How to Forward Emails to Notion Automatically

Manually copying emails into Notion is tedious. With auto-forwarding, you can send emails to Notion without lifting a finger. Here's how to set it up.

What Is Email-to-Notion Forwarding?

Email forwarding to Notion works by giving you a unique email address tied to a Notion database. Any email sent to that address gets parsed and saved as a new page in your database.

Quicktion provides this out of the box. When you create a destination, you get an address like abc123@in.quicktion.io. Forward an email there, and it appears in Notion within seconds.

Setting Up Auto-Forwarding in Gmail

Gmail lets you create filters that automatically forward matching emails.

1. Open Gmail Settings and go to Filters and Blocked Addresses
2. Click Create a new filter
3. Set your criteria (e.g., from a specific sender, with a specific subject)
4. Click Create filter and check Forward it to
5. Enter your Quicktion forwarding address

From now on, any email matching your filter will be forwarded to Notion automatically. For more advanced filter strategies, see our guide on using Gmail rules to organize emails in Notion.

Setting Up Auto-Forwarding in Outlook

Outlook supports rules-based forwarding too. For a more detailed walkthrough, see our complete Outlook-to-Notion guide.

1. Go to Settings > Mail > Rules
2. Click Add new rule
3. Set your conditions
4. Choose Forward to as the action
5. Enter your Quicktion address

Setting Up Forwarding in Apple Mail

Apple Mail on macOS supports rules that can automatically forward emails to any address, including your Quicktion destination.

1. Open Mail and go to Settings (or Preferences on older macOS versions)
2. Click the Rules tab
3. Click Add Rule
4. Give your rule a name (e.g., "Forward receipts to Notion")
5. Set your conditions — you can match by sender, subject, or other criteria. For example, set "From" contains "billing@" to catch receipts from a specific service
6. Under "Perform the following actions," select Forward Message and enter your Quicktion forwarding address
7. Click OK to save the rule

Apple Mail rules run on your Mac, so your computer needs to be on and Mail needs to be open for the rules to trigger. If you need forwarding to work 24/7 without keeping your Mac running, consider setting up rules in Gmail or Outlook's web interface instead — those run server-side.

You can create multiple rules for different types of emails, each forwarding to a different Quicktion destination. This lets you route newsletters to one Notion database and receipts to another.

Forwarding from Mobile (iPhone & Android)

You can forward emails to Notion from your phone too, though the process differs between platforms.

iPhone (iOS Mail)

iOS Mail doesn't support auto-forwarding rules. To save an email to Notion, open the email, tap the forward arrow, and enter your Quicktion address. It takes about five seconds.

If you use Gmail on iPhone, there's good news: any auto-forwarding filters you set up in Gmail's web interface apply to all your devices, including your phone. Emails are forwarded server-side, so your phone doesn't even need to be on.

Android (Gmail)

Gmail on Android works the same as Gmail on desktop for forwarding. Tap the three-dot menu on any email, choose Forward, and enter your Quicktion address.

Just like on iPhone, Gmail filters you set up on the web apply automatically. If you've already configured auto-forwarding rules in Gmail, those emails are being forwarded to Notion regardless of which device you're using.

For the best hands-free experience on mobile, set up your auto-forwarding rules once on desktop and let them handle everything from there.

What Happens When You Forward an Email

Here's what happens behind the scenes when you forward an email to your Quicktion address:

1. Email arrives at Quicktion. Your forwarded email hits the Quicktion mail server. This happens almost instantly after you forward (or after your auto-forwarding rule triggers).

2. Content is extracted. Quicktion parses the email and pulls out the key fields: subject line, sender name and address, date, the full email body (with formatting preserved), and any attachments like PDFs, images, or documents.

3. A Notion page is created. Quicktion creates a new page in the Notion database linked to your destination. The email body is converted into native Notion blocks — headings, lists, links, and images all come through properly formatted.

4. Properties are auto-mapped. If your Notion database has properties for things like "Sender," "Date," or "Subject," Quicktion automatically maps the email fields to matching properties. You can customize this mapping in your destination settings.

5. Attachments are uploaded. Any files attached to the email are uploaded directly to Notion. If your database has a files property, the attachments are linked there.

6. It shows up in your activity feed. You can see a log of every processed email in the Quicktion dashboard, including whether it succeeded and a link to the created Notion page.

The entire process typically takes 10-30 seconds from when the email is forwarded to when the page appears in Notion.

What Gets Saved to Notion?

When an email is forwarded to Quicktion, it extracts:

• Subject — becomes the page title
• Sender — saved as a property
• Date — saved as a property
• Body — converted to Notion blocks (headings, lists, links preserved)
• Attachments — uploaded as files

You can customize which properties to populate in your Quicktion destination settings.

Tips for Better Auto-Forwarding

• Use specific filters — Don't forward everything. Target newsletters, receipts, or specific senders.
• Organize with databases — Create different Quicktion destinations for different types of emails.
• Combine with Notion views — Use Notion filters and sorts to organize forwarded emails by date, sender, or tags.

Frequently Asked Questions

Can I forward emails to Notion automatically?

Yes. Create a Quicktion destination to get a forwarding address, then set up auto-forwarding rules in your email client. Gmail, Outlook, Apple Mail, and most email apps support rule-based forwarding.

Does email forwarding to Notion work with Apple Mail?

Yes. Apple Mail supports rules-based forwarding on macOS. Create a rule that matches your criteria and set the action to forward emails to your Quicktion address.

Can I forward emails to Notion from my phone?

Yes. On iPhone, you can forward individual emails manually to your Quicktion address. On Android, Gmail's mobile app forwards emails the same way as desktop. For fully automatic forwarding, set up rules on desktop — they apply to all devices.

What happens to attachments when I forward emails to Notion?

Attachments (PDFs, images, documents) are automatically extracted from the forwarded email and uploaded to Notion. If your database has a files property, attachments are mapped to it.

How fast are forwarded emails saved to Notion?

Most emails appear in Notion within 10-30 seconds of being forwarded. Processing time depends on email size and attachment count.

Get Started

Sign up for Quicktion and create your first forwarding destination. It takes less than two minutes. For more on saving emails directly from Gmail, see our Gmail-to-Notion integration guide.