How to forward Outlook emails to Asana

Forward Emails from Outlook to Hipporello to Create Asana Task

By forwarding emails from your Outlook inbox to Hipporello, each incoming message is automatically converted into an Asana task inside your selected project.

This setup is especially useful for teams managing requests through shared inboxes such as support@, help@, or sales@. Instead of handling conversations across separate inboxes, every request becomes a trackable task that your team can manage collaboratively in Asana.

Once a task is created, your team can:

• Assign the task to a team member

• Reply to the requester directly

• Track progress until the request is resolved

Since every forwarded email becomes a task, you can ensure that no request is overlooked.

How It Works

After completing the setup, the process runs automatically in the background:

• Hipporello provides a unique inbound email address

• Outlook forwards incoming emails to that address

• Each forwarded email becomes an Asana task

• Your team manages and responds to requests from within Asana

This allows you to continue using email as your entry point while managing all requests inside your Asana workflow.

Step 1 — Copy Your Hipporello Email Address

Before setting up forwarding in Outlook, you need your Hipporello email address.

1. Go to admin.hipporello.com

2. Navigate to the Emails section

3. Click Connect Email Inbox or open your existing email configuration

4. Copy the Hipporello email address

This is the address Outlook will use to forward emails and create tasks.

Step 2 — Enable Email Forwarding in Outlook

Next, configure Outlook to forward emails to Hipporello.

1. Open Outlook (web or Office 365)

2. Click the Settings (⚙️) icon

3. Select View all Outlook settings

4. Navigate to Mail → Forwarding

5. Enable Forwarding

6. Paste your Hipporello email address

7. (Optional) Enable Keep a copy of forwarded messages

8. Click Save

This step enables automatic forwarding from your inbox.

Step 3 — Create a Rule to Forward Specific Emails

To avoid forwarding all emails, you can create a rule that forwards only relevant messages.

1. Go to Mail → Rules in Outlook settings

2. Click Add new rule

3. Enter a rule name (e.g. Forward support emails)

Add conditions such as:

• Emails sent to support@yourcompany.com

• Emails containing specific keywords

Under Actions:

• Select Forward to

• Enter your Hipporello email address

Click Save

With rules, you can control exactly which emails are turned into Asana tasks.

Step 4 — Tasks Are Created Automatically

Once everything is configured, the process runs automatically.

When an email matches your rule:

• A new Asana task is created

• The email subject becomes the task title

• The email content becomes the task description

• Attachments are added to the task

Your team can immediately:

• Assign the task

• Add internal comments

• Respond to the requester

All communication remains organized within the task, providing full visibility for your team.

Example Workflow

Here is how the process works in practice:

• A customer sends an email to support@company.com

• Outlook forwards the email to Hipporello

• Hipporello creates a task in Asana

• A team member reviews and assigns the task

• They respond directly from the task

• The requester receives the reply via email

This creates a seamless flow from incoming email to structured task management.

Benefits

Using Outlook forwarding with Hipporello and Asana helps your team stay organized and responsive.

With this setup, you can:

• Ensure no incoming requests are missed

• Convert emails into structured Asana tasks

• Collaborate as a team on each request

• Keep all communication in one centralized workflow

Instead of managing emails individually, your team can work within a shared system that improves visibility, accountability, and overall efficiency.