What can you do with Tasks?

Keep track of your daily to-do list, organize multiple lists, and track important deadlines with Google Tasks. Create and update your tasks from Gmail or Calendar; they sync so your changes automatically show in both places.

What you’ll need:

Google Apps account

10 minutes

What can you do with Tasks?
1

Create tasks and lists

Let’s start with creating tasks and task lists.

In this section:

1.1

Access Tasks

Gmail Click the Mail down arrow and choose Tasks.

Access Tasks

Calendar In the My calendars section, click Tasks.

Access Tasks
1.2

Create new tasks

Gmail Calendar To create a new task in a list, click under the list and start typing, or click  Add task.

Note: To create a subtask, press Tab. This indents the task, making it a subtask of the task above it.

Create new tasks

Gmail To create a task from an email message, click More and select Add to Tasks.

In the task, a link appears so you can easily reopen the message.

Create new task from an email message

Calendar To create a task from Calendar:

  1. In the My calendars section, click Tasks.
  2. Click in the blank space below the date you want the task to start on.
  3. Click Task.
  4. Name the task and add notes.
  5. Click Create task.
Create new tasks
1.3

Create or rename lists

Gmail Calendar To create new lists:

  1. Click Switch list Switch list and select New list.
  2. Name the list and click OK.
  3. Add tasks by typing in the list.


Gmail Calendar To rename a list:

  1. Click Switch list Switch list and select Rename list.
  2. Enter a new name and click OK.
Create or rename lists
1.4

Switch lists

Gmail Calendar Click Switch list Switch list and select any list.

Switch lists
2

Organize and update tasks

Next, we’ll take a look at updating and organizing tasks.

In this section:

2.1

Add notes and due dates

Gmail Calendar

  1. Next to a task in the list, click Edit details >.
  2. Select the due date for your task.
    Note: Once you add a due date, the task appears on your Google Calendar.
  3. Type notes for your task.
Add notes and due dates
2.2

Organize tasks

Gmail Calendar

To create a subtask, indent the task under the primary task. Do one of the following:

  • Press Tab to indent or Shift+Tab to unindent.
  • Select a task, click Actions and select Indent or Un-indent.


To move a task up or down in the list, do one of the following:

  • 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.


To move a task to another list:

  1. Next to a task, click Edit details >.
  2. Click Move to list and select a list.
Organize tasks
2.3

Sort tasks

Gmail Calendar To sort tasks, click Actions and choose an option:

  1. Sort tasks by due date
  2. Undo sorting by due date
  3. Reverse the sorting date
Sort tasks
2.4

Delete tasks

Gmail Calendar To delete a task, select it and click Delete task Delete task.

If you accidentally delete a task, you can restore it. Click View recently deleted items in the confirmation message that appears right after you delete a task.

Delete tasks
3

Complete a task

Once you’ve finished a task, you can mark it as complete.

In this section:

3.1

Mark a task as complete

Gmail Calendar To mark a task as complete, 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.

Mark a task as complete
3.2

Hide, show, or restore completed tasks

Gmail Calendar

  • To hide completed tasks—Select Actions and select Clear completed tasks.

  • To show completed tasks—Select Actions and select View completed tasks. In the View completed tasks list, you can:

    • To restore a task to its list—Click Restore task Check mark next to the task.
    • To stop showing completed tasks—Click Actions and select View in my order.
Hide, show, or restore completed tasks
4

Share task lists

Now that your tasks and lists are organized in Gmail and Calendar, you can share them with others.

In this section:

4.1

Print or email task lists

Gmail Calendar To print a task list, click Actions and select Print task list.

Gmail To email a task list, click Actions and select Email task list.

Print or email task lists
5

Keyboard shortcuts

Work faster with tasks in Gmail and Calendar using keyboard shortcuts.

In this section:

5.1

Keyboard shortcuts in the Gmail window

Shortcut

Action

Shortcut

Shift+T

Action

Create a task based on the open message

Shortcut

G and then K

Action

Open tasks or shift the cursor from Mail to the Tasks window

Shortcut

Shift+Esc

Action

Shift the cursor from Tasks to Mail

Shortcut

Esc (Windows only)

Action

Close the Tasks window

5.2

Keyboard shortcuts in the Tasks window

Shortcut

Action

Shortcut

Tab

Action

Indent selected task right to create subtasks

Shortcut

Shift+Tab

Action

Move selected task left

Shortcut

Ctrl+Up arrow (Windows)

Cmd+Up arrow (Mac)

Action

Move selected task up

Shortcut

Ctrl+Down arrow (Windows)

Cmd+Down arrow (Mac)

Action

Move selected task down

Next steps

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