How to use access Toodledo via email

Using email, you can easily add a task to your to-do list, even if you don't have access to a web browser. You can also send us an email asking for some tasks and we will email you back with a list of anything that matched your query. If you want, you can also receive email reminders of tasks that are due in the next few hours.


Setting Up Your Email Account

First, click on the "Tools" menu and select "More". Then go into the "Email Import" section. Make sure the checkbox is checked, and then click the "Save Changes" button. This will enable email access to your account.

You will be given a secret email address that you will use to communicate with Toodledo. You should keep this address a secret, because anyone who knows it will be able to add tasks to your list and retrieve tasks from your list. You can change the secret email address whenever you want, and we encourage you to do so from time to time.

You may also want to add "remind@toodledo.com" to the address book inside your email program to ensure that any emails we send you will get put into your inbox.


Adding Tasks Via Email

To add a task, send an email to your secret Toodledo email address with the task in the subject. In addition to the name of the task, you can also set the priority, due-date, folder, context and other values using a special syntax.

  • ! Priority - The default priority is "0 - Low". To set a higher priority use the ! character as many times as necessary. Typing !! would give your task a priority of "2-High".
  • # Due-Date - To set a due-date, use the # symbol and then type the due-date. For example: "#today" or "#Next thursday" or "#5/12/08".
  • > Start Date - To set the start date, use the > symbol and then the date. For example: ">tomorrow".
  • * Star - To star a task use the * symbol by itself. For example: "My Task *".
  • * Folder - To set the folder use the * symbol and then type the name of your folder. For example: "*ProjectA".
  • @ Context - To set the context use the @ symbol and then type the name of your context. For example: "@home". Remember that the @ symbol is a special instruction to Toodledo and is not part of your context name. If your context is actually named "@home" then you would need to type "@@home" to set the context, since the first @ is the symbol and the second @ is part of your context.
  • + Goal - To set the goal use the + symbol and then type the name of your goal. For example: "+Exercise More".
  • $ Status - To set the status use the $ symbol and then the status. For example: "$Next Action".
  • % Tag - To set the tag use the % symbol followed by the tag or tags that you want to add. For example: "%tag1, tag2".
  • = Due Time - To set the due time for a task, use the = symbol followed by the time. For example: "=3:45pm".
  • ^ Start Time - To set the start time for a task, use the ^ symbol followed by the time. For example: "^3:45pm".
  • ~ Length - To set the length that you think a task will take, use the ~ symbol followed by the length. For example: "~4hours".
  • & Repeat - To set how a task repeats, use the & symbol followed by how you want it to repeat. For example: "&Every Week". Here is a list of phrases that work.
  • : Reminder - To set a reminder, use the : symbol followed by the lead-time. For example: ":5 hours"
  • - Location - To set a location, use the - symbol followed by the location name. For example: "-home"
  • Note - The body of the email will become the note of the task. You can prevent email signatures or other parts of the email from becoming part of the note by typing -end- where you want the note to end.
  • File Attachments - Any attachments in the email will be attached to the task on Toodledo ( Gold Subscribers only)

Each new piece must be separated by a space followed by the special character. Note that because Toodledo uses these symbols as special symbols, you cannot use them in the title of a task otherwise Toodledo will get confused when importing. Putting it all together, here are some example email subjects that you could send to add a task:

Call Jim !! @phone #today
Finish the Report ! #next friday *ProjectA @work $Active ~1hour
Mow the lawn *Chores @home



Retrieving Tasks Via Email

To retrieve a task, send an email that starts with a question mark (?) followed by what tasks you want to retrieve.

  • ! Priority - Type from one to three exclamation points (!). For example: "!!!". This will return all tasks with a priority of "3 Top".
  • # Due-Date - Type a # and then follow it with: overdue, today, tomorrow, this week, next week, or this month. For example: "#today". This will return all tasks that are due today. "#this week" would return all tasks with a due-date in the next 7 days.
  • > Start-Date - Type a > and then follow it with: started, today, tomorrow, next week, or next month. For example: ">started". This will return all tasks that have started. ">next week" would return all tasks that don't start until next week.
  • * Folder - To fetch all tasks in a particular folder use the * symbol followed by your folder name. For example: "*Chores".
  • @ Context - To fetch all tasks in a particular context use the @ symbol followed by your context name. For example: "@phone". Be sure to use your exact full context name. If your context is called "@home", you'll need to type "@@home".
  • + Goal - To fetch all tasks in a particular goal use the + symbol followed by your goal name. For example: "+Exercise More".
  • $ Status - To fetch all tasks in a particular status use the $ symbol followed by the status. For example: "$Planning".
  • % Tag - To fetch all tasks with a particular tag use the % symbol followed by your tag name. For example: "%tag1".
  • * Star - To fetch all tasks with a star use the * symbol with nothing following it. For example: "*".
  • - Location - To fetch all tasks in a particular location, use the - symbol followed by the location name. For example: "-home"

Putting it all together, here are some example email subjects that you could send to fetch some tasks:

?!! #this week
?*ProjectA @work *
?@phone !!! #today

It may take 1-2 minutes for your email to reach our server, get processed and then get returned to you. For security reasons, the response will always go to the email address registered on this account.


Reminders Via Email

If you also want to get email reminders for tasks that are due soon, you will need to go to the Alarms page, available from the "Tools" menu at the top of the page. Type in the email address where you want to receive reminders, and click the "Save Changes" button.

For more information about reminders, please read this help topic.