How to Forward Emails to Notion Automatically

To forward emails to Notion automatically, use a tool like Quicktion to generate a unique forwarding address tied to a Notion database, then create auto-forwarding rules in Gmail, Outlook, or Apple Mail. Each forwarded email is parsed and saved as a Notion page — with subject, body, sender, date, and attachments preserved — within 10-30 seconds.

What Is Email-to-Notion Forwarding?

Email-to-Notion forwarding gives you a unique email address tied to a Notion database; any email sent to that address is automatically parsed and saved as a new page with all fields mapped to database properties.

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 supports filter-based auto-forwarding, so you can route matching emails to your Quicktion address without any manual steps after setup.

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 rule-based forwarding from both the web and desktop clients. 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 rule-based forwarding to any address, including your Quicktion destination. Note that Apple Mail rules run locally, so your Mac and Mail must be open for them to trigger.

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 both iPhone and Android. Manual forwarding works on any device, and Gmail auto-forwarding rules set up on desktop apply server-side across all devices automatically.

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, 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

Quicktion receives the forwarded email, parses the subject, sender, date, body, and attachments, converts the body into native Notion blocks, and creates a new page in your linked database — typically within 10-30 seconds. Here is the full process:

1. Your forwarded email hits the Quicktion mail server almost instantly after you forward, or after your auto-forwarding rule triggers.

2. Quicktion parses the email and pulls out the key fields: subject line, sender name and address, date, and the full email body. Formatting is preserved.

3. A new page is created in the Notion database linked to your destination. The email body is converted into native Notion blocks — headings, lists, and links all come through properly formatted. This is where Notion's format really shines: you get a proper rich document, not a wall of plain text.

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

6. 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.

What Gets Saved to Notion?

Quicktion extracts five fields from every forwarded email and maps them to your Notion database properties:

• 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

The most effective auto-forwarding setups use specific filters rather than broad rules — target newsletters, receipts, or specific senders and route them to separate Notion databases. Here are a few more tips:

• Use specific filters rather than forwarding everything. Target newsletters, receipts, or specific senders.
• Create different Quicktion destinations for different types of emails to keep your Notion databases organized.
• Use Notion filters and sorts to organize forwarded emails by date, sender, or tags once they arrive.

Frequently Asked Questions

Can I forward emails to Notion automatically?

Yes. Use a tool like Quicktion to get a forwarding address tied to a Notion database, then create auto-forwarding rules in Gmail, Outlook, or Apple Mail to send matching emails there automatically.

Does email forwarding to Notion work with Apple Mail?

Yes. Apple Mail on macOS supports rule-based forwarding. Create a rule matching your criteria and set the action to forward to your Quicktion address. Rules run locally, so Mail must be open.

Can I forward emails to Notion from my phone?

Yes. Forward individual emails manually on iPhone or Android. For fully automatic forwarding, set up rules in Gmail or Outlook on desktop — those rules apply server-side across all devices.

What happens to attachments when I forward emails to Notion?

Attachments are automatically extracted and uploaded to Notion. If your database has a files property, they are mapped to it. PDFs, images, and documents are all supported.

How fast are forwarded emails saved to Notion?

Most forwarded emails appear in Notion within 10-30 seconds. 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.