ClickUp Email to Task Guide: List Addresses, Subject Tags, Outlook and Gmail Add-ins

Quick answer

Yes. Every ClickUp List and task has its own email address: send an email to it and the subject becomes the task name, the body the description, and the message is attached. Subject-line tags set assignees, tags and due dates, and the Outlook add-in and Gmail extension do the same from inside the inbox.

Every Gulf organisation of a certain age had a mailroom — the diwan, the inward-correspondence desk. A letter arrived, a clerk stamped it with a reference number and a date, wrote the receiving department on a routing slip and filed a copy. Nothing moved until it was stamped. That is why a 2009 letter from a ministry can still be found in twenty minutes, while last month's supplier quote is lost in someone's inbox.

ClickUp's email-to-task feature is that mailroom, rebuilt for Outlook and Gmail. Here is how it works according to ClickUp's help documentation in October 2026, and how teams in the UAE, Qatar and Kuwait use it for quotes, tenders and official correspondence. Features change with releases; treat ClickUp's help centre as the authority.

The short answer

According to ClickUp's documentation, creating tasks and comments by email works on every ClickUp plan. Each List has a unique email address — hover over the List in the sidebar, open the ellipsis menu and choose Email to List — and each task has one too, under Send email to task. Send or forward a message to a List address and a task is created; send one to a task address and it becomes a comment. The email itself is attached to the task, so the original is never lost.

Two details are worth repeating to colleagues. The addresses are unique to each user: the one you copy is yours, not a departmental address. And whoever sends the email is automatically added as a follower of the task, regardless of their notification settings, so the person who forwarded the quote keeps seeing what happens to it.

Four doors from the inbox into ClickUp

An email can enter ClickUp four ways, and rollouts stumble when people confuse them.

• The List address — creates a new task. The subject becomes the task name, the body the description (with the sender's address shown), attachments and inline images are attached, and the sender lands in the Created by field.
• The task address — adds a comment to an existing task. The email text becomes the comment and a copy of the email is attached as an HTML file; if the sender matches a Workspace user, their name and avatar appear.
• Replying to a ClickUp notification email — the reply becomes a comment on that task, provided you reply from the address linked to your ClickUp account.
• The add-ins — the ClickUp add-in for Outlook and the ClickUp Chrome extension for Gmail create a task from an open email, or attach the email to an existing task, without leaving the mailbox.

The routing slip: subject-line tags

The clerk's routing slip is the subject line. ClickUp reads angle-bracket tags in the subject of an email sent to a List address and applies them to the new task:

• <assign me> assigns the task to the ClickUp user behind the sending address; <assign name@company.com> assigns it to that user. Several <assign> tags set several assignees.
• <tag Procurement> adds a tag and creates it if it does not exist — so agree on spellings first, or you will end up with Procurement, procurement and PROCUREMENT.
• <due next Thursday> or <due 20th of November 2026> sets a due date in natural language; <due mm/dd/yyyy at 2pm> adds a time. Note the US date order.
• Everything outside the tags remains the task name. An Arabic subject stays Arabic; only the tags themselves are typed in Latin letters.

Attachments, outside senders and guests

ClickUp states that attachments and images in the email body are added to the task, with a combined limit of less than 10 MB per email. A tender bulletin with three PDFs fits; a consultant's drawing set does not — share those through Drive or SharePoint and email only the cover note.

If the sender has no ClickUp account in the Workspace — a supplier forwarding a quote, say — the task is still created and the List owner becomes a follower. Guests can create tasks and comments by email if someone shares the address with them, but cannot see it inside ClickUp. That makes the List address a useful intake channel for outsiders, and a reason to treat it like a key: anyone who holds it can create tasks in that List.

Outlook add-in or Gmail extension: which door for which team

The add-ins suit people who live in their inbox and decide, email by email, what deserves a task. ClickUp's documentation sets the conditions: the Outlook add-in works with Microsoft 365, Outlook.com and modern desktop versions, but not on the mobile Outlook app, shared inboxes or POP3/IMAP mailboxes, and a Microsoft admin must approve its scopes, so put the request to IT early. The Gmail integration needs the ClickUp Chrome extension in Google Chrome: a ClickUp logo appears inside each open email with two choices, attach to a task or create a new one. Guests cannot use either add-in.

The split most Gulf teams land on: account managers, procurement officers and PMO staff get the add-in matched to their mail platform; everyone else, suppliers and clients included, gets a List address to forward to.

Where Gulf teams use it every week

The pattern is the same across industries: correspondence once tracked by memory becomes a task with an owner, a due date and the original email attached.

• Supplier quotes and proforma invoices → forwarded to a Procurement List with <tag Quote> <due in 3 days>, where the approval Automations from our procurement guide take over.
• Tender clarifications and addenda → each bulletin goes to the Bids List; replies to the thread go to the task address, so the clarification history sits on one task.
• Government and free-zone correspondence → a Compliance List per entity; the authority's reference number stays in the subject, so search finds it by their number as well as yours.
• Client requests at agencies and law firms → a List per client, with the task address pasted into the reply so the client's answer lands as a comment, not in a personal inbox. WhatsApp hand-offs use the same door — Route 3 in our WhatsApp guide.

Security and housekeeping

Because a List address is a key, ClickUp lets you reset it from the same Email to List or Send email to task modal, after which the old address no longer works. Reset when a procurement officer leaves, when a supplier relationship ends badly, or if tasks appear that nobody sent. Share addresses deliberately: a saved contact called "ClickUp — Procurement" in the team's address book beats a sticky note, and a short register of who holds which address tells you whose to reset when one leaks. Never paste a List address into a newsletter sign-up or a public tender portal — every bounce and marketing blast becomes a task; give uncontrolled senders a Form instead.

Mind the direction of travel. Email-to-task brings mail into ClickUp. Sending mail from ClickUp is a separate feature, the Email ClickApp, which an owner or admin enables so members can link an Outlook, Microsoft 365, Gmail or IMAP account and correspond inside a task; linked-account counts, templates, signatures and scheduling vary by plan, and email Automations depend on a linked account too. Our Microsoft 365 and Google Workspace guides cover that side.

For volume, ClickUp's documentation is explicit: it recommends the API rather than email for creating large quantities of tasks and states that it does not support automating the email feature. A mailbox rule forwarding info@ to a List address copes with a trickle; a system pumping hundreds of notifications a day belongs on a Form, a webhook or the API. And an email attached to a task is stored and searchable inside ClickUp like any other content — a point for the data-protection review that UAE and Qatar privacy rules expect for client and personal correspondence.

A two-week rollout

Email-to-task needs no implementation project, but it does need agreement.

• Week 1 — Choose three intake Lists (procurement, bids, client requests), copy their addresses into a shared contact list, and agree tag spellings and a bilingual subject convention such as "RFQ-2026-118 · طلب عرض سعر".
• Week 1 — Ask IT to approve the Outlook add-in scopes, or roll out the Chrome extension for Gmail teams, starting with the five people who forward the most.
• Week 2 — Run the first real week with every quote, bulletin and client request going through the door, then add Automations on the intake Lists (assign by tag, set priority from a keyword in the name) so forwarded mail arrives already routed. Remember the add-in does not work on phones or shared mailboxes; the List address does, from any device.

How BuyClickUp helps

BuyClickUp is an independent ClickUp partner operated by Inspark, a Salesforce and ClickUp consultancy serving the UAE, Qatar and Kuwait. Email intake is among the first things we set up in an implementation: intake Lists, tag and subject conventions in Arabic and English, add-in approval with your IT team, routing Automations, and training that turns a forwarding habit into a tracking culture. Tell us how correspondence reaches your team today through our contact page, or take the free ClickUp readiness assessment.

ClickUp is a trademark of Mango Technologies, Inc. This article reflects our reading of ClickUp's help documentation in October 2026. Feature availability, add-in compatibility and attachment limits vary by plan and change over time — confirm current details with ClickUp before relying on them.