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Get it done: 6 ways to automate to do list apps

By Alison Groves · December 9, 2024
An icon representing tasks in a list in a white square on a light orange background.

For many of us, to-do lists are how we get things done. And that often means having the best to-do list app on hand to help you capture all your personal or work-related tasks. 

Whether you jot down ideas into your app during a brainstorming call or set them up at the start of each week, a reliable app can help keep you organized. The only problem? Tasks come from all sorts of sources—from emails to meetings and beyond—so it's easy for things to  get buried at the bottom of your to-do list (or never make it there in the first place). 

With a few Zaps—our word for our automated workflows—you can send information from one app to another automatically, so you don't have to manage tasks in multiple apps.

Zapier is the leader in workflow automation—integrating with thousands of apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.

Table of contents

You'll need a Zapier account to use the workflows in this piece. If you don't have an account yet, it's free to get started. Learn more about how it works.

Add messages to your task management app

Let's say your boss messages you, either in a Slack message or an email. Maybe she needs those monthly growth reports from you by the end of the week. You've got three options:

  • Stop what you're doing, gather the reports now, and send them her way

  • Move on, let the message sit there gathering dust, and potentially forget to do it

  • Open up your to-do app, type out the details of the task, and keep it on your radar

No. 3 is more logical. But it can still take you away from your more pressing—or more important—work.

Instead, you can use a Zap to add emails or saved Slack messages to your to-do list app automatically based on specific criteria. That way, you can stay focused on your work while your (or your team's) to-do list is always up to date.

Create tasks in Microsoft To-Do from new Microsoft Outlook emails

  • Microsoft Outlook logo
  • Microsoft To Do logo
Microsoft Outlook + Microsoft To Do
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    Your emails always mean work, so why not automatically turn them into tasks on your favorite to-do app? That's what this integration is for. It turns each new email you receive on Microsoft Outlook into a task in Microsoft To-Do. Get more done with a little help from automation.

    Create Microsoft To-Do tasks from new labeled emails in Gmail [Business Gmail Accounts Only]

    • Gmail logo
    • Microsoft To Do logo
    Gmail + Microsoft To Do
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      Your Gmail labels keep your inbox neat and tidy, but until now they couldn't stop task list management from adding to your already full workload. This integration changes all that, automatically generating new tasks in Microsoft To-Do when you receive a new email and label it within two days. Stay organized and stay on top of to-dos, all with a single action.

      Create Google Tasks items from new saved Slack messages

      • Slack logo
      • Google Tasks logo
      Slack + Google Tasks
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        Slack is where your team doles out tasks. Google Tasks is where you manage personal tasks. To create new items in Google Tasks right from Slack, use this integration and next time you save a message a Google Tasks item will be created.

        Add new saved Slack messages to Todoist as tasks

        • Slack logo
        • Todoist logo
        Slack + Todoist
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          To create new tasks in Todoist right from Slack, use this integration. The next time you save a message in Slack, a Todoist task will be automatically created, saving you time for more important work.

          Add labeled Gmail emails to Notion

          • Gmail logo
          • Notion logo
          Gmail + Notion
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            Save important emails without cluttering your inbox with this integration. Whenever you add a specific label to an email in Gmail, this Zap will automatically add it to a Notion database.

            Create to-do list items from your note-taking app

            We take notes all the time, from meeting minutes to ideas. But keeping those organized or making them actionable requires copying and pasting, which can be inefficient. With one of our automatic workflows, you can turn new notes in apps like Evernote or OneNote into tasks. Assign tasks to yourself or other team members to make meeting or brainstorming follow-up streamlined.

            Add new OneNote notes to Todoist as tasks

            • OneNote logo
            • Todoist logo
            OneNote + Todoist
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              Use this Zap to automatically create Todoist tasks from new OneNote notes. Whether your notes contain handwritten to-dos or a bullet list of reminders, easily get those tasks into one place, so you focus instead on completing them.

              Add new Evernote notes to Google Tasks

              • Evernote logo
              • Google Tasks logo
              Evernote + Google Tasks
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                Make your notes in Evernote actionable by adding them to your task list. Use this Zap to automatically create a task in Google Tasks whenever you add a new note in Evernote.

                Add new notes in OneNote sections to Notion databases

                • OneNote logo
                • Notion logo
                OneNote + Notion
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                  Organize, track, and manage your notes in OneNote without getting bogged down in manual copy-and-paste chores. Simply set up this integration instead to automatically add an item to a database in Notion whenever a new note is generated in your OneNote account.

                  Create Microsoft To-Do tasks for new tagged notes in Evernote

                  • Evernote logo
                  • Microsoft To Do logo
                  Evernote + Microsoft To Do
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                    If you need to convert notes to tasks, this integration is for you. Once active, it will automatically create Microsoft To-Do tasks with details from a note tagged with a specific tag in Evernote. It's never been easier to convert your notes to tasks.

                    Want to organize your notes before they land in your to-do list app? If you've typed them out in a hurry or you'd like to add clearer instructions for specific team members, you can add an AI step to do the heavy lifting for you. 

                    With these Zaps, any new notes you create will be sent directly to an AI tool of your choice (like ChatGPT or Google AI Studio). AI will then reformat or enhance the content based on your instructions, adding context where needed, before seamlessly sending it to your to-do list app.

                    Create Microsoft To Do tasks from OneNote notes with ChatGPT

                    • OneNote logo
                    • ChatGPT (OpenAI) logo
                    • Microsoft To Do logo
                    OneNote + ChatGPT (OpenAI) + Microsoft To Do
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                      Effortlessly turn your OneNote notes into actionable tasks with the help of AI. When a new note is added to a specific section in OneNote, this Zap sends it to ChatGPT to reformat or enhance the content as needed. The improved note is then automatically added as a task in Microsoft To Do, helping you stay organized and ensuring nothing important slips through the cracks.

                      Create Todoist tasks from Evernote notes with Claude

                      • Evernote logo
                      • Anthropic (Claude) logo
                      • Todoist logo
                      Evernote + Anthropic (Claude) + Todoist
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                        Easily convert your Evernote notes into actionable tasks with AI-powered assistance. When you create a new note in Evernote, this Zap sends the content to Anthropic's Claude to refine or enhance it. Once the AI processes the note, it's automatically added as a task in Todoist, helping you stay organized and ensuring your to-do list is always up to date.

                        Create action items from your meetings

                        Meetings often come with regular tasks, like creating an agenda, completing follow-up items, or preparing ongoing reports. Make sure you and your meeting attendees never miss meeting prep and follow-up again with automation.

                        With these Zaps, you can automatically add new tasks to your to list app for appointments on your calendar.

                        Add new Google Calendar events to Todoist as tasks

                        • Google Calendar logo
                        • Todoist logo
                        Google Calendar + Todoist
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                          Do you need a task to correspond with your new Google Calendar events? This Google Calendar Todoist integration makes it easy to automatically create a new tasks for each new Google Calendar event.

                          Add new Microsoft Outlook events to Todoist as tasks

                          • Microsoft Outlook logo
                          • Todoist logo
                          Microsoft Outlook + Todoist
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                            With calendar events, there's no excuse for not showing up on time, but what about managing all the stuff that goes into preparing for the event? With this integration, your Microsoft Outlook events will automatically create tasks in Todoist. Suddenly your calendar perfectly matches your to-do list, and everything makes sense again!

                            Create tasks on Any.do for new Google Calendar events

                            • Google Calendar logo
                            • Any.do Personal logo
                            Google Calendar + Any.do Personal
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                              Don't want to waste time on meetings? Make sure everything and everyone is prepared ahead of time. With this integration, every new meeting on your Google Calendar automatically creates a task on Any.do to help you get prepared.

                              If you use AI tools like Read AI or Fathom to take notes and plan follow-up tasks for projects as your meetings are happening, you can also automatically add them directly to your task management app. 

                              That way, any action items that need your attention won't slip through the cracks.

                              Create tasks in Google Tasks for new meeting notes in Read AI

                              • Read AI logo
                              • Google Tasks logo
                              Read AI + Google Tasks
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                                Streamline your productivity by integrating Read AI and Google Tasks. With this workflow, every time new meeting notes are recorded in the Read AI app, a corresponding task is created in Google Tasks. This seamless process ensures you never miss an important action or follow-up after your meetings. Moreover, it saves your time spent on manual data entry, allowing you to focus more on executing the tasks.

                                Create tasks in Todoist for new action items in Fathom

                                • Fathom logo
                                • Todoist logo
                                Fathom + Todoist
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                                  Stay on top of your responsibilities effortlessly with this streamlined workflow. When a new action item is registered in Fathom, a corresponding task is immediately created in Todoist. This smooth transition ensures you maintain an organized task list, allowing you to manage your workload effectively without missing any important duties. Benefit from this seamless link between Fathom and Todoist to maximize productivity in your day-to-day operations.

                                  Create tasks in TickTick when new notes are added in tl;dv

                                  • tl;dv logo
                                  • TickTick logo
                                  tl;dv + TickTick
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                                    Enhance your productivity with this seamless workflow. When a new note is created in the tl;dv app, it stimulates the creation of a corresponding task in the TickTick app. This ensures that all important points captured in tl;dv notes are converted into tasks, eliminating the chance of missing any crucial action items. Enjoy a more streamlined and effective task management routine with this practical integration.

                                    Collaborate on tasks with your team

                                    Your trusty task management app might work perfectly for you, but your teammates could be using something entirely different. This can make it tricky to share updates or get a holistic view of your projects.

                                    That's where integrating with robust project management platforms or shared databases like Notion or Google Sheets can make all the difference. With Zapier, you can automatically add new tasks to specific projects or dashboards, flag incomplete tasks for collaboration, and even update project items whenever you complete a task in your task management app. 

                                    Cross-posting these updates across platforms ensures everyone stays aligned, reduces miscommunication, and keeps your projects moving forward seamlessly.

                                    Add new tasks on Asana to Any.do

                                    • Asana logo
                                    • Any.do Personal logo
                                    Asana + Any.do Personal
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                                      Tired of managing your to-do lists in multiple apps? Use this integration to streamline things. Set it up to automatically add each new task for a specified Asana project to Any.do, no clicks or keystrokes needed.

                                      Save new incomplete Todoist tasks in Notion databases

                                      • Todoist logo
                                      • Notion logo
                                      Todoist + Notion
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                                        Never miss a chance to follow up again! This integration automatically generates an archive of all your new incomplete tasks in Todoist, as items in your Notion database. Capture all your tasks needing attention without slowing down to copy-and-past them by hand.

                                        Update multiple columns in monday.com when new tasks are completed in Google Tasks

                                        • Google Tasks logo
                                        • monday.com logo
                                        Google Tasks + monday.com
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                                          When a task is completed in Google Tasks, instantly update multiple columns in your monday.com boards seamlessly. This workflow aids in keeping your projects current and coordinating your work activities effortlessly. Use this efficient process to leverage a unified and integrated workspace, bridging the gap between Google Tasks and monday.com.

                                          Save newly completed Todoist tasks as new rows in Google Sheets

                                          • Todoist logo
                                          • Google Sheets logo
                                          Todoist + Google Sheets
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                                            Need to archive your completed tasks somewhere handy? Use this Todoist Google Sheets integration to automatically save completed Todoist tasks to a new row in a Google Spreadsheet.

                                            Schedule recurring tasks

                                            We all have those tasks that we need to get done on a daily, weekly, or monthly basis. In-app notifications and reminders are useful, but some don't let you set recurring tasks. Our built-in scheduling tool can help you add that feature to your favorite task management app.

                                            Create Todoist tasks daily at a scheduled time

                                            • Schedule by Zapier logo
                                            • Todoist logo
                                            Schedule by Zapier + Todoist
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                                              Keep yourself on track with tasks that repeat every day. Use this Zap to automatically create daily tasks for yourself at the same time each day. Now, your task list won't be cluttered with recurring tasks for tomorrow, but rather will only contain tasks that need to be taken care of immediately.

                                              Add items to Notion databases weekly

                                              • Schedule by Zapier logo
                                              • Notion logo
                                              Schedule by Zapier + Notion
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                                                Have a recurring data stream that needs to be updated on a regular basis? This Zap saves you time and effort doing that. Activate to add an item to a specified database in your Notion account on a weekly basis.

                                                Schedule new tasks in MeisterTask weekly

                                                • Schedule by Zapier logo
                                                • MeisterTask logo
                                                Schedule by Zapier + MeisterTask
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                                                  Is there a particular task that you need to get done every week? Ever forgotten about it, or to write it down for yourself? Never worry about that again! A single automation can be set up, and will create that task for you every week without you ever needing to do it yourself.

                                                  Create a To-Do in Things on a recurring schedule

                                                  • Schedule by Zapier logo
                                                  • Things logo
                                                  Schedule by Zapier + Things
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                                                    We all have those tasks that need to get done on a recurring schedule. This Zap will create a to-do in Things on a recurring schedule, just choose whether you want it to run daily, weekly, or monthly.

                                                    Create to-do items from form submissions

                                                    There may be times when you or someone else on your team needs to take action on form submissions. For example, you may be the point person for following up on customer feedback or new leads. Or you may need to send certain form responses to your support team for follow-up.

                                                    With one of our Zaps, you can add specific information from new form submissions into your task manager, so you always remember to follow up.

                                                    Create a task in Any.do from new submissions in Gravity Forms

                                                    • Gravity Forms logo
                                                    • Any.do Personal logo
                                                    Gravity Forms + Any.do Personal
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                                                      You'll never forget to follow up on form submissions with this integration. Whenever you receive a new form submission in Gravity forms, this Zap will automatically create a task in Any.do.

                                                      Create Todoist tasks from new Google Forms responses

                                                      • Google Forms logo
                                                      • Todoist logo
                                                      Google Forms + Todoist
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                                                        If new form submissions equal new tasks for your team, you need this automation. It creates a Todoist task whenever a new response appears in a Google Sheets spreadsheet, helping you save time and feel smart.

                                                        Create Google Tasks for new Google Form responses

                                                        • Google Forms logo
                                                        • Google Tasks logo
                                                        Google Forms + Google Tasks
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                                                          When people fill out your online form, you may need to create tasks to accompany the responses. This integration helps by automatically creating a Google Task when there is a new response to a Google Form. You won't have to manually create tasks for form responses again.

                                                          Add new Typeform entries to Todoist as projects

                                                          • Typeform logo
                                                          • Todoist logo
                                                          Typeform + Todoist
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                                                            Capture all the details of a project in Typeform and then share those details with Todoist, so your team can collaborate on the project. This Zap will automatically add new Typeform entries to Todoist as projects, so you don't have to manually transfer the project details yourself. Now you can focus executing on the project.

                                                            This article was originally published in August 2015 and was most recently updated in December 2024 by Elena Alston.

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