7 Google Tasks Tips You Need to Know Right Now!
Вставка
- Опубліковано 11 чер 2024
- Don't let Google Tasks fool you. It is so much more than just a simple to-do list app. In this video, Scott Friesen shows you 7 tips and tricks so you can get more out of Google Tasks. From managing multiple lists and sub-tasks to linking your to-do's to Google Drive and mobile widgets, get ready to take your Tasks to the next level!
00:00 Make your tasks repeat
02:20 Add sub-tasks to your tasks
04:28 Using multiple task lists
05:06 Moving tasks between lists
05:55 Converting email to a task
07:26 Link tasks to Google Drive
09:58 Mobile widgets
Whenever you're ready, there are 3 ways Simpletivity can help you:
1️⃣ WEEKLY NEWSLETTER:
Get 1 actionable tip to simplify your software & boost your productivity - www.simpletivity.com/newsletter
2️⃣ FREE GUIDES:
The 2-Do List Method - Build a better task list - www.simpletivity.com/free
7 Free Time-Saving Apps You Need to Know - bit.ly/freetimesavingapps
3️⃣ STREAMLINE ACADEMY:
Learn how to simplify your business & get more out of your technology - www.simpletivity.com/streamline
CONNECT:
🌎 Website - www.simpletivity.com
🔗 LinkedIn: / simpletivity
🐦 Twitter: / simpletivity
👨 Facebook: / simpletivity
📷 Instagram: / simpletivity
ABOUT SCOTT:
Scott has spent over a decade helping people to simplify their technology so they can be more productive and enjoy less stress. It’s his mission to help small business owners get the most out of their software and their workday.
Simpletivity Training Inc. shares productivity tips, technology apps, time management ideas, and more to help you get more done and enjoy less stress at the same time. If you’re an entrepreneur, business owner, or professional who wants to get more out of your day, make sure to subscribe: / @simpletivity
Icons made by Freepik from www.flaticon.com
#simpletivity #googletasks #tasks
As a teacher, I have a lot of email to go through. When I need to add a note to an email, I forward it to myself and write the note in the forwarded message place. This ability to add to Tasks will make things so much easier and cleaner, not to mention less email to read! Thank you!
I don't usually use Google task but I am here to support your work
Keep it up, bro ❤
Thanks so much!
when you think you know it all - Scott comes along! Thanks a lot, especially for the last 2
You are most welcome! I'm so glad that you enjoyed these tips.
You give very clear explanaions and illustrations. Your videos have really helped me a lot. Thank you!
Thanks so much for sharing, Christine. I'm so glad that you enjoy my videos!
I’ve been following you for a long time! This is my first comment. Just wanted to say that I love your content ❤🎉 so helpful. Very well done 🙌
Thank you so much!! I'm so happy that you enjoy my videos. Thanks for watching!
Don't use task yet but after watching your video i feel like giving it a try.. Thank you!
You're welcome! So glad you enjoyed the video.
I am now going to come back to Google Tasks!! Thank you for the video
Wow. Who would have known? Thank you so much. I didn't recognize Google Tasks had so much capability. I look forward to implementing these tips and making my day far more organized and productive.
You're very welcome! Let us know how it goes!
For tracking tasks that need the ability to retrieve previously brainstormed info about the task, I have a folder named Task Notes, in it are files named with only the date. Then for any task that needs brainstorming, I create a file named with the date and add it to the details of the task, as a link.
That way you don’t need to worry about naming the file or worry about where or how the file is categorized.
You can’t add significant info in the details field of a task, which is why you need to do that work in an external doc.
Thanks for sharing this cool tip!
Thank you for this information. There is one thing about google tasks that drives me crazy (and it is the reason I use todoist instead): If you complete a recurring task, the next instance of the task does not appear on the list of tasks for the next scheduled date (until that date arrives) - this applies to the task list view (which is the one I would use most frequently). For instance, if I have a task scheduled for every Monday, complete the task, then I would expect the task should immediately appear on the task list for next Monday. It doesn't. You have to wait until next Monday to see it. That makes planning very difficult. If google tasks fixed this one feature (which is standard in every other task manager), I would probably go back to using it.
This is a great point and hopefully something that may change in the future. On the positive side, recurring tasks will show up within your calendar out into the future.
Exactly the same reason why I do not use Google Task as well.
I use a calendar app which allows me to integrate Google Task into my calendar, but then since Google Task does not appear recurring tasks, it does not show on my calendar app. The recurring tasks in Google Tasks does appears on Google Calendar though but I prefer not to use G calendar due to its interface.
@@ww2200 what calendar app are you using that allows you to integrate Google Tasks with it?
@@freshyseth Hi, it is called Jorte. It is an Asian app so not sure if you can download it in your region.
I now only input recurring tasks (events) in this app becos unlike google tasks, recurring tasks does show up within this calendar out into the future.
Hope it helps.
I see what you mean. But what if you finish the next instance, would you want the third instance to show up? Like, no matter how many you finish, the next one immediately shows up? If the task is done, I’d imagine you’d want it to show as off your plate, but then the next instance to show up some time prior to the due date of the next instance.
Like … every Monday the recurring ones reset to show up. Or some cycling like that. A due date and a reset date.
This was a great video and powers up the task feature of google. thank you
You are very welcome, Dean.
Thanks. Love your tutorials. Question - did Google tasks change? At 5:25 in this video, you show all kinds of options. I only get the option to delete? What's up? Thanks in advance.
Superb. Thank you
I like the video, thank you!
Glad you liked it! Thanks for watching!
I use most of the features and also I have my own list of tasks and method to add the tasks to the list
1. Tasks that takes 2-15 mins to complete and urgent
2. Tasks that takes more than 15 mins to complete and urgent
3. Tasks that takes more than 15 mins to complete and not urgent
The three list of tasks will be in three different sections:
1. Starred
2. My Tasks
3. Not Urgent (Own List)
Try if it helps 😉
That's a great tip. Thanks so much for sharing your method!
With pretty icons still better ✌
Thanks for the video; now using Tasks. Is there a way that an email can be shared as a Task with colleagues?
Nice video, congrats and thank you for sharing! :-) About tip #7 (Mobile Widgets), I tried to make it on my iPhone XS and couldn't find the widgets option after clicking and holding over the the app icon. Does it work for iOS devices?
Do you know under what circumstances can you NOT move a task to another list?
I finally figured out that if I made a task reoccurring (even if I remove the repeat) I cannot move it to another list.
Thanks for your video, i'm waiting since long time for a search bar in google tasks. I hope they will makr a search function
You are most welcome. Yes, let's hope this gets expanded soon.
Thanks so much - this will make it all so much easier! - If I'm a one man shop, would it make sense to "assign" to various other parts of ME? how would you suggest I assign? Do I make more lists for different projects, and then can I assign to a list?
Yes, if you found it helpful, you can use multiple lists for different parts of your business or group your tasks in other ways.
There are a couple ways to get those nice custom links in Tasks. I noticed that if you use the share sheet on Android or iOS and share to Google Tasks, you tend to get a nice button to push like those you showed for documents or emails. I have tried all the task management apps and tools and Google Tasks + Google Calendar just works best for me.
Thanks so much for sharing your feedback, Matthew.
The same here. The simpler the better. You can also add notes in Keep and put date reminders on them and they appear on the calendar
@@gmansi This feature is no longer available
@@BDV000 I just tried and you are right. Thank you
please make video on One note for all productivity purpose
Hi! Thanks for this video. Is there a voice command in Google Assistant for creating a new task? I haven't found one.
Great question. You can use Google Assistant to create Tasks but only once you've 'retired' or converted your Google reminders to tasks. I hope that helps!
Great video! Super helpful. Do you know if there is a way to set a task at a specific time, like, "Grocery Shop, Tuesday, 2pm" so it displays on your Calendar that day/time, but then if you don't do that task, have it auto roll on your Calendar for the next day (Wed), instead of it just sitting on your calendar on Tuesday and showing unaccomplished? I can't figure out how to do this in Tasks, but I used it all the time in Reminders. (It was the main reason why I used Reminders instead of Tasks. If anybody knows the solve for this, I would love to know!)
You can drag the task from one day to the next on the calendar
I 'd love to tasks in other lists to have a different colour coding for each, as they appear all the same in the G-Calendar it often is difficult to see for example which is the shared list and or one of the tasks in a sperate list such as personal or work or shared team
That is a great point. I too would love to see more color options here.
thank youu
Welcome 😊
I used Google Reminders. Things just rolled forward. Is there a way to view all the reminders that I had and converted over to task??? I feel like I have lost tons of info!
Can you rearrange the main task lists in a different order? Sometimes I create a new list and it’s always at the end, but I want it first.
Any way to fix the below pain points? I much prefer Reminders, my use case is tasks that can roll daily and I finish them whenever I have time. I manage this all only through GCal. Raise date is not important, nor a specific deadline.
Pain points for tasks:
- Clutters my view as tasks appear on the day I add them and not one list on the current day like Reminders
- Completing a task closes it on the day I raised it, not the day I completed it like Reminders
- Tasks over 30 days overdue essentially disappear, and you have to hunt back for the day you raised them
Same here, exactly. I really liked the rolling feature of Reminders. Now I have to go find something extra to do this since Google is taking away Reminders.
I'd REALLY like to have a Google Tasks widget on the home screen of mt mac. Any ideas?
Love the feature in Google Doc with tasks but you must be a Workspace subscriber.
Yes, that is the one feature in this list that requires a paid subscription.
Per Tip #6... anyone know why I cannot assign a Task in Google Docs (at least on my computer... I can do so using the iOS app)? On a related note, when I go into the "Tools" menu, "Tasks" is not an option. I can add the checklists, but then when I hover over/around the boxes, the "Assign to" features do not appear. I've scoured the Internet for guidance, but haven't been able to figure this out. Thanks for any help!
Sorry, but this is the one tip in this list that does require a paid Google Workspace account.
When I search tasks on my google calendar on my laptop you don't get any results; but on may iPhone google calendar app, when I search for a specific task the task shows up in the results. Any reason the calendar app on laptop does not allow search of tasks
Is there a way to share tasks outside of your organization?
Is there a way to search on task already done ?
Hi Scott, how do I get this app to give me a reminder (with audio notification and all that). Not able to find any way. Thanks for the video!
Google Tasks itself doesn't currently offer built-in audio notifications for reminders. However, here are a couple of ways to achieve similar functionality:
1. Use Google Assistant:
Open the Google Assistant app on your phone or smart speaker.
Say "Hey Google, remind me to [task name] at [time and/or date]."
For example, "Hey Google, remind me to pick up groceries at 6 pm tomorrow."
This will create a task in Google Tasks with a scheduled reminder notification through Google Assistant, including an audio alert.
2. Integrate with Google Calendar:
In the Google Tasks app, create your task and set a due date and/or time.
Ensure "Tasks" is selected under "My calendars" in the left panel of your Google Calendar.
Tasks with due dates/times will automatically appear in your calendar and trigger notifications, including audio alerts, based on your calendar settings.
Remember, these methods rely on notifications from either Google Assistant or Google Calendar, not directly from the Google Tasks app itself. Make sure you have notifications enabled for these apps in your phone's settings to receive audio alerts for reminders.
@@Simpletivity Nice. That does solve the problem. And thanks for the detailed reply.
I was looking to replace ToDoist for Gtasks, but unfortunately Gtask does not have the option to make a head task with subtasks recurring, does it?
Not that I know.
How can you move lists or reorder the list?
I have a paid personal plan but tasks don't show up when I create a checklist. Am I missing something? If this works as you showed in this video, I am ditching Evernote, Obsidian and will start using google docs. I don't have to assing tasks to anybody, all I need them to appear in the google tasks.
I've been trying to find a master list of which Workspace accounts this is eligible for and which are not. I've have one other user report that this too did not work for their paid account. Unfortunately, I have not yet found such a definitive list!
i tick on daily tasks which are completed and untick on not completed. so can show me monthly or weekly progress report which task has been done and which has been not done
Thanks so much for sharing your process.
My Google document, where I created a checklist of tasks, is not showing me the task icon to the left of the checkbox as indicated in the video. Is there a setting I need to change or what do I need to do to make it link to my tasks? Also, is there a way to duplicate a list? I have a checklist for transactions that I use over and over for different, so I would like to duplicate the list. Is there a way to do that?
Note, the checklist feature within Docs is only available to paid Google Workspace users. And I'm not aware of a way to duplicate a list easily within Tasks. But this is very easy to setup in Google Keep as an alternative.
My 'All Day' tasks always start at 9:00.
How to change 'All Day' at 8:00 by default?
Hi Can we give the access to another Employee to update the Task to delegated email ID.
You can share tasks via Chat or Docs. Here's how: support.google.com/tasks/answer/11549608?hl=en
When you showing widget...what was the widget on the top on your phone? Showing lanch in 17 mins...
Thanks for your question. That is a reminder notification which is coming from Google Calendar. It is not a widget, but a phone notification.
Under Settings > Notifications, you should be able to toggle this on/off for Google Calendar.
There is no way to see all your tasks in all your lists at once, is there? I think that's the main thing that has put me off GTasks.
Without that, something like GTD might be a good use of lists. For example, you set up your lists to match your location and put tasks that can only be done in that location. I don't use GTD though (I can do most things most places so priorities are more important for me, but GTD doesn't do them well).
Can anyone suggest another organizational system for lists?
Parent tasks and subtasks have to be in the same list as each other, right?
Yes, it's true that you cannot see all of your tasks across multiple lists. But you can move sub-tasks into different lists away from the parent.
Tasks with emojis and a name and then a description?
⚠ PERSONAL - Coordinate visit to the doctor
🎲 FREE TIME - Select series to watch
🏚 HOME - Ssort library
Cómo puedo ponerle colores a las tareas según la lista a la que pertenecen en google calendar?
Sería al revés. Primero creas una lista y le das un color. Por ejemplo Urgente y le asignas color rojo. Luego las tareas que agregas a esa lista ya quedan con ese color.
Great tip #6. Thanks... Dunno why does not appear the Google Tasks icon 🤔
Sorry, I should have made this more explicit, but this tip only works for paid Workspace accounts.
@@Simpletivity thanks for your kind response. I hope they make It free for standard Workspace for Edu tier soon
Hmm, I though that this was already available for Standard Education accounts since that is a paid tier.
@@Simpletivity It,s not.
@@Simpletivity I asked it to google via the admin console support and I got a ticket but not an answer yet.
Hi Scott, is it possible to easily add a website to Google Tasks?
Your best option would be to paste the link within the task description. Otherwise, you could use Keep as an alternative since it has a web clipper.
Do u know when it will be possible to search for a task in the task list?
Sorry, I'm not aware of the current Tasks roadmap.
Would love to see all calendars combined onto one. I want to see all my work and personal task in one calender via the web. The app can do it why not the web app
Is there any way to group/colour tasks on GCal?
Unfortunately, not at the moment.
Is there a way to pin a task to the notification bar on an Android?
Sorry, not that I'm aware of.
Do you have a premium version or something? My tasks do not offer recurring as an option.
No, this should be available to all users. Note, that a limited number of upcoming recurring tasks appear at one time on your Calendar. See here for more details: support.google.com/tasks/answer/12132599?hl=en&co=GENIE.Platform%3DDesktop&oco=0
Does task have a search tool?
When I add a checklist to a GDrive document it doesn't give me that option to add to Tasks. Can't figure out why.
I ran into the same thing. I researched a bit, and for me, it's because I don't have a G-Suite subscription. I have a regular Google account. I wonder if maybe that's where your trouble is.
@@partytimedavidson Hmm.usually he will mention if something requires a paid subscription. Bummer.
Hi Anne, sorry for not making this explicit in the video. But yes, you do need a paid Workspace account for this particular tip.
It is still possible to do this is a free account. However, it doesn't add the task to the person's task list. It will send them an email though. Then, a task can be created from the email.
Thanks so much for the clarification!
How do we attach a file into Google Tasks?
How do you make the task longer than 30 minutes?
Good question. The tasks that show up on the calendar do not actually represent the length of time, only the start time of the task.
Can i invite someone to view my task list like share a calendar view?
I don't get the Tasks icon in a Drive doc. I think that's only for Google Workspace, not for personal use.
Yes, you are correct. This is the one tip that does require a paid Workspace account.
I notice that recurring tasks cannot be moved from one task list to another.
Thank you for this!! I had tried Google Tasks before, but found it not strong enough and used other apps like Todoist. I will try it this week to see how it works in my workflow, especially since my organization is a Google School District. We will see how it goes!
Great to hear. Be sure to let us know how it goes!
Is this easier to use than trello?
I would say that Trello and Tasks really have different strengths. But if you are using Trello only as a personal to-do list app, this would be a simpler alternative.
I have one difficulty with google tasks. Why doesn’t google task mobile app add task one after the other. Why does it take it to the very top?
Good question. The default is to display the most recent task at the top.
7:26 For me there is no tasks symbol next to the checkbox. Am I the only one?
Sorry for not making this explicit in the video. But you do need a paid Workspace account for this particular tip.
Anyone to get reports on where our time is going based on the task boards or category
It appears the intergration into Docs is only for work and school Google accounts.😞
Yes, that is correct. You will need a paid Workspace account to use this particular tip.
Didn't mention that you can't move reoccurring tasks between lists.
Yes, that is unfortunate. Thanks for sharing.
I knew all 7 tips... how are you backing up your guarantee? 😂
I guess I'll have to dive even deeper next time! Do you have any favorite Tasks tips to share?
I cant believe the assistant does not work well with tasks...