How to Convert Email into Task Without Losing Information: Step-by-Step Guide

Converting an email into a task without losing information is essential when managing multiple jobs or projects at once. Losing key details, deadlines, or attachments when transferring an email to a to-do list is a common issue. With Foco, you can forward emails and automatically turn them into complete tasks, keeping the original content as an attached note while effortlessly adding reminders, tags, or deadlines. This guide shows you how to do it step by step in Gmail, Outlook, and Apple Mail.

1. Set Up Your Forwarding Address in Foco

Before you start, you need your personal forwarding address in Foco. This unique address allows the app to process your emails and convert them into tasks. Here’s how to find it:

• Open Foco on mobile or desktop and go to Settings (gear icon).
• Select 'Copilot' and then 'Email Capture'.
• Copy the address that appears (e.g., yourusername@capture.foco.app). This address is private, and you can rotate it anytime from the same menu.

2. Forward an Email to Foco from Gmail

Converting an email into a task from Gmail is quick. Follow these steps to avoid losing information:

• Open the email you want to convert into a task.
• Click the three vertical dots (More options) in the top-right corner of the email.
• Select 'Forward' and enter your Foco address in the 'To' field.
• Optional: Add keywords to the subject line so Foco can automatically detect details like deadlines, priority, or tags. Examples:
• - 'Review report #urgent #clientA by 10/15' (Foco will assign urgent priority, the 'clientA' tag, and the deadline).
• - 'Call supplier #reminder:30 #projectB' (Foco will add a 30-minute reminder and the 'projectB' tag).
• Send the email. Foco will process the content and create the task with the original email attached as a note.

3. Forward an Email to Foco from Outlook

In Outlook, the process to convert an email into a task is similar. Here’s how to avoid losing information:

• Open the email you want to convert.
• Click the three horizontal dots (More actions) in the top bar of the email.
• Select 'Forward' and enter your Foco address in the 'To' field.
• Optional: Edit the subject line to include details Foco can interpret. Examples:
• - 'Submit proposal #important #projectX by tomorrow' (Foco will assign important priority, the 'projectX' tag, and the deadline for the next day).
• - 'Team meeting #reminder:60 #workC' (Foco will add a 60-minute reminder and the 'workC' tag).
• Send the email. Foco will create the task with the original email attached as a note.

4. Forward an Email to Foco from Apple Mail

In Apple Mail, converting an email into a task without losing information is just as easy:

• Open the email you want to turn into a task.
• Click the forward icon (right arrow) in the top bar.
• Enter your Foco address in the 'To' field.
• Optional: Modify the subject line to include keywords Foco can detect. Examples:
• - 'Pay invoice #urgent #finance by 10/20' (Foco will assign urgent priority, the 'finance' tag, and the deadline).
• - 'Send feedback #reminder:15 #clientD' (Foco will add a 15-minute reminder and the 'clientD' tag).
• Send the email. Foco will process the content and create the task with the original email attached as a note.

5. Review and Edit the Task in Foco

Once Foco processes the email, you’ll receive a notification, and the task will appear in the work you’ve set as the destination (or the one Foco’s AI chooses based on the content). Here’s how to review and adjust it:

• Open the task in Foco. You’ll see the original email attached as a note, along with any details Foco automatically extracted (deadline, priority, reminder, or tags).
• If anything wasn’t detected correctly, edit the task manually:
• - Adjust the deadline, priority, or reminder from the corresponding fields.
• - Add or modify tags to classify the task under the right work.
• - Assign the task to a collaborator if needed (available in Foco or Plus plans).
• Save the changes. The task will be ready in your dashboard, with the color of its work and all details intact.

6. Why Foco Wins Over Other Alternatives

Converting an email into a task without losing information is especially challenging when managing multiple jobs at once. Typical alternatives, like copying and pasting content into a notes app or using scattered lists, have limitations:

• Generic note-taking apps: You lose the email’s context (sender, attachments, threads) and can’t add structured reminders, deadlines, or priorities.
• Spreadsheets: Require manually copying every detail, which is time-consuming and increases the risk of errors. They also don’t sync with your calendar or allow collaboration.
• Single-project task managers: Aren’t designed to visually separate tasks from different jobs. Mixing everything in one board makes prioritizing and focusing harder.

Foco solves these problems because it’s built for people who juggle multiple jobs at once. When you convert an email into a task, you don’t just keep all the original information—you also:

• See each task with the color of its work, so you can quickly identify which project it belongs to.
• View all your tasks in one place (Panorama mode) or filter by a specific work (Focus mode) to concentrate.
• Manage reminders, deadlines, and priorities visually and automatically, without manually copying data.
• Keep the original email attached as a note, so you always have full context.

If you manage multiple clients, projects, or responsibilities, converting emails into tasks without losing information is just one part of what you need. Foco helps you keep everything under control in one place, with tools designed to save time and ensure nothing slips through the cracks.