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Google Tasks

Colleen Porter
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What can you do with Tasks?

Keep track of your daily tasks, organize multiple lists, and track important deadlines with Google Tasks. Create and update your tasks from Gmail, Google Calendar, and the Tasks mobile apps. Tasks synchronizes across all your devices, so your lists and tasks go with you, wherever you are.

Note: This guide uses the new version of Gmail.

 

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Open Tasks

Start by opening Tasks.

On a web browser in Gmail:

Open Gmail, and on the right, click Tasks .

On a web browser in Calendar:

Open Calendar, and in the My calendars section, click Tasks.

On Android devices:

  1. Tap Play Store Google Play store icon to open Google Play.
  2. Install the Tasks app.

On iOS devices:

Install the Tasks app for Apple® iPhone® or iPad®.

Note: If you can’t access Tasks, contact your G Suite administrator.

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Create lists and tasks

Create a list

In Tasks, each task goes into a list. There's a default list that you can add tasks to, or you can create your own lists.
  1. At the top of the Tasks window, click the Down arrow arrow_drop_down> Create new list.
  2. Name the list and click Done.Calendar
  1. At the bottom of the Tasks window, click Switch list format_list_bulleted > New list.
  2. Name the list and click OK.
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Rename a list

  1. At the top of the Tasks window, click the Down arrow arrow_drop_down and select a list.
  2. Click More more_vert > Rename list.
  3. Enter a new name and click Done.

 

  1. At the bottom of the Tasks window, click Switch list format_list_bulleted > Rename list.
  2. Enter a new name and click OK.
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Add tasks and subtasks

 
Gmail Add a task to a list:
  1. At the top of the Tasks window, click the Down arrow arrow_drop_down and select the list you want to add the task to.
  2. Click Add a task.
  3. Enter a task. As you enter text, the task automatically saves.
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Create a subtask:

Creating a subtask indents it under a main task. To create a subtask, choose an option:

  • Right-click a task and select Add a subtask.
  • Under the main task, add a new task and press Command + ].
  • Next to the main task, click Edit create and in the Add subtasks field, enter a task.

To un-indent a subtask, right-click the subtask and click Unindent. You can also click on the subtask and press Command + [.

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Gmail Create a task from an email:
  1. Drag an email into the Tasks window. The task is the email subject.
  2. In the task, a link appears so you can easily reopen the message.


Calendar Add a task to a list:

In the Tasks window, click under the list and start typing, or click Add task add.


Calendar Create a subtask:

Select a task and click Actions > Indent or Un-indent.

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Switch listsGmail

At the top of the Tasks window, click the Down arrow arrow_drop_down and select a different list.Calendar

At the bottom of the Tasks window, click Switch list format_list_bulleted and select any list.

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Delete a list

If you delete a list, it can’t be restored.

  1. At the top of the Tasks window, click the Down arrow arrow_drop_down and select a list.
  2. Click More more_vert > Delete list.

Note: You can’t delete the default task list but you can rename it.Calendar

  1. At the bottom of the Tasks window, click Switch list format_list_bulleted and select a list.
  2. Click Switch list format_list_bulleted again and select Delete list.
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Organize and update tasks

 
 

Add notes and due dates Gmail

  1. Select a list and next to a task in the list, click Edit create.
  2. Click Add details and enter notes for your task.
  3. Click Add date and select the due date for your task. Adding a due date also adds the task to Calendar.

Calendar

  1. Next to a task in the list, click Edit details keyboard_arrow_right.
  2. Select the due date for your task. Adding a due date also adds the task to Calendar.
  3. Enter notes for your task.
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Organize tasks Gmail

  1. Move a task up or down in a list:

    Hover over the task you want to move and drag the task up or down in the list to reorder it.

  2. Move a task to another list:
    1. Next to the task, click Edit create.
    2. Next to the list name, click the Down arrow arrow_drop_down and select another list.
    3. At the top, click Back arrow_back.

Calendar Move a task up or down in a list:

Choose an option:

  • Put your cursor to the left of a task until it turns into a hand. Then drag the task where you want it.
  • Select a task, click Actions and select Move up or Move down.

Calendar Move a task to another list:

  1. Next to a task, click Edit details keyboard_arrow_right.
  2. Click Move to list and select a list.
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Sort tasks Gmail

At the top of the Tasks window, click More more_vert and choose how to sort your tasks:

  • My order: Puts tasks in order entered. You can drag tasks to reorder them.
  • Date: Sorts tasks by their due date.Calendar

At the bottom of the Tasks window, click Actions and choose an option:

  • View in my order.
  • Reverse sort order.
  • Sort by due date.
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Remove and restore tasksGmail

You can only restore a task for a short time. If you don’t see Undo, you can’t restore a task.

  • Remove a task: Next to the task, click Edit create > Delete delete.
  • Restore a task: At the bottom, click Undo.

Calendar Restore a task:

  1. Select Actions and select View completed tasks.
  2. Click Restore task check next to the task.

In Calendar, you can hide completed tasks. To hide a completed task, click Actions > Clear completed tasks.

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Complete a task

 

 

Mark a task completeGmail

Hover to the left of the task and click Mark complete check.

Check the box next to the completed task in the Tasks list. In Calendar, you can also mark a task as complete in the calendar grid.

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Manage completed tasksGmail

View completed tasks: Next to Completed, click the Down arrow arrow_drop_down.

Delete completed tasks: Next to Completed, click the Down arrow arrow_drop_down. Then, hover over a task and click Delete delete.

View completed tasks: Click Actions > View completed tasks.

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Keyboard shortcuts 

Work faster with Tasks using keyboard shortcuts.

 

Use keyboard shortcuts in the Gmail window

 

 

Shift + T

Creates a task based on the open message.

G and then K

Opens Tasks or shifts the cursor from Mail to the Tasks window.

 

Use keyboard shortcuts in the Tasks side panel

 

 

Shift + Enter

Enters task detail view.

Esc

Exits task detail view.

Space

Marks a task complete or incomplete.

Enter

Enters inline edit mode.

Backspace

Deletes a task.

Alt + Up

Moves selected task up.

Alt + Down

Moves selected task down.

Inline edit actions

 

Esc

Exits edit mode.

Command + ]

Indents a task to create a subtask.

Command + [

Un-indents a subtask.

Enter

Adds a task.

 

Originally published here.

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