How to Forward Emails to Trello Automatically

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

What Is Email-to-Trello Forwarding?

Email forwarding to Trello works by giving you a unique email address tied to a Trello board and list. Any email sent to that address gets parsed and saved as a new card.

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 as a Trello card within seconds.

The system extracts the subject (becomes the card name), body (becomes the markdown description), and attachments (uploaded to the card). Labels, members, and card position are applied based on your destination configuration. For a broader overview of what's possible, see our complete guide to saving emails to Trello.

Setting Up Auto-Forwarding in Gmail

Gmail lets you create filters that automatically forward matching emails. This is the most powerful approach because the rules run server-side -- no browser or device needs to be open.

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, or containing certain keywords)
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 Trello automatically.

Examples of Useful Gmail Filters

Forward all bug reports from a support tool:

• Filter: From contains notifications@support-tool.com
• Action: Forward to your Quicktion address (destination linked to "Bugs" board)

Forward all client requests:

• Filter: From contains client@example.com
• Action: Forward to your Quicktion address (destination linked to "Client Requests" list)

Forward all project briefs:

• Filter: Subject contains Project Brief OR subject contains New Project
• Action: Forward to your Quicktion address (destination linked to "Intake" list)

Forward all emails with attachments from a specific sender:

• Filter: From contains designer@agency.com AND has attachment
• Action: Forward to your Quicktion address

You can create as many filters as you need, each forwarding to a different Quicktion destination and therefore a different Trello board or list. This lets you route bug reports to one board, client requests to another, and content ideas to a third.

Setting Up Auto-Forwarding in Outlook

Outlook supports rules-based forwarding too. The interface is slightly different from Gmail, but the concept is the same.

Outlook Web (outlook.com)

1. Go to Settings > Mail > Rules
2. Click Add new rule
3. Name your rule (e.g., "Forward bug reports to Trello")
4. Set your conditions (e.g., from a specific address, subject contains certain words)
5. Choose Forward to as the action
6. Enter your Quicktion forwarding address
7. Click Save

Outlook Desktop (Windows/Mac)

1. Go to File > Manage Rules & Alerts
2. Click New Rule
3. Select Apply rule on messages I receive and click Next
4. Choose your conditions (sender, subject, keywords, etc.)
5. Click Next and select forward it to people or public group
6. Click the underlined link to enter your Quicktion address
7. Complete the wizard and save the rule

Outlook rules also run server-side, so they work even when Outlook is closed. Every matching email is forwarded and saved as a Trello card automatically.

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 client emails to Trello")
5. Set your conditions -- you can match by sender, subject, or other criteria
6. Under "Perform the following actions," select Forward Message and enter your Quicktion forwarding address
7. Click OK to save the rule

Important limitation: 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, consider setting up rules in Gmail or Outlook's web interface instead.

What Gets Saved to Trello?

When an email is forwarded to Quicktion, it extracts and maps the following:

• Subject -- saved as the card name
• Body -- converted to markdown and saved as the card description with formatting preserved
• Metadata footer (optional) -- sender name, sender email, date, and a link to the original email appended below the description
• Attachments -- uploaded directly to the Trello card (up to 10MB per file)
• Labels -- pre-assigned from your destination configuration
• Members -- pre-assigned from your destination configuration
• Card position -- top or bottom of the list, based on your setting

Tips for Power Users

Use Multiple Destinations for Different Email Types

Each Quicktion destination has its own forwarding address and maps to a specific Trello board and list. This means you can have completely separate workflows running in parallel.

Create one destination for bug reports linked to a "Bugs" board, another for client requests linked to a "Client Work" board, and a third for content ideas linked to a "Content Pipeline" board. Set up one forwarding rule per destination and the sorting happens automatically.

Set Default Labels and Members

Quicktion lets you set default labels and members on each destination. This is useful for auto-categorizing cards by source.

For example, set a "Client" label on your client request destination and a "Bug" label on your bug report destination. Assign the right team member so cards are ready for action the moment they appear.

Combine Forwarding with the Gmail Add-on

Auto-forwarding handles emails that match a rule you've set up. But sometimes you receive an email you want to save that doesn't match any filter.

The Quicktion Gmail add-on gives you a "Save" button directly inside Gmail. Click it, choose a destination, and the email is saved without leaving your inbox. The add-on and forwarding use the same destinations, so everything lands on the same Trello boards.

Using both together means you never have to manually create a Trello card from an email regardless of how it arrives.

Test Before Going Live

Before setting up auto-forwarding rules, forward a few test emails manually to your Quicktion address. Verify the card name looks right, the description is properly formatted, and attachments are showing up. A few minutes of testing saves you from discovering issues after many emails have been processed.

Use Trello Lists to Organize Incoming Emails

Once emails are flowing into Trello automatically, use lists to create a workflow. A common setup:

• Inbox list -- where new cards land from email forwarding
• In Progress list -- cards actively being worked on
• Done list -- completed items

Use Trello's built-in automation (Butler) to move cards between lists, add due dates, or send notifications when new cards arrive.

Frequently Asked Questions

Can I forward emails to Trello 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 Trello work with Outlook?

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

What happens to attachments when I forward emails to Trello?

Attachments up to 10MB are automatically uploaded to the Trello card. You can access them directly from the card.

How fast are forwarded emails saved to Trello?

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

Can I forward different emails to different Trello boards?

Yes. Create multiple Quicktion destinations, each linked to a different Trello board or list. Then set up separate forwarding rules for each email type.

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 without forwarding, see our Gmail to Trello integration guide.