be exported in the .csv format.


You can add Notes only for Zoho Accounts. You will not be able to associate Notes with emails in external POP accounts or in Shared Folders.

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