Move from email to Slack
Moving important information that typically gets buried in your email inbox to your Slack workspace improves productivity. You’ll boost transparency, stay better connected and your team can find what they need at their fingertips.
- Members have access to discussions happening across the workspace.
- Everything made public in the workspace is archived and searchable.
- Your team can collaborate in real time and instantly notify the right people.
To centralise your team’s communication, we offer some suggestions for transitioning email conversations into your workspace.
Step 1: Invite people to your workspace
Unlike email, Slack allows you to bring all your teammates into a single collaboration hub, making communication easy to initiate and follow. To get your whole company working together, invite your coworkers and employees to become members of your workspace.
Invite new members to join
Anyone in your workspace can invite new members by default, but workspace owners and admins can choose to restrict who is allowed to send invitations.
💡 Read up on how to invite new members to your workspace.
Connect to partners outside your workspace
Instead of splitting your time between Slack and email, you can add people outside your workspace as guests and control which channels they have access to.
To connect with people who use Slack at a different organisation, you can share channels to create a common space for working together.
Invite members to join channels
Once they join your workspace, members can browse and join channels or you can invite members to channels proactively. We recommend creating channel naming guidelines that make it easier for people to find the right channels to get work done.
Tip: To start everyone off on the same page, designate a set of starter default channels that anyone who joins your workspace will automatically become a member of.
Step 2: Switch to Slack features
There are plenty of features to help you transition smoothly away from email:
Send emails to Slack
You can forward all emails you receive right to Slack by either activating a forwarding address or connecting the Email app to your workspace.
Link to your Slack profile in your email signature
Help others find you on Slack by sharing a link to your profile in your email signature. The link will only open for members of your workspace, making it a great way to introduce Slack internally.
Use user groups as distribution lists
Need to send a message to a select group of people? Create a user group (e.g. @marketing, @legal, @sales-team) to notify several people at once.
Step 3: Move communication into Slack
📝 Work together on documents
Channels make it easy to collaborate on a document, and comments and feedback become searchable for everyone. Review changes and understand how decisions were made without digging through email chains.
You can add files to Slack from any device. Tools from the Slack App Directory like Google Drive for Slack even allow you to control file permissions from your workspace, including who can view, comment and edit a document.
📣 Draw attention to urgent items
Communicate a message’s priority by sharing it in a designated announcements channel – as opposed to using all caps in an email subject line!
Rename the #general channel to #announcements. Everyone is a member of the channel, so your whole company will see whatever you post. Limit who is allowed to post to the channel to keep the focus on urgent relevant info. You can also try creating announcement channels based on your specific needs:
- #announcements-global: announcements meant for the entire organisation.
- #announcements-sales: announcements for a specific department or team.
- #announcements-ldn: announcements aimed at a specific office or location.
Tip: With Slack for Mobile, you can stay up to date on announcements made wherever you go!
🛎 Notify specific members
Efficiently grab the attention of an individual or group by including an @mention with your message to notify the person or user group. Mention a member to notify a person and manage user groups to ensure the right people are notified.
📜 Compose long-form messages
Draft posts are stored in Your files – just click More items in the top right. To make your message easy to reference, pin the completed post in any channel or direct message.
Step 4: Stay on top of your to-do list
When you don't have time to review a file or reply to messages, our built-in tools help you to stay organised and follow up later.
Set reminders for future tasks. You can set a reminder from a message or file shared in your workspace or use the slash command /remind.
- Star messages to follow up later. For example, to read a message later on, you can add a star and find it in your personal Starred items section.
- Mark messages as unread, just like emails. Hover over a message and click the More actions button, then choose Mark unread.