How to archive emails from Gmail or Outlook to Notion
Save emails from Gmail or Outlook to Notion. Filter by label, sender, or subject, link emails to contacts and projects with Relations, and build a searchable archive
2sync lets you save emails from Gmail or Outlook Mail into a Notion database, creating a searchable archive linked to your projects, contacts, and tasks. Email sync is one-way only, flowing from your mail provider to Notion. This guide covers what syncs, how to filter effectively, and strategies for organizing your email archive.
What syncs from email to Notion?
Email sync sends metadata and content from your inbox to Notion pages. Here is what transfers:
| Email Data | Notion Property | Notes |
|---|---|---|
| Subject | Title | Email subject line |
| Sender (From) | Text or Email | Sender address |
| Sender Name | Text | Display name |
| Recipients (To) | Text | Recipient list |
| CC / BCC | Text | Additional recipients |
| Labels / Categories | Multi-select | Gmail labels or Outlook categories |
| Date | Date | When the email was sent |
| Snippet | Text | Short preview of email body |
| Attachments | Files & Media or Text | Attachment names and links (not files) |
| Gmail/Outlook Link | URL | Direct link to original email |
| Is Read | Checkbox | Read/unread status |
| Is Starred | Checkbox | Starred status |
| Body | Page content | Full email body inside the Notion page |
For the complete list of fields, see Gmail fields or Outlook Mail fields.
Attachments sync as links, not files. 2sync does not download attachments to Notion. Click the link to access the original file in your email.
Why is email sync one-way only?
Email sync is strictly mail to Notion. Changes you make in Notion (editing the subject, adding notes, deleting the page) do not affect the original email, which protects your inbox from accidental modifications. See Two-way vs one-way sync for more on how sync direction works.
How to set up email filters
Without filters, every email in your inbox syncs to Notion. Use filters to archive only what matters.
Filter by sender
Sync emails from specific people or domains. Add a filter: From contains "client.com" to capture all emails from a client's domain.
Filter by subject
Capture emails about specific topics. Add a filter: Subject contains "Invoice" to build an invoice archive.
Filter by labels or categories
The most flexible approach. In Gmail, create a label like "Archive to Notion". In Outlook, create a category. Then filter: Labels contains "Archive to Notion".
This gives you manual control. Label an email when you want it in Notion.
Label-based filtering is the recommended approach for most email archives. You keep full control over what reaches Notion, and you can add or remove labels at any time. See Filters for all available filter conditions.
Filter by attachments
Sync only emails with attachments. Useful for building a document reference library.
How to use reset sync history
If you change your filters or want to re-process past emails, use Reset Sync History in your automation settings. This clears the sync state and processes all emails matching your current filters from scratch.
Reset Sync History does not delete existing Notion pages. It re-evaluates all emails against current filters and syncs any that were previously excluded.
How to organize your email archive in Notion
By sender view
Group or filter by the From property to see all emails from a specific person or company.
By date view
Sort by Date descending for a chronological inbox. Add a Calendar view to see email volume over time.
By label view
Filter by Labels to see emails by category. Create separate views for "Invoices", "Client Updates", "Receipts", and other labels.
By project using relations
Link emails to project pages using Notion Relations:
- Create a Projects database in Notion
- Add a Relation property in your email database pointing to Projects
- Manually link emails to their relevant project
- Open any project page to see all related emails via backlinks
By contact using relations
If you also sync contacts with 2sync, map From (Relation) to your Contacts database. Each email automatically links to the sender's contact page, building a complete communication history per contact and forming a key part of a Notion CRM.
How to sync emails from multiple accounts
Create separate automations for each email account. They can point to the same Notion database or different ones.
- Add a "Source" Select property to your email database (e.g., "Gmail", "Outlook").
- Set up one automation per email account with filters scoped to its own items.
- Set a default value on each automation to tag the source automatically.
- Enable Ignore Linked on all automations. See Multiple automations for the full setup.
What are the best practices?
- Avoid syncing your entire inbox: Use labels or filters to keep the archive focused and prevent thousands of irrelevant emails cluttering your database.
- Map Gmail/Outlook Link so you can always jump back to the original email with one click.
- Use the Snippet field for quick previews without opening each Notion page.
- Create a labeling workflow: label emails in your mail app when you want them in Notion, and let 2sync archive them on the next sync cycle.
- Map From (Relation) to your Contacts database if you run a Notion CRM. Each email links to the sender's contact page automatically.
- Periodically review your archive and clean up old pages. Use the Notion Bulk Editor to find and remove duplicates or archived pages.
What should I do next?
- Set up Gmail sync or Outlook Mail sync
- Learn how filters work for email automations
- Build a Notion CRM and link emails to contacts
- Understand one-way vs two-way sync
- Configure field mapping for email properties
Related
- Gmail for Gmail integration setup
- Outlook Mail for Outlook Mail integration setup
- Gmail fields for the complete list of Gmail sync fields
- Outlook Mail fields for the complete list of Outlook Mail sync fields
- Filters for controlling what syncs
- Create a Notion CRM for linking emails to contacts for a full communication history
- Relations for how Relation Database Sync connects emails to contacts and projects
- Two-way vs one-way sync for understanding sync direction options
FAQ
Can I edit emails in Notion and have changes sync back?
No. Email sync is one-way from mail to Notion. Add notes and tags in Notion for your own reference, but they won't affect the original email.
Do email attachments get saved in Notion?
No. Attachment names and links are synced, but the actual files remain in your email provider. Click the link to download from Gmail or Outlook.
How far back can I sync emails?
The sync window depends on your plan. Solo covers 6 months, Premium covers 1 year, and Pro covers 2 years. Use Reset Sync History to re-process emails within your window.
What happens if I delete an email in Gmail?
By default, the Notion page remains but becomes unsynced. If you enable deletion behavior, the Notion page is removed when the source email is deleted.
Can I sync emails from multiple accounts?
Yes. Create separate automations for each email account. They can point to the same Notion database or different ones. Use a Source property and Ignore Linked when sharing a database.
Can I automatically link emails to contacts?
Yes. Map the From (Relation) field to your Contacts database. 2sync matches the sender's email address to the contact record automatically. This requires a Contacts sync automation running on the target database.
What if I change my email filters after initial sync?
New filters apply to future sync cycles only. Previously synced emails remain in Notion. Use Reset Sync History to re-process all emails against your updated filters.
Does the email body appear in Notion?
Yes. The full email body syncs as page content inside the Notion page. Subject, sender, date, and other metadata appear as properties at the top of the page.