Task management can become tedious when you are juggling between multiple tasks and multiple apps. It is more of a necessity to create to-do lists before you start missing out on your important to-do’s.

If you are an individual user or a small business owner, Google Tasks app is one of the best to-do list apps for you. Although for a small business, you need to club Google Tasks with other apps. In this article, we’ll go over every detail about Google Tasks – from how to use Google Tasks to how to integrate it with your work apps for better work management (and everything in between). 

Ready? Let’s get started.

What is Google Tasks?

Google Tasks is a simple to-do list that was launched way back in 2008. Back in those days, Google Tasks was literally overshadowed by Google’s other primary features. There was no direct way to access Google Tasks from either Gmail or Google Calendars. 

Fast-forward to 2018, Google Tasks finally got the attention it deserved. To enhance the G-Suite experience, Google put Google Tasks in the forefront along with Drive, Hangouts, and other services.

In the same year, Google Tasks app made it to the app store as a standalone app and in one-year’s time, Google started testing integration with Google Calendars. It was very recently this year that reports revealed how some users may have started to see the integration already live on their Google Calendars app. 

How to Access Google Tasks?

Access Google Tasks on Desktop (Gmail)

In 2018, Google made several design changes to Gmail like smart replies, smart conversations, email snoozing, and many more. Along with these changes came in one major update – Google Tasks icon was placed on the right-hand side of Gmail. It was prominent and easy to access. Infact, you will be able to locate it on the right-hand panel of Drive, Calendar, Docs, Sheets, and Slides. 

Google Tasks icon - gmail

If you are using Google Tasks for the first time, you will see “My Tasks” created as the default task list. Ofcourse, you can edit and modify it. However, you cannot delete it. If you don’t like it, just consider renaming it to whatever you like.

With Google Tasks, you can: 

  • Add or remove a task
  • Create sub-tasks
  • Add dates and times to each task – which are automatically synced to your Google Calendars
  • Add emails as tasks 
  • Mark tasks as complete 
  • Delete completed tasks
  • Have multiple task lists
  • Create different task lists for different accounts

Google Tasks offers you everything you are looking for to create an effective to-do list. It has the most minimalistic design layout giving it a feel of using pen-and-paper, but with added benefits. 

There is nothing complicated about Google Tasks, nor is it designed to handle complicated work projects. For that, you have advanced task management apps.

As Petra Odak from BetterProposals.io says –

The biggest benefit of using Google Tasks is how bare-bones it is. Compared to other project management tools that have tons of integrations, functionalities and options, Tasks is pretty minimal. Some hate it because of this, but I actually appreciate how lightweight it is. Just add your tasks, create a list, go through it when a task is done and that’s it.

You can, however, double the benefit of using Google Tasks by integrating with other apps (which we will discuss in this article a little later). 

Google Tasks come with a handful of desktop shortcuts that you can use. It is available inside your Google Tasks – click on the overflow menu and select keyboard shortcuts to see what shortcuts are available.

keyboard shortcut Google tasks

Here are the available Google Tasks shortcuts that you can use. These shortcuts are only for the desktop version. The below screenshot is taken from a MAC OS. You may see slightly different icons if you are on any other OS like Windows. 

Google Tasks Keyboard Shortcuts
General Enter Details View Shift + Enter
Mark Complete/Incomplete Space
Enter Inline Edit Mode Enter
Delete Delete
Move Tasks Up/Down Control+ up/down arrows
Indent Command + ]
Unindent Command + [
Inline Edit Actions Exit Edit Mode Esc
Add a Task Enter
Add a Subtask Command+Enter
Details View Exit Detail View Command+Enter
Application Undo (If Possible) Command + Z
Open Shortcuts Command + /
Jump to Main Panel Command + Control + ,

Access Google Tasks on Mobile (iOS and Android)

The Google Tasks desktop version and mobile app are pretty much the same in terms of design and layout. There is just one point of difference –

The overflow menu is located on the top right on the desktop and in the bottom right on the mobile app. google tasks mobile versionThe right-hand overflow menu in the mobile version of this to-do app lets you import reminders, rename lists, delete lists, and set up new themes for your Google Tasks app. 

The left-hand bottom overflow menu lets you create new lists, show you the existing lists, and has a link for support. google tasks mobile options

Efficiently organize your work with Google Tasks

Just like with all other G-suite features, Google Tasks app and desktop versions are synced automatically.

Having said that, let’s get started with how you can use Google Tasks for your work. I will walk you through the native features of Google Tasks and how it can be used for marketing, team collaboration, and productivity (along with other apps).

Use Powerful and Native Features of Google Tasks

1. Add Tasks, Sub-Tasks and Recurring Tasks

You can simply add tasks to your Google Tasks to-do list, add a sub-task to it, and put a date and time.

You can add sub-tasks to each task in a simple click, be it on desktop or mobile app. Sub-tasks help in breaking down your work into sections.

For instance, below ‘My Tasks’ is your Task List, ‘Send Article Outline’ is your task title, ‘Send wireframe to the editor’ is your task description that is visible at a glance on your task list, and the remaining pointers are your sub-tasks that are visible only when you expand your task in the view mode. 

Google Tasks and subtasks

When you add a date and time, you can set it to recur every day, every month, or year. If you are wondering how to create recurring tasks, then here it goes – when you add a date and time to your task, click on the Repeat option.

google tasks repeatNow you can set this task to recur every day, month, or year as per your requirement. 

recurring date

If you create a recurring task, you will see this flow icon on that task indicating that it’s recurring. 

recurring icon

2. Create multiple tasks lists for different projects

To create multiple task lists, simply click on the drop-down arrow beside ‘My Tasks’ and create a new task list, as shown below. Add a new name to your task list. 

create task lists

You can also use multiple Gmail accounts to create different task lists. This means you can juggle between your tasks by switching accounts in a click. 

3. Use reminders for your tasks (or import from Google Reminders)

When you create a task, you automatically receive notifications on your email as you’d do for a calendar event. This is simply because any task that you add is automatically added to your calendar. Google has now clubbed Calendar, Tasks, and Reminder with one another. So its all interconnected and hassle-free. 🙂 

Before we look into ways in which a new task can be added, let’s first see how using Google Calendar Reminders and Tasks together may impact your work management.

  • Import Google Reminders to Google Tasks easily

If you’ve been using Google Calendar reminders and Tasks, it makes more sense to put everything in one list for easy viewing and access. 

Google Calendar Reminders work pretty much the same as Google tasks. It helps in putting everything into one view without having to go back and forth. 

To put everything into one single list, open Google Tasks. Click on the overflow menu beside My Tasks (or the task name that you have set up) and select the last option – Copy reminders to Tasks. 

If you have any reminders created and you open the Tasks, you will automatically see a popup at the bottom to copy all reminders to tasks.

reminders to tasks

Note: When you import your reminders to Tasks, it is a one-time activity. When you make changes to the reminders or you add new ones after the import is done, the updates are not synced automatically on Tasks. To sync any new updates, you have to edit inside Tasks manually. Once you start to import, you can also choose to delete all the reminders in Google Reminders. A small pop up shows up when you initiate importing reminders to tasks like this –

dismiss reminders

Now, let’s get on with different ways in which you can add Tasks to your Task list.

4. Add Task from Google Calendars (and vice-versa)

When you add a task with date and time directly on Google Tasks, it is automatically visible on Google Calendars. The trick is to ensure that you have selected the Tasks option in your Google Calendar. 

Google has added specific tabs like reminders, tasks, appointment slots, out of office, and events. When you add a task from Google Calendar by opting for the Task option, you specifically tell Google to treat it as a task. You choose to show it on a calendar or not. All I can is, it is part of segregating and organizing your work and to-do’s better. 

Google Task label in calendar

You can create tasks in Google Calendar as well. To do this, open Google Calendars. Add a date and a time slot for when you want to create a calendar event. When the event editing box opens, simply select Tasks to create a task. 

add task in calendar

Once you have added all the details you need, just click on Save. Now this task appears in your task list on the right. 

view google tasks in calendar

5. Add Google Tasks from Gmail in one-click

You can create tasks directly from your Gmail. 

This is ideal when you quickly want to add an email to your task list because opening the task list and manually adding everything may take time. Same with going to your calendar and then adding a task can take up time. This is your quick option to get it listed in your task list. You can then come back and add details to it. 

There is a ‘add to task’ icon on the top of your inbox along with icons for archive, report spam, mark unread, etc. When an email is selected, these icons show up.

add google tasks from gmail
Adding tasks from Gmail Inbox

To add an email to Tasks, simply select that email and click on the ‘add to tasks’ icon. The Task creator will open and you can add your task with all the details. The email subject line is automatically added as the Title in your Task, which of course can be edited. 

For instance, when I add this email to my Tasks, it takes up the subject line “Follow up from Facebook” as the title in my Tasks. Also, you will see a small mailbox icon indicating that this task is added directly from the email. You can click on the edit icon to add details to this task.

gmail task icon
Adding Tasks directly from Gmail

You can add tasks when viewing an email. It isn’t necessary to always select an email from your inbox and add it to Task. You can do it when reading that email as well. When you open your email, you will find the same set of icons to add your email to your task list. 

add to tasks icon- google tasks
Google Tasks Icon in Gmail

In case you are viewing from your mobile device, simply click on the overflow menu as shown below and add your email to Google Tasks. 

google tasks iOS
Google Tasks icon on iOS

6. Create tasks on the go with Google Tasks’ Chrome Extension

This is more of a cross-platform Google Tasks app on Desktop. This Chrome plugin can either launch as an independent app or open in a new tab. Along with adding daily to-do’s, you can:

  • Expand the sidebar to wider or fullscreen
  • Use it independently in a separate window or tab and not just as a Gmail add-on or Google calendar add-on.
  • Export or print your task list
  • Do general Google Task functions like sort lists
  • Work offline on Google Tasks

This plugin will simply give you a flashback of Google Tasks Canvas from the old days. If you want to take Google Tasks offline, then this plugin is for you. Otherwise, the online add-on version with Gmail and Calendar is way more efficient.

Using Google Tasks as a Gmail add-on is surely the most effective way to add tasks. The tiniest problem is, you have to do it manually; all of it.

What if I tell you there is another alternative to your manual work – that which is automated? Sounds nice, isn’t it? You can integrate Google Tasks with Gmail and Google Calendars to automate adding tasks, adding labels, creating new emails from tasks, and so much more. 

Leverage the power of Google Tasks Integrations

Google Tasks sync perfectly with Google Calendar and Gmail. However, when used with other apps, it perfectly synchronizes your work for you. 

You can integrate Google Tasks with your email marketing apps, marketing automation tools, productivity tools, CRM, and live chat supports. Integrating Google Tasks with other apps lets you add tasks automatically.

There are over 100 apps with which you can sync Google Tasks for hassle-free task management. Let’s look at some use cases that you can try. 

1. Set up Marketing Task Management with Google Tasks

If you are a marketer, you know the amount of to-do’s you have. You are juggling between the email marketing tool, marketing automation tool, CRM, as well as internal messengers. And you make sure all are linked with one another for a 360-degree view of what’s going on where.

Check out some integrations you can give a quick try –

1. Integrate Google Tasks with an advanced marketing automation tool like Hubspot to keep your marketing activities on track.

2. Sync Google Tasks with your CMS, like WordPress to put task creation on auto-pilot.

3. Try integrating Google Tasks with a CRM like Salesforce and sync your sales pipeline and to-do list.

You can integrate Google Tasks with a host of other marketing tools like form builders, landing pages, email marketing tools, and more.

2. Use Google Tasks for Productivity and Team Collaboration

Google Tasks app definitely improves your productivity personally by being an amazing to-do list app.

Rex Freiberger, CEO of GadgetReview says,

We use Google Tasks in combination with Google Calendar to manage our editorial calendar and pass out assignments to our staff. Each day we review content that needs to be produced and add to or create new lists to sort it. Mostly these are sorted into reviews, previews, how-to’s, and news. We also have a catch-all miscellaneous list.

Each piece of content is made as a task and sorted to a list, as described. Those tasks are then assigned to a member of our staff and added to the calendar with a due date for editing and publication date for the piece. Once the content is created, it’s moved off of the corresponding list so everyone knows it’s no longer needed.

However, you can quickly loop in your team (not by sharing but making sure that the smallest task does not escape your notice).  Integrating Google Tasks with your productivity and team collaboration apps can help you stay on track with your work.

Check out some integration options with some of the popular productivity and collaboration tools.

1. Try integration Slack and Google Tasks to automatically send out Slack messages when a new task is added or updated, or a task is completed.

2. Integrate Google Tasks with Trello to put your team collaboration and task management in sync automatically.

3. Use Google Tasks with Microsoft Teams to collaborate and manage tasks efficiently, both for your teams and your personal task lists.

In Conclusion

Whether you are working on your desktop or from your mobile, adding tasks has never been this easier. Google Tasks’s simple interface and features are on-spot for your business and personal needs. Integrate Google Tasks with a host of other apps to leverage the full potential of this simple task management tool. 

Author

Pritha Bose is a Senior Content Marketer with over 7 years of experience in B2B content marketing. She has an eye-for-detail; writes on branding, social media marketing, consumer psychology, and marketing automation for B2B and B2C brands.

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