Gmail sync

Gmail emails sync automatically to your Notion database through 2sync. New emails matching your filters create pages in Notion within minutes. You choose which mailboxes and labels to include, how fields map to Notion properties, and which emails to archive.

How do I get started?

Connect Gmail

1. Go to the Gmail & Notion Sync onboarding
2. Click Connect Gmail
3. Sign in with your Google account
4. Grant permissions for 2sync to access your emails
5. Select which mailboxes or categories to sync

Connect Notion

You can connect Notion in two ways:

Using the 2sync template:

1. Click Connect with Notion
2. Select Use a template provided by the developer
3. Click Allow access

Notion duplicates the default Email Archive template to your workspace, and 2sync automatically detects the database. See setting up a Notion database for more options.

Using your own database:

1. Make sure your database is connected to 2sync: click (•••) > Add connections > 2sync on the database page
2. Copy the database link from (•••) > Copy link
3. Paste the link when prompted

How do I map fields between Gmail and Notion?

Field mapping controls how email data transfers from Gmail to Notion. Since Gmail sync is one-way, all fields flow from Gmail to Notion only. For a complete reference of every supported field, see Gmail fields.

Available fields

Adding fields

Click + Add Field in the Field Mapping section to add additional fields. Not all fields are shown by default.

Body content

Email body syncs to the Notion page content (not a property). The full email appears when you open the page, preserving basic formatting like bold, italic, links, and lists.

How do I filter which emails sync?

Filters let you sync only specific emails. In the Filters section:

1. Choose your filter strategy: No filtering, All conditions, or Any condition
2. Click + Add Condition
3. Pick a field, an operator, and a value
4. Add more conditions as needed
5. Save your automation

By mailbox and category

Select which Gmail categories to sync during setup:

• Inbox: All inbox emails
• Starred: Only starred emails
• Important: Emails marked important
• Sent: Your sent emails
• Categories: Social, Updates, Promotions, Forums

By label

Sync only emails with specific labels:

1. Go to the Filters section in your automation
2. Add a condition: Labels contains [Label Name]
3. Only emails with that label sync to Notion

By sender

Sync emails from specific senders or domains:

1. Add a filter condition: From contains [email or domain]
2. Only matching emails sync to Notion
3. Combine with labels for precise filtering

Timeframe limits

How far back 2sync syncs depends on your plan:

• Recent emails within your plan's time window
• First sync processes historical emails matching your filters
• New emails sync continuously after setup

How does email threading work?

Thread relations

Map Thread (Relation) to group emails from the same conversation:

1. Create a Threads database (or use self-relation on the same database)
2. Map Thread (Relation) to link related emails
3. View entire conversations grouped together in Notion
4. Use Notion rollups to count messages per thread

Thread ID

Map Thread ID to a Text property for a simpler approach. Filter or group by Thread ID in Notion views to see conversation threads without a separate database.

Attachments

Attachment names and links sync, but files are not copied to Notion storage:

1. Map Attachments to a Files & Media or Text property
2. Attachment names and links appear in the mapped property
3. Click to open or download from Gmail directly
4. Use the Gmail Link to access the full email with all attachments

How do I link emails to other data?

Connect to contacts

If you use Google Contacts sync:

1. Set up a Google Contacts automation to a separate Notion database
2. Map From to a Relation property linking to your contacts database
3. Open any contact page in Notion to see all emails from that person

Connect to calendar events

Link meeting-related emails to calendar events:

1. Set up a Google Calendar automation
2. Create Notion relations between your email and calendar databases
3. Use Thread ID or subject matching to connect related items

Connect to projects

Link emails to project pages:

1. Add a Relation property to your email database pointing to a projects database
2. Tag emails with the relevant project in Notion
3. Use Notion rollups to see all emails related to a project

Common scenarios

Email archive

Create a searchable email archive in Notion:

1. Set up a Gmail automation filtering by a specific label (e.g., "Archive")
2. Map Subject, From, Date, and Labels fields
3. Add Notion-only properties like "Category", "Status", and "Notes"
4. Create Notion views filtered by date, sender, or label
5. Use Notion's search to find any archived email

Client communication log

Track client emails for a complete interaction history:

1. Create a Gmail label for each client (or use a domain-based filter)
2. Set up a Gmail automation filtered to those labels
3. Link emails to your contacts database using a Relation property
4. Add Notion-only properties like "Follow-up Date" and "Action Required"
5. Create a view grouped by client to see all communications

Project email inbox

Sync project-related emails to Notion:

1. Create a Gmail label for each project
2. Set up a Gmail automation filtered to that label
3. Map Thread (Relation) to group conversations
4. Link emails to project pages using Notion relations
5. Add status properties to track which emails need action

Receipt tracking

Archive receipts and invoices:

1. Star receipts in Gmail or apply a "Receipts" label
2. Set up a Gmail automation filtered to starred or labeled emails
3. Map Subject, From, Date, and Attachments fields
4. Add Notion-only properties like "Amount", "Category", and "Reimbursed"
5. Create views grouped by month for expense tracking

What is the delete behavior?

Gmail sync uses conservative deletion by default. For more details, see delete behavior.

• Deleting in Gmail: The email is un-synced from Notion (Notion page remains unless deletion is enabled)
• Deleting in Notion: No effect on Gmail. Your emails are always safe
• Enabling deletion: Removes Notion pages when emails leave your sync criteria

Account discontinuation

If your Gmail account will be discontinued:

1. Before the account closes, all synced emails remain in Notion as pages
2. Email body content is preserved in Notion page content
3. Gmail Links and attachment links stop working after account closure
4. Export important content from Notion before the account is removed

See Connection Issues guide for details.

Tips and best practices

Sync frequency

• Solo plan: Syncs every 5 minutes
• Premium plan: Syncs every 3 minutes
• Pro plan: Syncs every 2 minutes

Click Sync Now on your automation to trigger an immediate sync.

Label strategy

Create a focused syncing strategy with Gmail labels:

1. Create labels in Gmail for emails you want in Notion (e.g., "Notion Archive", "Important Clients")
2. Apply labels manually or with Gmail filters
3. Set up your automation to sync only those labels
4. Keep your Notion database focused on relevant emails

Avoid syncing everything

Syncing your entire inbox creates noise. Instead:

• Sync starred emails only for a curated archive
• Use specific labels for targeted collections
• Filter by sender or subject for focused databases
• Combine multiple conditions for precise filtering

Regular review

Periodically review your Notion email archive:

• Remove irrelevant entries
• Add notes and context to important emails
• Link emails to contacts, projects, and tasks
• Archive completed threads

What should I do next?

Now that your Gmail sync is set up:

1. See every field that syncs between Gmail and Notion
2. Set up filters to sync only the emails you need
3. Link emails to contacts and projects
4. Set default values for empty fields

Related

• Gmail fields for a complete reference of every supported field
• Archive emails to Notion for a detailed email archive workflow
• Google Contacts sync for linking emails to contact pages
• Relations for connecting emails to contacts and projects
• Filters overview for controlling which emails sync
• Delete behavior for understanding what happens when emails are removed
• Default values for setting fallback values on empty fields
• Notion property types for choosing the right property for each field
• Connection issues for troubleshooting account and permission problems

FAQ