How to Use the Inbox

The 📥 inbox is the perfect place for your to-do list. You can use it to store any task without a specific time or date.

This article covers information about:

(1) Where is the Inbox?

(2) Create an Inbox Task on Phone

(3) Create an Inbox Task on Mac and iPad

(4) Mark Inbox Tasks Complete

(5) Move Tasks Between Inbox & Timeline

(6) Import Reminders to the Inbox

On iPhone and Android devices, the inbox can be found in the tab bar. Simply tap Inbox to access it.

On Structured for Mac, iPad, or Structured Web, the inbox is located in the top-left corner. Once you tap or click it, the inbox will unfold itself, providing a split-screen view of your inbox next to your timeline.

Inbox tasks are similar to any other task, just without an assigned date or time. To create an inbox task:

1. Open your Inbox.

2. Tap the plus button in the bottom-right corner of the inbox which opens the task editor.

3. Type a title for your task, select an icon, and choose the length of time the task will probably take you to accomplish.

4. Tap Create Task to add the task to your Inbox.

You might have noticed that there's no specific plus button for the inbox on Mac or iPad. But of course, you can also add tasks to your inbox on Mac and iPad. Following, you will learn the different options on how to add inbox tasks quickly on iPad and Mac.

To use drag and drop to quickly add an inbox task, drag the plus button in the bottom-right corner and drop it into the inbox view. Now, you create a New Task that's automatically added to your inbox.

Mac: On Mac, you can use the following shortcut on your keyboard to quickly add an inbox task: ⌘ + ⇧ + N

Structured Web: On Structured Web, you can use the following shortcut on your keyboard to quickly add an inbox task: I

To check off inbox tasks, you can tap them and select the toggle. Alternatively, you can drag the task in the inbox section down to the finished inbox tasks section.

There is no distinct feature to hide completed inbox tasks. However, you can always delete completed inbox tasks quickly by dragging them to the plus button, which converts into a bin, or by asking the Structured AI to clear out finished inbox tasks.

You can learn more about deleting tasks here.

You can also move tasks between your inbox and your timeline. This can be useful to schedule tasks from your inbox at a certain time or day, or if you want to store an unfinished task in your inbox to schedule it at another time.

Once you know when you intend to accomplish a task from your inbox, you can add it to your timeline. To do so:

1. Tap the plus sign next to the title of the task, which will open the Task Editor.

2. You can tap Date and Time to schedule your task in your timeline.

3. Once you're done scheduling, tap the checkmark icon in the top-right corner. This will remove the respective inbox task from your inbox to your timeline.

💡 You can also move a task from your inbox to the timeline via drag & drop.

You may have tasks that you have to do on an irregular basis. Instead of creating a new task every time or using recurring tasks, you can just create a template task in your inbox and copy it into your timeline when you need it.

To achieve this, simply create a normal task in the inbox. Whenever you want to add that task to your timeline:

1. Tap the respective task to open the task editor.

2. Tap the three buttons in the top-right corner and choose Duplicate.

3. This will automatically open the duplicated task, where you can tap Date and Time to schedule your task in your timeline.

4. As soon as you are done with scheduling, tap on Create Task.

This way, your duplicated task will be scheduled in your timeline, the template task will remain in the Inbox, and you can do this process over and over again.

You can also move an existing task from your timeline into your inbox, e.g., if you didn't accomplish a to-do but want to save it for later. There are different ways to do so:

1. Drag & Drop: Drag the respective timeline task to your inbox.

2. Edit Task: Tap the respective task, select the three dots in the top right corner, and select Move to Inbox.

3. Remove Day: Tap the respective task, slide the date to the left to remove the date, and move it to the inbox (iPhone & iPad).

If you're using ⭐️ Structured Pro, you can import your to-do list from the Reminders app into your Inbox. Then you can add the imported tasks to your schedule like tasks created in Structured.

To learn how to enable the Reminders integration, check out How to Import Your To-Do Lists into Structured.