Email to Trello: The Complete Integration Guide

You can get emails into Trello from any email client by forwarding them to a Quicktion address. Each forwarded email becomes a Trello card with the subject as the card name, the body converted to markdown, and attachments uploaded directly. Gmail users also get a one-click add-on for saving emails without leaving the inbox.

This guide covers every method, with step-by-step setup for each.

Three Ways to Get Emails into Trello

There are three approaches, and they serve different needs:

1. Email forwarding — works with any email client, manual or automatic
2. Gmail add-on — one-click saving from Gmail's sidebar
3. Trello's built-in email-to-board — basic, limited formatting

Most people use a combination of forwarding and the Gmail add-on. Forwarding handles the predictable, high-volume emails automatically. The add-on handles one-off saves when you spot something worth capturing.

Email Forwarding (Any Email Client)

This is the most flexible method. It works with Gmail, Outlook, Apple Mail, Yahoo, Fastmail, ProtonMail — anything that can forward an email.

In the Quicktion dashboard, create a destination linked to your Trello board and list. Choose default labels, assign members, and pick whether new cards go to the top or bottom of the list. Quicktion generates a unique forwarding address like support-q8k2m@in.quicktion.io.

Forward any email to that address. Within seconds, a new card appears on your board.

You can forward emails manually — just hit forward, paste the address, and send. But the real value comes from setting up auto-forwarding rules in your email client so it happens without you.

For a detailed walkthrough, see our email forwarding to Trello guide.

Auto-Forwarding from Gmail

Gmail's filter system handles this well:

1. Click the search bar dropdown in Gmail
2. Set your criteria — sender address, subject keywords, has attachment, etc.
3. Click Create filter
4. Check Forward it to and select your Quicktion address
5. Optionally check Also apply filter to matching conversations for existing emails

Every matching email from that point forward is automatically saved as a Trello card.

Auto-Forwarding from Outlook

Outlook calls them rules instead of filters, but the concept is the same:

1. Go to Settings > Mail > Rules
2. Click Add new rule
3. Set your conditions — from a specific sender, subject contains, etc.
4. Set the action to Forward to and enter your Quicktion address
5. Save the rule

Outlook on the web, Outlook desktop, and Microsoft 365 all support this. The rule runs server-side, so emails are forwarded even when Outlook is closed.

Auto-Forwarding from Apple Mail

In Apple Mail, go to Mail > Settings > Rules. Create a new rule with your conditions and set the action to Forward Message with your Quicktion address. Apple Mail rules run when the app is open — for always-on forwarding, set up iCloud mail rules at icloud.com instead.

Gmail Add-on

If you use Gmail, the Quicktion Gmail add-on gives you a save button right inside your inbox.

Open any email. Click the Quicktion icon in the right sidebar. Select your Trello destination. Click Save. The card appears on your board within seconds.

The add-on is best for selective saving — emails that don't match a predictable pattern but still belong on your board. A one-off client request, a vendor quote, a meeting follow-up that needs tracking.

Install it from the Google Workspace Marketplace, connect your Trello workspace, and create a destination. The whole setup takes about two minutes.

Trello's Built-in Email-to-Board

Trello has a native email-to-board feature. Each board has a unique email address in Settings > Email-to-board. Forward an email to that address and a card appears.

It works, but it is limited. The email body is saved as plain text — no markdown conversion, no preserved formatting. You cannot set default labels or assign members per email. There is one address per board, so routing different emails to different lists requires manual work after the card is created.

For casual use, it is fine. For anything structured, the formatting and lack of defaults will slow you down.

What Gets Saved to Trello

When you save an email through Quicktion (forwarding or add-on), here is what lands on the card:

• Card name — the email subject line
• Card description — the full email body, converted from HTML to clean markdown. Links, bold, italic, headings, and lists are preserved
• Attachments — files up to 10MB are uploaded directly to the card
• Metadata footer — sender name, email address, and date received (optional, included by default)
• Default labels — any labels you pre-configured on the destination are applied automatically
• Default members — any members you pre-assigned are added to the card
• List position — cards appear at the top or bottom of the target list, depending on your setting

The markdown conversion matters more than you might think. Emails with formatted tables, bulleted lists, or inline links stay readable on the card. With Trello's native email-to-board, that same email becomes a wall of plain text.

Use Cases

Customer Support Queue

Forward support emails to a Trello board and run triage from the kanban view. Each email becomes a card. Label by category (Bug, Billing, Feature Request), assign to a team member, and drag through your columns — New, In Progress, Waiting on Customer, Resolved.

Small teams that don't need a full helpdesk can manage 20-50 emails a day this way. See our Trello for customer support guide for the full setup.

Client Email CRM

Create a destination per client or per project. Forward client emails to the relevant board. Every communication is logged as a card with the full thread, attachments, and date. Your team can review the history without digging through inboxes.

Add labels for deal stage or project phase. Use Trello's calendar view to track email activity over time.

Content Pipeline

Content teams receive pitches, briefs, and feedback via email. Forward them to a content board with lists like Inbox, Writing, Review, and Published. Each email becomes a card that moves through the pipeline.

Attach the brief to the card, assign a writer, and set a due date. The email that started the work stays connected to the card that tracks it.

Task Inbox

Forward actionable emails to a shared task board. Default labels pre-tag every card (Source: Email), so your team knows where the task originated. Members can filter by their assignments and work through the queue without email threads cluttering their inbox.

For a full workflow walkthrough, read our email-to-Trello-cards guide.

Choosing the Right Method

Use email forwarding if you want automation. Define rules once and emails flow to your board without intervention. Works with every email client.

Use the Gmail add-on if you want control. You decide which emails become cards, one at a time, without leaving Gmail.

Use both for complete coverage — forwarding for the predictable volume, the add-on for the exceptions.

Use Trello's email-to-board if you want the simplest possible setup and don't care about formatting or defaults.

Get Started

Create a free Quicktion account, connect your Trello workspace, and set up your first destination. The free plan includes 25 emails per month — enough to test the workflow and see how your cards look.

For more on saving emails to Trello, start with our main Trello guide or the Gmail-specific integration guide.