Google Tasks tips and tricks

Google Tasks

Google Tasks When you’re busy, it’s hard to keep track of every errand. A tool like Google Tasks can help you stay organized and ensure you make it to your appointments on time. Google Tasks combines Google Calendar and Google Assistant reminders in one place. You can use Google Tasks to can create to-do lists, set a due date and time, and tick off tasks from your list when completed. You can also synchronize multiple devices to view to-do lists from any place and at any time. The app is accessible on the top Android phones and iOS devices. Web versions are also available to PCs when you use Google Docs, Sheets, or Slides online.

If you need a task management tool to increase your productivity, here are 10 tips and tricks to achieve that with Google Tasks.

What is Google Tasks used for?

Google Tasks is a free to-do list application that you can use to organize your everyday activities. You can create tasks and assign due dates and a time to them. There’s a subtask option for breaking down complex projects into smaller bits. When your task meets the deadline, you receive a notification on your device and can mark it as complete or set it to repeat at a later date.

You can also separate tasks into different lists, which is beneficial if you have work and personal chores you want to keep separate. The app is part of Google Workspace, and you can access it for free with a Google account.

You’ll need to download and install Tasks from the Google Play Store or Apple Store, as it’s not pre-installed on your phone. However, there is no native app for PCs, and you can only access it as an add-on to the web app versions of Google Docs, Sheets, and Slides.

1. Create recurring tasks

Google Tasks allows you to specify a date and time when a particular task will repeat itself. Use this function to receive regular notifications of activities you’ll repeat within the week. You don’t have to create a new task from scratch whenever you need a reminder about that activity.

On Android smartphones

  1. Open the Google Tasks app and tap the icon to create a new task.
  2. Tap the Calendar icon to choose a due date for your task.
  3. Tap Set time to display a clock. To choose the time you want to receive notifications, drag the clock’s hand.
  4. Select either AM or PM to switch between morning and nighttime. Or, use the keyboard icon to type your preferred time. Tap OK when done.
  5. Tap Repeat to open a new menu. Use the drop-down box and numbered box beside it to type how many days, weeks, months, or years the task will repeat.
  6. Go to the Starts section and select the date you want notifications for the tasks to start.
  7. Go to the Ends section and tap Never to continuously receive notifications for the task.
  8. Select On to choose a date when the notifications will stop.
  9. Select After to end your task after several occurrences.
  10. Tap OK when you’re done.

On computers

  1. Open Google Docs, Sheets, or Slides.
  2. Go to the sidebar on the right side of your screen and tap the Tasks icon. The sidebar expands and shows an overview of your tasks.
  3. Select Add a task and choose Date/time to set when you want to receive notifications for the task.
  4. Use the drop-down box and numbered box to choose how many days, weeks, months, or years the task will repeat.
  5. Go to the Starts section and choose the date you want notifications for the tasks to start.
  6. Go to the Ends section and tap Never to receive notifications continuously without ending.
  7. Select On to choose a stop date for the notifications.
  8. Select After to end your task after several occurrences.
  9. Click OK when you’re done.

2. Create new lists

Create lists for shopping, groceries, holidays, and formal meetings on Google Tasks. By default, the app creates a My Tasks list for you. Although you can’t delete the list, you can rename it and add tasks to it.

On Android smartphones

  1. Open Google Tasks and tap + New list. Or, tap the menu icon below your screen to add a new list.
  2. Tap the Add (+) icon and select Create new list.
  3. Enter a title for your list and tap Done. Your new list appears in the main menu of the Tasks app.

On computers

  1. Open to Google Docs, Sheets, or Slides on the web.
  2. Click the Tasks icon in the right sidebar.
  3. Click the drop-down arrow and select Create new list.
  4. Type a name for the list and click Done.

3. Add subtasks

Use subtasks to divide complicated tasks into smaller parts. This gives you a clear view of your priorities and helps you complete them faster. For example, if your task is to bake a cake, your subtasks are a breakdown of the procedures. This arrangement keeps you from missing key steps in the process.

On Android smartphones

  1. Open Google Tasks.
  2. Tap to create a new task.
  3. Select Save when you’re done.
  4. Go to the main menu and tap the new task you created
  5. Select Add subtasks.
  6. Enter a title.
  7. To insert another subtask, tap Add subtasks.
  8. Tap the Back button to return to the main menu.
  9. Subtasks appear as individual tasks in your app’s menu. To differentiate between them and regular tasks, tap the three-dot icon below your screen and select Sort by.
  10. Tap My order. Your subtasks align slightly to the right under the main tasks.

On computers

  1. Open Google Docs, Sheets, or Slides on the web.
  2. Select the Tasks icon.
  3. Click the three-dot icon beside the task’s name and select Add a subtask. A new and automatically indented subtask appears under the main task.

4. Add details

You can leave a small note under every task to describe what it’s about or add more information to it, but you can’t add media files like videos and images. However, the Details section supports up to 700 words, so you can leave as much information about your task as needed.

On Android smartphones

  1. Open Google Tasks.
  2. Tap a task you created.
  3. Then tap Add details.
  4. Type a short description for your task and tap Save.

On computers

  1. Open Google Docs, Sheets, or Slides on the web.
  2. Tap the Tasks icon.
  3. Tap a task to expand it.
  4. Tap Details and add a short description for your task. There’s no option to save your description. All three workspace apps automatically save it for you.

5. Move tasks between lists

If you create a new task in the wrong list, you can move it to the correct destination. You don’t have to delete it and create a new one. However, you can’t move subtasks independently because they’re attached to the main task. The best option is to erase the subtask and recreate it under the right task in the right list.

On Android smartphones

  1. Open the Google Tasks app.
  2. Tap the task you want to move to another list.
  3. Tap the drop-down arrow beside the name and select your preferred list. The task moves to the selected list.

On computers

  1. Open the Google Docs, Sheets, or Slides web app.
  2. Click the Tasks icon.
  3. Click the three-dot icon and select the list to move the task into.

6. Move Google Assistant reminders to Tasks

When you create a new reminder or make changes to existing ones on your Google Assistant app, the changes don’t sync with the Tasks app. You need to migrate your existing reminders from the Assistant app to Tasks. Moving your reminders gives you a less cluttered interface to navigate through and a more organized notification system.

Some Android smartphones, like the Pixel 7, have Google Assistant pre-installed, while others need to install it from the Google Play Store. Google has not released an official app for PCs, but you can migrate your Assistant reminders to Tasks using Google Docs, Sheets, or Slides.

On Android smartphones

  1. Open the Google Tasks app and tap your profile icon.
  2. Tap Tasks settings > Move reminders to Tasks.
  3. Tap Select a list to choose the list you want to move your reminders into.
  4. Tap Proceed. Google Tasks migrates your reminders from Google Assistant, and you can view them when you return to the Tasks app.

On computers

  1. Click the Tasks icon in Google Docs, Sheets, or Slides,
  2. Click the three-dot icon beside Add a task.
  3. Click Move reminders to Tasks.
  4. Select a list to move the reminder into.
  5. Tap Proceed.

7. Use a dark theme

In the Google Tasks app, you can choose from three themes:

  • Light: Gives your app a white background and darker text. While it’s bright and attractive, it consumes more battery than the dark theme.
  • Dark: Includes light-colored texts of white and blue on a dark background. Use this theme to conserve battery life. It’s the best option for your eyesight and more comfortable to use in the dark.
  • System default: Uses the theme your device uses. If your device’s settings are set to dark or light themes, that’s what you see on the app.

Dark mode is available for Google Tasks on Android phones, but there’s none for the Google Docs, Sheets, and Slides web apps. You’ll need to download a Chrome extension if you want to use Dark mode on your PC.

  1. Open the Google Tasks app on your phone and tap your profile icon.
  2. Go to Tasks settings > Theme.
  3. Select Dark

8. Explore Tasks widgets

Google Tasks widgets allow you to quickly view and use basic functionalities like creating, moving, and marking tasks from your phone’s homescreen. You can drag them to the desired position and enlarge or reduce the size. Use the widgets to reduce the time it takes to find and open the Tasks app.

  1. Find a blank spot on your phone’s homescreen and long press on it. A new menu appears.
  2. Tap Widgets.
  3. Scroll up and tap Tasks. You’ll find two Google Tasks widgets.
  4. Tap the first widget to create, move, mark, or view tasks at a glance. Tap the second widget to create tasks only.
  5. Your selected widget appears on your homescreen. Long-press and drag the widget to change its position.
  6. Depending on the widget, you may be able to adjust its size. Long-press the widget and drag the blue circles around its edges to change the size.

    9. Move Gmail emails to Google Tasks

    Google Tasks integrates with Gmail, so you can turn emails into tasks. The email isn’t deleted, and you can view it in the Gmail app. Google Tasks uses the subject of the email as the title of your task, but you can edit it. The app also links to the email you created the task from so that you can locate it easily.

    On Android smartphones

    1. Open the Gmail app.
    2. Locate the email you want to add to Google Tasks.
    3. Open the email and tap the three-dot icon at the top of your screen. You can’t move multiple emails to Google Tasks at a time.
    4. Select Add to Tasks. You’ll see the New task created message below your screen.

On computers

  1. Open your browser and access your Gmail account. On the Chrome browser, tap the Google Apps icon beside your profile icon and click Gmail.
  2. Go to your Gmail inbox and click the Tasks icon to expand it.
  3. Drag and drop an email into the Tasks menu to add it as a task.
  4. To create multiple tasks, click the checkboxes beside the emails to select them. Then drag and drop them into the Tasks menu. You can modify the task names and dates afterward.

10. Share Google Tasks from Docs, Sheets, and Slides

Since Google Tasks integrates with Google Docs, Sheets, and Slides, you can create tasks inside your documents from your computer. All three Workspace apps support real-time collaboration, so you can grant people viewing or editing access to your documents, and they will be able to view and complete tasks. Google Docs notifies you when someone changes anything in your document, and you can monitor their progress in completing the tasks.

Never miss a reminder again

With the new update to Google Tasks rolled out, you now have a central hub to view your errands at a glance. Thanks to its integrations with Docs, Slides, Gmail, and other Workspace apps, you get multi-directional access to Tasks from any device you own. However, it’s not suited for you if you manage a large business team, as its interface is bare. If a robust task management solution is important to you, there are other incredible to-do and task management apps for Android you can use instead.

About the Author: AKDSEO

You May Also Like