How to Automatically Save Incoming iCloud Mail Emails to Notion

Looking for solutions to auto forward and save emails from Gmail or Outlook? We’ve got you covered too.

Gmail auto forward guide | Outlook auto forward guide

Notion is one of the most versatile productivity and task management tools, but it has no native way to save emails directly into a Notion database. If you rely on iCloud Mail as your inbox, that gap is even more noticeable since Apple offers no built-in email integrations at all.

This is where TaskRobin comes in. TaskRobin lets you automatically forward your iCloud Mail emails to a Notion database—complete with attachments, email metadata (sender, subject, timestamps, etc.), and HTML content. Once set up, everything is saved to Notion for easy task management, with no manual copying required.

Why Automate Saving iCloud Emails to Notion?

Imagine automatically saving purchase confirmations, client communications, and important newsletters into Notion, where you can manage them as tasks. With TaskRobin, you can set rules to forward specific emails based on sender, keyword, or subject, making your workflow more efficient and organized.

In this article, we’ll walk through how to set up iCloud Mail rules to automatically forward emails to Notion via TaskRobin.

Step 1: Set Up TaskRobin and Link Your Notion Database

Before configuring iCloud Mail, sign up for a TaskRobin trial and link your Notion database to your TaskRobin account. Follow the on-screen steps, and if you need help, watch our step-by-step video guide.

Once linked, you’ll see your Notion database in the “Integrations” tab on your TaskRobin dashboard. A private TaskRobin forwarding address (e.g., emails@taskrobin.io) will be created automatically. This inbox will be used to forward emails to your Notion database.

Step 2: Configure iCloud Mail to Auto-Forward Emails to TaskRobin

Note: Email forwarding and rules for iCloud Mail can only be set up on iCloud.com—there is no equivalent option inside the Mail app on iPhone, iPad, or Mac.

Forward All Incoming Mail

1. Go to iCloud.com/mail and sign in with your Apple ID.
2. Click the gear icon in the bottom-left corner, then select Preferences.
3. On the General tab, check “Forward my email to” and enter your TaskRobin forwarding address (e.g., emails@taskrobin.io).
4. (Optional) Check “Delete messages after forwarding” if you don’t want a copy left in your iCloud inbox.
5. Click Done to save.

Every incoming email will now automatically forward to TaskRobin and appear in your Notion database.

Advanced Tip: Forward Only Specific Emails with Rules

If you only want certain emails—such as those from specific senders or containing certain keywords—forwarded to Notion, use iCloud Mail Rules instead:

1. On iCloud.com/mail, click the gear icon and select Rules.
2. Click Add a Rule.
3. Choose a condition, such as “If a message is from” a sender or “If the subject contains” a keyword.
4. Set the action to Forward to and enter your TaskRobin forwarding address.
5. Click Done to save the rule.

You can create multiple rules, each pointing to a different TaskRobin forwarding address, to route different types of emails into different Notion databases.

Conclusion: Supercharge Your Email Management with TaskRobin

That’s it! You’ve successfully set up iCloud Mail to automatically forward emails to TaskRobin, where they’ll be saved and organized in your Notion workspace. With TaskRobin, you can now streamline your email-to-task workflow and keep your inbox and Notion in sync—even without any native Apple integrations.

Start using TaskRobin today to simplify your email management in Notion!