Using Email and Nozbe : One page to master it all

I was recently searching on the exact syntax to add Actions and/or to email them so they’ll arrive , with or without notes in the Inbox or in a Project in Nozbe.

On the Nozbe blog there were several posts that refer to each other and my purpose is to create this one page overview with everything you need to know when sending email to Nozbe. Since GTD is also about having an ubiquitous capturing tool, this is the ubiquitous Email to Nozbe page.

So, here is my overview of everything you need to know when sending emails to Nozbe.

First of all, it’s important to understand the “Nozbe language”

Syntax

The syntax for a (Next)action is simple

Example:
Write a blog post about Email and Nozbe #blog @computer @home on today %30 min !

You just have to follow this syntax :

  • #projectname : Add a # sign before the name of the project
  • @context : Add a @sign before the context. Multiple contexts can be used.
  • dates : write the date in the action like ‘On today’ , ‘ on tomorrow’, ‘next week’, ‘on June 18”. Nozbe understands these all. If you use a date, you also need to use “on” or “at” before the date. If you use next week or  next month,  you don’t need to use the prefix.

I was recently searching on the exact syntax to add Actions and/or to email them so they’ll arrive , with or without notes in the Inbox or in a Project in Nozbe.

On the Nozbe blog there were several posts that refer to each other and my purpose is to create this one page overview with everything you need to know when sending email to Nozbe. Since GTD is also about having an ubiquitous capturing tool, this is the ubiquitous Email to Nozbe page.

So, here is my overview of everything you need to know when sending emails to Nozbe.

First of all, it’s important to understand the “Nozbe language”

Syntax

The syntax for a (Next)action is simple

Example:
Write a blog post about Email and Nozbe #blog @computer @home on today %30 min !

You just have to follow this syntax :

  • #projectname : Add a # sign before the name of the project
  • @context : Add a @sign before the context. Multiple contexts can be used.
  • dates : write the date in the action like ‘On today’ , ‘ on tomorrow’, ‘next week’, ‘on June 18”. Nozbe understands these all. If you use a date, you also need to use “on” or “at” before the date. If you use next week or  next month,  you don’t need to use the prefix.

  • % stands for time needed. Just note % and the time needed (there are limitations. These values can be used :  5min, 15 min, 30 min, 45 min, 1h, 1.5h, 2h, 2.5h, 3h, 4h, 5h, 6h, 7h, 8h)
  • Repeat Actions : write down “every …” before the repeating interval. Eg. Every day, every week, every 2 weeks, every month,…
  • !: If you want this Action to be the Next Action, just add a ! (exclamation mark)  in the action. The order is not important.

So : Read Getting Things Done (GTD) by David Allen #become productive ! @home would result in adding the Next Action  Read Getting Things Done (GTD) by David Allen in project “Become Productive” in the context Home

image

The special formatting can also be applied when entering a Action with this syntax in the Web Client of when using the email to Nozbe  functionality.

When you write

You will see

*bold*

bold

_italic_

italic

-strikeout-

strikeout

“MyBlog”:http://www.officeandbusiness.be

MyBlog

* list item 1
* list item 2

  • list item 1
  • list item 2

# numbered list item 1
# numbered list item 2

  1. numbered list item 1
  2. numbered list item 2

Creating Actions and Notes from your email client to Nozbe

Now that you know the syntax, it’s easy to send emails to Nozbe with your actions.  There is one thing you need to know about your account. On your Settings page, you need to configure a Nickname and a PIN code.

image

image

 

Adding an Action to your inbox or a Project.

Just send an email to Nickname.PIN@nozbe.us. If you want the Action to be created in a certain Project, use this email address : Nickname.PIN.Project@nozbe.us. If your project contains spaces, replace them with an “_” Nickname.PIN.Project_with_spaces@nozbe.us

Adding Actions to multiple projects

Send an email, using the syntax of §1 but as a prefix you must use an asterisk with a space “* “ before each Action.

image

Adding Notes to a Project

Send an email to Nickname.PIN.Projectname@nozbe.us and the body of the email will be added as a Note. The Subject of the email will be the title.

image

You can also BCC your Nozbe account to add some reference material to your project. (if you reply to an email for example)

Adding Actions and Notes to a Project

This is really cool. Almost as cool as the Evernote integration :-)

Send an email to Nickname.PIN.Projectname@nozbe.us . The subject of the email will be the title of the note, the body of the email will include everything before the “* “ as a note and will threat the “* “ Actions independent. So, you can send this email to projectname and add Actions to Project2 if you want.

image

So everything before the first “* “ will be a note to the project as mentioned in the email address, everything after the last “* “ sentence (in this case blahblahblah) will be ignored.

With this post you’ll see how powerful the Nozbe syntax is, and how easy it is to email (Next) Actions and Notes right into your GTD tool.

–Update may 23rd 2010 :

Adding a note to an action

–> will be saved as a comment in your Action in this case:

I have discovered this feature by accident. Well actually last week when i forwarded some e-mails, I noticed that in some cases my Notes weren’t saved as notes in my Projects. When I did some trial and error I discovered this: When you want to add a note, and have just one Action, you have to be careful. When you email the note with that action, the note will be added as a comment on that action. Only when you have more actions in the email, the note will be attached to the Project

–End Update may 23rd 2010 :

Macro designers and Visual Basic for Office developers, start creating some nice scripts, macros, …. :-). And off course, everybody who is not using Microsoft Outlook, but another email client, feel free to develop you add-on for your preferred email client!

  • % stands for time needed. Just note % and the time needed (there are limitations. These values can be used :  5min, 15 min, 30 min, 45 min, 1h, 1.5h, 2h, 2.5h, 3h, 4h, 5h, 6h, 7h, 8h)
  • Repeat Actions : write down “every …” before the repeating interval. Eg. Every day, every week, every 2 weeks, every month,…
  • !: If you want this Action to be the Next Action, just add a ! (exclamation mark)  in the action. The order is not important.

So : Read Getting Things Done (GTD) by David Allen #become productive ! @home would result in adding the Next Action  Read Getting Things Done (GTD) by David Allen in project “Become Productive” in the context Home

image

The special formatting can also be applied when entering a Action with this syntax in the Web Client of when using the email to Nozbe  functionality.

When you write

You will see

*bold*

bold

_italic_

italic

-strikeout-

strikeout

“MyBlog”:http://www.officeandbusiness.be

MyBlog

* list item 1
* list item 2

  • list item 1
  • list item 2

# numbered list item 1
# numbered list item 2

  1. numbered list item 1
  2. numbered list item 2

Creating Actions and Notes from your email client to Nozbe

Now that you know the syntax, it’s easy to send emails to Nozbe with your actions.  There is one thing you need to know about your account. On your Settings page, you need to configure a Nickname and a PIN code.

image

image

Adding an Action to your inbox or a Project.

Just send an email to Nickname.PIN@nozbe.us. If you want the Action to be created in a certain Project, use this email address : Nickname.PIN.Project@nozbe.us. If your project contains spaces, replace them with an “_” Nickname.PIN.Project_with_spaces@nozbe.us

Adding Actions to multiple projects

Send an email, using the syntax of §1 but as a prefix you must use an asterisk with a space “* “ before each Action.

image

Adding Notes to a Project

Send an email to Nickname.PIN.Projectname@nozbe.us and the body of the email will be added as a Note. The Subject of the email will be the title.

image

You can also BCC your Nozbe account to add some reference material to your project. (if you reply to an email for example)

Adding Actions and Notes to a Project

This is really cool. Almost as cool as the Evernote integration :-)

Send an email to Nickname.PIN.Projectname@nozbe.us . The subject of the email will be the title of the note, the body of the email will include everything before the “* “ as a note and will threat the “* “ Actions independent. So, you can send this email to projectname and add Actions to Project2 if you want.

image

So everything before the first “* “ will be a note to the project as mentioned in the email address, everything after the last “* “ sentence (in this case blahblahblah) will be ignored.

With this post you’ll see how powerful the Nozbe syntax is, and how easy it is to email (Next) Actions and Notes right into your GTD tool.

–Update may 23rd 2010 :

Adding a note to an action

– will be saved as a comment in your Action in this case:

I have discovered this feature by accident. Well actually last week when i forwarded some e-mails, I noticed that in some cases my Notes weren’t saved as notes in my Projects. When I did some trial and error I discovered this: When you want to add a note, and have just one Action, you have to be careful. When you email the note with that action, the note will be added as a comment on that action. Only when you have more actions in the email, the note will be attached to the Project

 –End Update may 23rd 2010 :

Macro designers and Visual Basic for Office developers, start creating some nice scripts, macros, …. :-). And off course, everybody who is not using Microsoft Outlook, but another email client, feel free to develop you add-on for your preferred email client!

About Patrick Sledz

Patrick works as a consultant. He assists organizations to deliver SharePoint business value and create the awareness in these organizations that only a strong technical team is not sufficient to deliver this added value.
Tagged , , . Bookmark the permalink.
  • http://www.nozbe.com Michael

    Wow Patrick! Really cool overview of the Email-to-Nozbe feature!

    As we’ve been developing this feature over time, we never wrote a concise one-page overview of this great feature. Now we don’t have to, we can refer people to your article :-)

    Thanks again for your support!

  • Pingback: Synesthesia()

  • roland

    Patrick,

    How do i get Outlook 2007 from turning my * into bullet points? My tasks then become notes.

    thanks,
    Roland

    • http://www.officeandbusiness.be/http:// Patrick Sledz

      Roland,

      You can click on the Autocorrect Options icon that appears right after the * got converted to a bullet point. Then you can select “Undo automatic bullets” or “Stop Automatically Creating bullets” or you can also format your email as text in stead of html or Rich Text.

      Patrick

  • Dan

    I would recommend checking out http://www.Gtdagenda.com too for an online GTD manager.

    You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
    Comes with a mobile version too, and with an Android app.

  • http://www.mkelive.com Katie Felten

    awesome job Patrick… I have been using nozbe for awhile now but haven’t really integrated the email features your post has helped me to understand how to do this flawlessly thanks…

  • http://www.lugbilldesigns.com Justin Lugbill

    OK, so I am just trying to get the hang of this. I sent an e-mail to the Nozbe project and am having an issue. It adds the item as a task, but it isn’t parsing out my e-mail signature, or parsing out the length of time. Here is the line in the e-mail:

    * Follow up on Faithwords account creation for CSS @Computer next week %15 min

    What is wrong with the formatting of this statement? I would like this to go into the project to-do list (which it did). However, I would like the context to be “computer”, the length of time required, be 15 min, and the follow-up to be next week.

    Can anyone help?

    Thanks.

    • http://www.officeandbusiness.be/http:// Patrick Sledz

      Hi Justin,

      Can you try to leave the “on” out of your e-mail line.
      Like
      * Follow up Faithword account creation for CSS @computer next week %15 min
      Please also make sure that you press ENTER after the last word (in this case min)

  • Pingback: My Review of Nozbe « Pakos.me()

  • Pingback: GTD with Nozbe (via Inspiration and productivity) « Pakos.me()

  • Anil

    Great post. Would you happen to know how to email files to projects in Nozbe?

    Thx, Anil

  • Paul

    I seem to be having trouble controlling whether an email becomes a task or a note. If I send a test email from my PC it becomes a task but if I send the same email from my phone it becomes a note. In both cases the email subject is “task email subject” and the email content is “task email content” (both without quotes). Any suggestions?

  • Paul

    I should add that the task that results from my emailing from my PC has the name “task email content” and the note that results from my emailing from my phone has the name “task email subject” and the content of the note says “task email content”.

  • http://www.nova.is Gunnar

    Is it possible to create new project from an email?

  • Christine

    Great tool. Check out http://www.dooster.net we use this and it’s great.

  • http://. Daniel Powe

    Thanks for sharing superb informations. Your site is so cool. I’m impressed by the details that you have on this web site. It reveals how nicely you perceive this subject. Bookmarked this website page, will come back for extra articles. You, my friend, ROCK! I found simply the information I already searched everywhere and just could not come across. What a great web site. London City Escorts, 3, Smith square, London, SW1P 3HZ, 020 3011 1737