In today’s busy world, it can be tough to stay organized and on top of everything you need to get done. Between work, family, and other commitments, our to-do lists seem to get longer and longer. This is where Google Tasks comes in!
Google Tasks is a simple yet powerful to-do list app that helps you manage tasks and boost productivity. Whether used alone or integrated with other Google apps like Gmail and Calendar, Google Tasks makes it easy to stay organized.
In this article, I’ll walk through exactly how to use Google Tasks to tackle your to-do list and get things done. I’ll cover:
- Accessing Google Tasks
- Creating tasks
- Editing and organizing tasks
- Setting due dates
- Adding notes
- Moving and reordering tasks
- Marking tasks complete
- Viewing completed tasks
- Deleting tasks
- Integrating with Gmail and Calendar
- Google Tasks settings
- Keyboard shortcuts
- Additional tips for task management success
Let’s dive in!
Accessing Google Tasks
The first step is accessing the Google Tasks app. Here are three easy ways to get started:
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Open tasks.google.com – This will take you directly to the web version of Google Tasks. It works right in your browser.
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Visit Gmail and click on Tasks icon – If you use Gmail, look for the Tasks icon on the left rail (it looks like a list). Click it to open your task list.
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Install mobile app – Get the Google Tasks apps for iOS or Android to access tasks on the go.
The Tasks interface is straightforward with lists displayed on the left and tasks in the selected list shown on the right. Now let’s look at how to start adding and managing tasks.
Creating New Tasks
Adding new tasks is simple in Google Tasks. Here are a few ways to do it:
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Press the + button – Look for the large + button at the top of your task list. Click it to create a new task.
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Use quick add – Start typing a task in the quick add box at the top and hit enter to add it to your list.
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Add tasks via email – Forward an email to
[email protected]to turn it into a task. -
Use Google Assistant – Say “Hey Google, add [task] to my task list” to voice add a task handsfree.
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Import tasks – Bring tasks in from other apps by going to Menu > Settings > Import.
Once added, you can click on a task to open an editing sidebar on the right. Here you can add details, assign dates, set reminders, add subtasks, and more.
Editing and Organizing Tasks
Google Tasks makes it easy to edit and organize your list on the fly. Here are some key features:
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Add subtasks – Break big tasks down into smaller steps by adding subtasks under the main task. Just click the +.
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Set due dates – Give tasks due dates to add a sense of urgency. Click the date field or calendar icon to set.
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Add notes – Flesh out task details in the notes section under each one.
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Personalize lists – Create multiple lists like “Personal” and “Work” to organize tasks. Click +New List.
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Rearrange tasks – Drag-and-drop tasks to reorder them within a list.
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Mark complete – Check the box next to a task to mark it complete and cross it off your list.
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Restore tasks – Accidentally mark something complete? Just uncheck the box to undo.
With these features, you can fully customize your tasks to match your workflow. Next let’s look at some key options for setting due dates and reminders.
Setting Due Dates and Reminders
Due dates are great for adding urgency to tasks and making sure things get done on time. Google Tasks enables you to set due dates as well as reminders.
To set a due date:
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Click the date field next to a task or the calendar icon
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Select your desired due date on the calendar
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For recurring tasks, enable “Repeats” and set the frequency
To set a reminder:
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Click the “More” icon next to a task
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Select “Remind Me”
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Choose when you want to be reminded before the due date
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Options include 5 minutes before, 30 minutes before, 1 hour before, etc.
Due dates sync across Google Calendar for an integrated experience. The reminders will pop up in your desktop or mobile notifications.
Now let’s look at how to add extra details and context to tasks using notes.
Adding Notes to Tasks
Don’t just list the task – add relevant links, files, and details with task notes. Here’s how:
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Click on a task to expand it
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Scroll down to the “Notes” section
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Start typing your notes and details
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Add bullet points, links, images, and more
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Keep notes concise and action-oriented
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Update notes as you make progress on the task
Some great ways to use task notes:
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Add context like “Meeting with Jill about budget on Friday”
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Include links to reference materials needed to complete the task
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Copy and paste excerpts from emails or docs related to the task
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Add reminders for next steps once the main task is complete
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Paste images and screenshots to enrich the task details
Notes provide invaluable context alongside your basic task list. Take advantage of them!
Now let’s look at reordering and prioritizing tasks within your lists.
Moving and Reordering Tasks
With Google Tasks, it takes just one click to reorder your lists on the fly. Here are some tips:
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Click and drag a task up or down and drop it in the desired position.
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Move tasks between different lists by dragging to the list name on the left.
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Put high priority or urgent tasks at the top of your list.
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Group related tasks together in chunks.
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Create an ordered checklist by numbering related tasks.
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Move completed tasks to the bottom to focus on remaining ones.
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Embed reorderable checklist templates from the task settings.
Don’t be afraid to rearrange your tasks as priorities change. Agile task management is key!
Speaking of completed tasks, let’s look at how to check them off and clear your plate.
Marking Tasks Complete
It feels so satisfying to finally complete a lingering to-do and check it off your list! Here’s how to mark done tasks in Google Tasks:
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Click the empty circle next to a task. It will turn blue with a checkmark.
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On mobile, tap and hold a task, then select the complete icon.
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Click “Mark Complete” in the task sidebar.
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In your list, select all tasks, click “More”, and choose “Mark Complete.”
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Start a task with a [x] checkbox to auto-complete when checked.
The completed tasks will be crossed off your list with a line through them. Feel that sense of accomplishment!
Now let’s talk about revisiting completed items when needed.
Viewing Completed Tasks
Out of sight doesn’t have to mean out of mind. Google Tasks enables you to look back on your finished tasks with the following options:
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Completed view – Click “Completed” in the left menu to see finished tasks from all lists.
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Completed date – Expand a task to see the date you marked it complete.
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Task history – Click the timeline icon to view a task’s edit history.
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Restore tasks – Uncheck the complete box to move a task back to your active lists.
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Search tasks – Use the search bar to find completed tasks. Try searching “completed:true”.
Revisiting completed tasks can provide valuable insights as you evaluate progress on projects and goals. The information is there if you need it.
When you’re ready to clear out your completed tasks, deleting them is easy.
Deleting Tasks
Keeping your lists clutter free is key for productivity. Here are quick ways to delete tasks in Google Tasks when ready:
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Click the menu icon next to a task and select “Delete.”
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Select multiple tasks, click “More”, and choose “Delete.”
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Open a task and click the trash can icon.
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On mobile, swipe left on a task and tap the trash can.
Deleted tasks will be removed from all your lists and the trash. Unlike email, there is no undo so delete carefully!
That covers all the basics of managing tasks and lists directly within Google Tasks. But the tool really shines
How to manage tasks in Google Tasks
Lets say you want to reorganize your to-do list. You can do this with just one click using three preset sorting methods: My order, Date, and Starred recently.
To use one of these methods, click the List options icon, which looks like three dots stacked vertically (⋮), beside Add a task. Choose your desired sorting method, and Google Tasks will organize your to-do list accordingly.
Note: If you sort by date, any tasks without a due date will be grouped under a NO DATE category.
If youd rather reorganize your list manually, its really straightforward. Simply click on the task and drag it to the order you want.
If your task has subtasks, the whole task set, by default, will move when you drag the parent task.
Want to turn a subtask into its own task? Click the task, and drag it to a blank space in the Google Tasks panel.
Theres one more way to organize your tasks: lists. To group tasks into a separate list, click the Task options icon, which looks like three dots stacked vertically (⋮), beside the action item. Choose from existing lists, or click New list to create a new list.
Once youve completed a task, click Mark complete beside the task to remove it from your to-do list.
Need to review your completed tasks? Click Completed at the bottom of the Google Tasks panel to see a complete list of every task youve checked off your list.
And to clear all completed tasks from your Google Tasks history, click the List options icon (⋮) beside Add a task, and click Delete all completed tasks. A pop-up window will appear asking if you want to permanently delete all completed tasks. Click Delete.
Where do I find Google Tasks?
If you didnt know that Google Workspace had a built-in task manager, I wouldnt blame you. Much like the undo send button in Gmail, its a hidden gem tucked away into the borders of most Google desktop apps.
To access it, simply click the Google Tasks icon in the side panel of Gmail, Calendar, Chat, Drive, or a file in Google Docs, Sheets, or Slides. If the icon isnt visible, click the Show side panel icon, which looks like a left-facing arrow, in the bottom-right corner of your app.
Tip: Check out this quick guide to learn how to find and add tasks from inside Google Calendar.
Need to keep track of your tasks while youre on the go? Theres an iOS and Android app for that.
Google Tasks: Get Started Guide (2022)
How do I create a task in Google Tasks?
Mobile: Google Tasks is also available as an app for Android, iPad, and iPhone. Click Add a task, then type in a task title and (optionally) details about the task. To create a new task: On the Tasks sidebar, click Add a task. Next, in the “Title” line, enter a name for the task.
How do I add a task in Google Docs?
In Tasks, each task goes in a list. To start, there’s a default list that you can add tasks to. Go to Gmail, Calendar, Chat, Drive, or a file in Google Docs, Sheets, or Slides. On the right, click Tasks . At the top, click Add a task . Enter a task. To add a date and time, click Date/time. To repeat a task, next to “Date/time,” click Repeat .
How do I access Google Tasks?
You can access Tasks this way from the following Google Workspace apps: Calendar, Chat, Gmail, Docs, Drive, Sheets, and Slides. Note: If you do not see the toolbar with the Tasks app icon, click the at the lower-right corner. The toolbar will slide in from the right. Mobile: Google Tasks is also available as an app for Android, iPad, and iPhone.
What is Google Tasks & how does it work?
Tasks lets you set to-do activities (tasks) and be reminded about them through notifications on your PC or phone at days and times you specify. What sets Tasks apart from other to-do apps is that it’s integrated with the apps in Google Workspace, including Gmail, Google Calendar, Google Docs, and more.
