Skip to content
On this page

Email integration

With the Capacities email integration, you can save formatted messages, images, or files to Capacities from your inbox. You can of course also forward emails to Capacities.

Email integration


You don't have to set up anything to use this integration, just use the email address you signed up with. If you want to add additional email addresses open the Capacities app and go to "Account > Settings > Integrations > Email" and follow the instructions there.

Choosing a default space

This is an optional step, but if you want to set a specific space as the default for recieving emails, open up the email settings (settings > integrations section > email) and choose the correct space from the drop down menu.

Choose default email

How it works

Simply send an email to from the email address you signed up at Capacities. It will be appended to your daily note as a "Toggle" Block with an email icon. Just click on the toggle to open it.

Sending an email to a specific space (not the default)

You can do this by editing the subject of your email.

You can add the space number, here the third space, based on the order of your spaces in your home dashboard.

/3 My email subject

Furthermore, you can add tags to your note with the # symbol

My email subject #hashtag


You can send formatted emails. You can use all Capacities shortcuts:

  • # , ## , ### , and #### for headings
  • - for bullets
  • 1. for numbered lists
  • > for quotes
  • **text** for bold text
  • *text* for italic text
  • [] for to-dos

Standard markdown formatting is supported as well.


To add tags to your message simply use the # symbol. Capacities matches your text with your existing tags or will create new tags.

❗️ Rules for tags

  • You cannot use special characters in your tags.
  • Tags will automatically be transformed. So if you have a tag called Cognitive Bias simply add #cognitivebias to your text, and it will automatically be matched.

Linking and creating content

You can create new objects and link existing content from your email. Use the following syntax inside the body of your email (not supported in the subject line):

[[page/Wendelstein reactor]]

to link to a page with the title "Wendelstein reactor". If this page exits in your space it will create a link to it, otherwise, a new page will be created. This works for all object types in your space. If you have a object type Person you can link or create it by using [[person/Steve Jobs]].


Note that this will only create a link to a new or existing object. It will not insert the content of the email or the subject line into the linked object.

You can use this at the beginning of a paragraph to create a new block link for that object or somewhere in your text to create an inline link to that object.

Alternative ways of "create or link" are +person/Steve Jobs/ and @person/Steve Jobs/, similar to the syntax you can use in the app.

If your object type contains space characters, like "Book Summary" you need to specify it in upper camel case format: [[BookSummary/Sapiens]], +BookSummary/Sapiens/, or @BookSummary/Sapiens/.

If you only want to link and not create you can do this by just referencing the title:

[[Steve Jobs]]

If you want to save a web link, paste the web link into a new line. If you want you can add tags with the # symbol after it: #pkm #note-taking

The web link will be tagged and saved to your web links database as well.

Saving images and files

If you send images or files as attachments. They will be added to your daily note.

Saving code files

If you send a code file, for example, a Typescript or Python file ending with the corresponding extension it will automatically be transformed into a code block that you can continue editing in Capacities.

Saving markdown and text files as pages

If you attach .md or .txt files to your email they will be saved as pages in your space. The file name will be used as the title of the page.

## Privacy notes

All emails you forward to Capacities are not sent to a classic inbox. Nobody working at Capacities has an inbox for ``. It's only a programmatic queue where all emails are held for a short period of time. They will be processed by our servers once they get received by the queue and are redirected to the corresponding space based on the email address they were sent from. After an email was added to your space it will be deleted from that queue. If you want to read more about privacy in general visit [this page](/more/data-protection).

<AllFeedback />

Built with ❤️ and ☕️ in 🇪🇺.