Help > 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, go to the Import page on Toodledo and find 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 note 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".
• 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". Be sure to use your exact full context name. If your context is called "@home", you'll need to type "@@home".
• 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".
• Length - To set the length that you think a task will take, use the ~ symbol followed by the length. For example: "~4hours".
• Note - Everything in the body of the email will be put into the note field.

Each new piece must be separated by a space followed by the special character. 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

Pro Plus subscribers will also be able to email files to Toodledo and have those attachments added to the task.

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. You can retrieve tasks based on due-date, priority, folder or context.

• 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".

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.

Reminders Via Email

If you also want to get email reminders for tasks that are due soon, you will need to go to the Import/Export/Sync page and scroll down to the "Reminders /Alarms" section. 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.