Everything You Need To Know About Google Tasks! - SmartKarrot

Everything You Need To Know About Google Tasks!

Discover the ins and outs of Google Tasks in this comprehensive guide. Master task management with tips and tricks.

Everything You Need To Know About Google Tasks
Everything You Need To Know About Google Tasks

Maximize your productivity with Google Tasks! Discover the most recent features and benefits of this amazing to-do list tool with our simple guide to generating and organizing your daily activities.

What Are Google Tasks?

Google Tasks is one of the many tools created by Google where you can create a list with self-created tasks and subtasks. These tasks can be assigned due dates and be placed on your Google Calendar. Since Google Tasks are linked to Gmail, you can convert emails themselves into tasks by dragging them into the tasks sidebar. With Google Tasks, users can create lists, tasks, and subtasks. Let’s talk about the difference between these three features below.

Lists serve as the top level of the structure that makes up Google Tasks and can be used to separate work tasks from personal ones, categorize tasks for ongoing projects, or any other division that suits your needs. Tasks represent individual items you need to complete within each list, while subtasks or tiny tasks allow you to break down tasks into smaller, more manageable components.

What’s the Difference Between Google Tasks and Google Keep?

With so many tools and integrations that Google offers, it’s easy for users to distinguish their differences. The tools that are most commonly mistaken for one another are Google Tasks and Google Keep. That is why down below, let’s dive into some of their key differences.

Google Keep is a note-taking platform. This tool offers many customizable features like color code, labeling, ability to pin certain notes that are important. A cool feature of Google Keep is user’s ability to set date and time notification reminders for their notes as well as share these notes with others.

On the other hand, Google Tasks is a minimalist task management app where you can create tasks, subtasks, and lists. You can also add due dates and priorities to your tasks. Adding date reminders to Google Tasks will place a marker on your Google Calendar for that day.

How To Access Google Tasks

Google Tasks can be accessed from various platforms and integrated into other Google services. Here’s how you can access Google Tasks:

Accessing Google Tasks from Gmail

  1. Open your Gmail account.
  2. Click on the symbol of the dots arranged in a square on the right.
  3. Scroll down to the app labeled “Tasks Board For Google Task” (we’ll review Google TaskBoard in greater detail later).

Accessing Google Tasks from Google Calendar

  1. On the right side of the screen, you’ll see a side bar with various icons.
  2. Click on the blue checkmark icon that says “Tasks” when you move your cursor over it.

Using a Mobile Device to Access Google Tasks

All you have to do to access Google Tasks on your mobile device is download the Google Task app from the App Store or the Play Store if you are using a tablet or non-Apple device.

How To Manage Google Tasks

Managing your Google tasks effectively is key to maximizing your productivity. Here are some essential tips for organizing your tasks:

Organizing Google Tasks With Lists

You can make a list in Google Tasks by following these steps:

  1. Go to Gmail, Calendar, Chat, Drive, or a file in Google Docs, Sheets, or Slides.
  2. On the right, click Tasks.
  3. At the top, click the Down arrow.
  4. Click Create a new list.
  5. Enter a name for your list that describes what category/topic it serves as its purpose such as school or work and then click “Done”.

You can also switch between lists, rename lists, and reorder lists using the same menu

How to Create Tasks and Subtasks in Google Tasks

  1. Select the list where you want to add tasks and click “Add a Task”.
  2. To create subtasks under a main task, click the three-dot icon next to it.
  3. Then, click on add subtasks. You can either type in your subtasks or move another task under the main task by dragging and dropping it.

Setting Due Dates For Tasks in Google Tasks

  1. To set a due date for a task, click on the task to open its details.
  2. From here, you can modify a task’s intended date/time details by clicking on the icon of the arrows pointing in different directions from each other.
  3. You can now choose a due date from Google Tasks’s digital calendar.
  4. Don’t forget to save your changes when you adjust the deadlines of your tasks.

Setting Notifications For Google Tasks

  1. After you’ve chosen the date you want the task to be completed, your tasks will show up directly on the specific date you set on your Google Calendar.
  2. You can opt-in for Google Tasks to send you desktop notifications when these deadlines are due.
  3. To enable Google Tasks notifications, navigate to the toolbar icon on your Google Calendar interface.
  4. Under “Desktop Notifications”, you can customize Google Calendar to send out notifications 0-5 minutes before your tasks are due.

Google Tasks Automation

While Google Tasks does not have native automation features, you can automate your task management system using third-party solutions. You may use tools like Zapier and IFTTT to build automated workflows that connect Google Tasks to other applications and services.

What Are Some Advanced Features Of Google Tasks

  • Recurring Tasks: Google Tasks allows you to create recurring tasks that repeat at specified intervals. Whether it’s a weekly report, monthly bill payment, or daily exercise routine, you can set tasks to recur automatically, saving you time and effort in creating repetitive tasks manually.
  • Adding Attachments: This tool allows you to link important papers, photos, or other files to specific tasks, ensuring that all essential information is conveniently available in one location. By clicking on the paperclip symbol, you may add files.
  • Adding Notes and Details: Each task in Google Tasks can include additional notes and details. You can utilize this feature to add specific instructions, important links, or additional context to tasks. These notes serve as valuable references and provide comprehensive information for completing tasks efficiently.
  • Labeling Tasks: You may add labels or tags to tasks in Google activities, which helps you to categorize and organize your activities beyond simple lists. Custom labels based on themes, projects, or priority levels can be created to enable for easy filtering and sorting of tasks based on specified criteria.
  • Search Functionality: Google Tasks has a search tool that allows you to easily identify certain tasks by entering keywords or phrases. This functionality is especially handy when you have a big number of activities spread over different lists and need to quickly locate a certain task.

What Are Some Google Tasks Keyboard Short Cuts You Should Know About – The Top 10

  • Create a task: Enter
  • Mark a task as complete: Space
  • Indent task: ⌘ + ] (Mac) Ctrl + ] (Windows)
  • Remove indent: ⌘ + [ (Mac) Ctrl + [ (Windows)
  • Add sub-item: ⌘ + Opt + Return (Mac) Ctrl + Alt + Return (Windows)
  • Finish editing: Esc or Enter
  • More actions: (period) or v
  • Move down: ⌘ + Down (Mac) Ctrl + Down (Windows)
  • Move to bottom: ⌘ + Shift + Down (Mac) Ctrl + Shift + Down  (Windows)

How to Be More Productive with Google Tasks? – Our Top 7 Tips

  • Write Everything Down: Whenever you think of a task, feel free to your task list right away. This helps you avoid forgetting tasks and ensures that nothing gets missed.
  • Prioritize and Focus: Regularly review your task list and prioritize tasks based on their importance and urgency. Focus on completing high-priority tasks first to maximize productivity and achieve your goals efficiently.
  • Break Tasks Into Smaller Steps: For complex or larger tasks, break them down into smaller, actionable subtasks. This approach makes tasks more manageable and allows for a sense of progress as you complete each subtask.
  • Organize Tasks Using Labels and Categories: Assign labels or categories to your tasks depending on the specific projects they belong to and their priority level. Organizing your tasks into categories makes it simple to filter activities when directly searching for them from the search bar in Google Calendar so you can quickly locate and focus on the most important ones.
  • Leverage Reminders: Take advantage of reminders in Google Tasks to receive notifications about upcoming due dates or important tasks. Set reminders that align with your workflow and preferences to ensure you stay on track and meet your deadlines.
  • Regularly Review and Update: Schedule regular reviews of your task list to assess progress, reprioritize tasks if needed, and ensure that you’re aligned with your goals. Regularly update task details, such as due dates or additional notes, to keep your task information accurate and relevant.
  • Practice Discipline and Consistency: Make using Google Tasks a habit by incorporating it into your daily routine. Consistently review and update your tasks, adhere to your set deadlines, and practice disciplined task management to maintain a productive workflow.

Collaborating on Google Tasks – Google TaskBoard

While you can’t share your tasks directly with others using Google Tasks, you can enable the feature when managing your tasks within Google Taskboard. Your Google Tasks are automatically integrated with Google Taskboard, so you can instantly view all of your tasks once you download and log in to the platform. Below, let’s explore some more cool features of Google TaskBoard that extend the capabilities of Google Tasks.

Sharing Your Task List

To share your Google Tasks list with others, click on the three-dot menu item next to your chosen tasks list. Then click on “Share List”. Next, you can simply just copy the provided link to be able to allow anyone with the link to be able to view and edit the task list. It’s important to note that TaskBoard comes with both free and paid version plans. With the free version plan, you can share your tasks list with up to five people.

Creating Multiple Boards

One of the best parts of Google Tasks Board is how physically organized the interface is as all of your task lists are spread out evenly on the interface in the style of a  Kabaan board. Users can create multiple task boards to help assist in both their personal and professional goals and to-does. You can add a new board to your Google Task Board by navigating to the three-stacked line icon on the top left-hand corner of the screen. Then, you can click on the plus-sign icon that states “Add Board”. Note, however, that this feature to add a board is only available on paid premium plans.

Export Your Boards To Google Sheets

In situations where it’s crucial that you keep track of important due dates for your Google Tasks, Google TasksBoard gives you the ability to directly export your task list to a Google Sheet. You can export your tasks by navigating to the three-dot menu icon (⋮) located next to the name of your tasks list. Then, simply click on “Export To Google Sheets”. Google TaskBoard may ask for your permission to access the extension to your Google account which includes Google Sheets, so be sure to enable this permission.

Additional FAQ For Google Tasks

Q: Can I use Google Tasks offline?

A: Yes, Google Tasks has offline functionality. You can access and manage your tasks even when you don’t have an internet connection. Any changes made while offline will sync once you regain internet connectivity.

Q: Can I attach files or add additional notes to tasks in Google Tasks?

A: Yes, you can add attachments to tasks to your Google Tasks while in TaskBoard, allowing you to associate relevant files or documents. You can add a file by clicking on the paperclip icon under your chosen task before selecting the file you want to upload.

Q: Can I access Google Tasks on different devices?

A. This tool can be utilized on really any device, including desktop computers, laptops, smartphones, and tablets. The platform is easily accessible by performing a simple “Google Tasks” search on a web browser and by downloading and launching its mobile app from the Google Play (for Android smartphones or select tablets) or App Store (for Apple devices) stores.


Google Tasks and Taskboard is an invaluable platform for creating and monitoring your daily tasks. It also syncs with nearly every Google tool out there like Google Calendar and Gmail. This tool is great for coping with pressure and enhancing your time management abilities.

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