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3 min read

Get it done: 6 ways to automate to do list apps

By Alison Groves · January 11, 2023
An icon representing tasks in a list in a white square on a light orange background.

For many of us, to-do lists are how we get things done. In theory, they should be pretty straightforward, but that's often not the case. Tasks come from all sorts of sources, such as email, chat messages, and notes, and it's easy to end up feeling like everything is top priority. You might also be responsible for assigning tasks to other team members, a to-do that can easily get buried at the bottom of your list.

Before you know it, your to-do list is more like to-do confetti—spread out all over the place, and items are still around, months later.

You don't need to spend a lot of time wrangling your to-dos. With Zaps—our word for our automated workflows—you can send information from one app to another automatically, so you don't have to manage tasks in multiple apps.

Zapier is the leader in workflow automation—integrating with thousands of apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.

Table of contents

  • Turn emails into to-dos

  • Create to-do items from your note-taking app

  • Save Slack messages to your to do list app

  • Create to-dos from your calendar

  • Schedule recurring tasks

  • Create to-do items from form submissions

You'll need a Zapier account to use the workflows in this piece. If you don't have an account yet, it's free to get started. Learn more about how it works.

Add emails to your to do list

An email comes in from your boss—she needs those monthly growth reports from you by the end of the week. You've got three options:

  1. Stop what you're doing, gather the reports now, and send them her way

  2. Move on, let the email sit in your inbox, and potentially forget to do it

  3. Open up your to-do app, type out the details of the task, and keep it on your radar

No. 3 is more logical. But it can still take you away from your more pressing—or more important—work.

You can use a Zap to add emails to your to do list app automatically based on specific criteria. You can stay focused on your work while your to-do list is always up-to-date.

You might also be the keeper of an inbox, but not the person who's ultimately responsible for following up in certain scenarios. Using automation, you can easily assign tasks to other members of your team without adding extra work to your plate.

Add new starred emails to Todoist as tasks [Business Gmail Accounts Only]

Add new starred emails to Todoist as tasks [Business Gmail Accounts Only]
  • Gmail logo
  • Todoist logo
Gmail + Todoist

Create tasks in Microsoft To-Do from new Microsoft Outlook emails

Create tasks in Microsoft To-Do from new Microsoft Outlook emails
  • Microsoft Outlook logo
  • Microsoft To Do logo
Microsoft Outlook + Microsoft To Do

Create Microsoft To-Do tasks from new labeled emails in Gmail [Business Gmail Accounts Only]

Create Microsoft To-Do tasks from new labeled emails in Gmail [Business Gmail Accounts Only]
  • Gmail logo
  • Microsoft To Do logo
Gmail + Microsoft To Do

Create tasks in Google Tasks from new emails in Gmail

Create tasks in Google Tasks from new emails in Gmail
  • Gmail logo
  • Google Tasks logo
Gmail + Google Tasks

Add labeled Gmail emails to Notion

Add labeled Gmail emails to Notion
  • Gmail logo
  • Notion logo
Gmail + Notion

Create to-do items from your note-taking app

We take notes all the time, from meeting minutes to ideas. But keeping those organized or making them actionable requires copying and pasting, which can be inefficient. With one of our automatic workflows, you can turn new notes in apps like Evernote or OneNote into tasks. Assign tasks to yourself or other team members to make meeting or brainstorming follow-up streamlined.

Add new OneNote notes to Todoist as tasks

Add new OneNote notes to Todoist as tasks
  • OneNote logo
  • Todoist logo
OneNote + Todoist

Add new Evernote notes to Google Tasks

Add new Evernote notes to Google Tasks
  • Evernote logo
  • Google Tasks logo
Evernote + Google Tasks

Add new notes in OneNote sections to Notion databases

Add new notes in OneNote sections to Notion databases
  • OneNote logo
  • Notion logo
OneNote + Notion

Create Microsoft To-Do tasks for new tagged notes in Evernote

Create Microsoft To-Do tasks for new tagged notes in Evernote
  • Evernote logo
  • Microsoft To Do logo
Evernote + Microsoft To Do

Save Slack messages to your to do list app

If you're like most companies, you probably use team chat apps for everyday communication with your coworkers. Naturally, tasks come from those conversations.

It's easy to lose important messages in chat apps. Use a Zap to send saved Slack messages—or messages with specific emoji reactions—to your to-do app.

Add new saved Slack messages to Todoist as tasks

Add new saved Slack messages to Todoist as tasks
  • Slack logo
  • Todoist logo
Slack + Todoist

Create Google Tasks items from new saved Slack messages

Create Google Tasks items from new saved Slack messages
  • Slack logo
  • Google Tasks logo
Slack + Google Tasks

Create TickTick tasks from new saved Slack messages

Create TickTick tasks from new saved Slack messages
  • TickTick logo
TickTick

Save new Slack channel messages to databases in Notion

Save new Slack channel messages to databases in Notion
  • Slack logo
  • Notion logo
Slack + Notion

Create to-dos from your calendar

Meetings often come with regular tasks, like creating an agenda, completing follow-up items, or preparing ongoing reports. Make sure you and your meeting attendees never miss meeting prep and follow-up again with automation.

With these Zaps, you can automatically add new tasks to your to list app for appointments on your calendar.

Add new Google Calendar events to Todoist as tasks

Add new Google Calendar events to Todoist as tasks
  • Google Calendar logo
  • Todoist logo
Google Calendar + Todoist

Add new Microsoft Outlook events to Todoist as tasks

Add new Microsoft Outlook events to Todoist as tasks
  • Microsoft Outlook logo
  • Todoist logo
Microsoft Outlook + Todoist

Create tasks on Any.do for new Google Calendar events

Create tasks on Any.do for new Google Calendar events
  • Google Calendar logo
  • Any.do Personal logo
Google Calendar + Any.do Personal

Schedule recurring tasks

We all have those tasks that we need to get done on a daily, weekly, or monthly basis. In-app notifications and reminders are useful, but some don't let you set recurring tasks. Our built-in scheduling tool can help you add that feature to your favorite task management app.

Create Todoist tasks daily at a scheduled time

Create Todoist tasks daily at a scheduled time
  • Schedule by Zapier logo
  • Todoist logo
Schedule by Zapier + Todoist

Add items to Notion databases weekly

Add items to Notion databases weekly
  • Schedule by Zapier logo
  • Notion logo
Schedule by Zapier + Notion

Schedule new tasks in MeisterTask weekly

Schedule new tasks in MeisterTask weekly
  • Schedule by Zapier logo
  • MeisterTask logo
Schedule by Zapier + MeisterTask

Create a To-Do in Things on a recurring schedule

Create a To-Do in Things on a recurring schedule
  • Schedule by Zapier logo
  • Things logo
Schedule by Zapier + Things

Create to-do items from form submissions

There may be times when you or someone else on your team needs to take action on form submissions. For example, you may be the point person for following up on customer feedback or new leads. Or you may need to send certain form responses to your support team for follow-up.

With one of our Zaps, you can add specific information from new form submissions into your task manager, so you always remember to follow up.

Create a task in Any.do from new submissions in Gravity Forms

Create a task in Any.do from new submissions in Gravity Forms
  • Gravity Forms logo
  • Any.do Personal logo
Gravity Forms + Any.do Personal

Create Todoist tasks from new Google Forms responses

Create Todoist tasks from new Google Forms responses
  • Google Forms logo
  • Todoist logo
Google Forms + Todoist

Create Google Tasks for new Google Form responses

Create Google Tasks for new Google Form responses
  • Google Forms logo
  • Google Tasks logo
Google Forms + Google Tasks

Add new Typeform entries to Todoist as projects

Add new Typeform entries to Todoist as projects
  • Typeform logo
  • Todoist logo
Typeform + Todoist

This article was originally published in August 2015 and was most recently updated in January 2023.

Related reading:

  • How to automatically add incomplete Todoist tasks to Google Calendar

  • How to share Google Tasks

  • Automate Microsoft To Do

  • When to automate a task

  • Popular ways to automate Any.do with Zapier

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'