Blog Article

How to Use Google Tasks: A complete Google Tasks Guide

Neeraj Shukla
By Neeraj Shukla | February 13, 2024 9:57 am

Time and task management are critical skills in today's hectic world. One clear-cut but effective task management tool that is becoming more and more popular is Google Tasks, which is used by those who want to maximize their daily productivity. This thorough tutorial delves deeply into the features of the Google Tasks app, emphasizing the possibility of workflow automation and its smooth connection with other productivity tools. We'll look at how task management ecosystems created by integrating apps, like Notion and Todoist, can increase your productivity. To improve productivity and automate your workflow, there will also be practical advice on utilizing Google Tasks for workflow automation. Whether you're balancing work and personal obligations, knowing all of Google Tasks' features and integrations can transform how you manage your tasks and organize your time.

What is Google Tasks?

Google Tasks is a free, simple, and effective task management tool developed by Google. It's designed to help users manage their to-do lists and personal or professional tasks directly within the Google ecosystem. With Google Tasks, you can create lists of tasks, set deadlines, add details or subtasks, and organize your day-to-day activities efficiently. Here are some key features and benefits of using Google Tasks.

Why Google Sheets Should Be Your Ultimate To-Do List

  • Task Lists: Create multiple lists to organize tasks based on different projects, contexts, or priorities.
  • Integration with Google Workspace: Seamlessly integrated with Gmail, Google Calendar, and Google Drive, allowing users to add tasks directly from emails, see their tasks in their calendar, and access their lists from any device.
  • Subtasks and Details: For each task, you can add subtasks and detailed notes, making it easier to break down complex tasks into manageable actions.
  • Due Dates and Notifications: Set deadlines for your tasks to keep track of important dates and receive notifications to ensure you don't miss any deadlines.
  • Mobile App: Available on both iOS and Android, the Google Tasks app lets you manage your tasks on the go, offering synchronization across all devices where you use your Google account.
  • Simple and Clean Interface: Google Tasks is known for its minimalist design, focusing on ease of use and eliminating any unnecessary features that might complicate task management.

How to Find Google Tasks?

Google Tasks can be accessed and utilized in several ways within the Google ecosystem, ensuring you can manage your tasks seamlessly across different platforms. Here's where you can find Google Tasks.

  1. Gmail

  2. Open Gmail in your web browser. Look to the right side of the screen for the Google Workspace sidebar, which features icons for Calendar, Keep, Tasks, and more. Click on the Tasks icon (resembling a blue circle with a white tick). This will open the Google Tasks interface, allowing you to view, add, and manage your tasks directly from Gmail.

  3. Google Calendar

  4. Go to Google Calendar in your web browser. On the right side of the screen, you'll see the same Google Workspace sidebar present in Gmail. Click on the Tasks icon to integrate and display your tasks alongside your calendar events. This is particularly useful for managing deadlines and ensuring tasks are completed on time.

  5. Google Tasks Mobile App

  6. Download the Google Tasks app from the Google Play Store for Android devices or the Apple App Store for iOS devices. Once installed, open the app and sign in with your Google account. You'll have access to all your tasks and can easily add, edit, or check off tasks while on the go.

  7. Google Tasks on the Web

  8. Directly access Google Tasks via its dedicated web interface by navigating to Sign in with your Google account to access your task lists, add new tasks, or organize your existing tasks.

How to Create a New Task in Google Tasks

Creating tasks in Google Tasks is straightforward and can be done through various Google services where Tasks is integrated, such as Gmail, Google Calendar, and directly within the Google Tasks app or website. Here's a step-by-step guide to creating tasks in Google Tasks across different platforms.

  1. Creating Tasks in Google Tasks via Gmail

    • Open Gmail: Navigate to your Gmail account in a web browser.
    • Access Google Tasks: On the right side of the Gmail interface, click the Google Tasks icon (looks like a blue circle with a white tick). This opens the Google Tasks sidebar.
    • Add a New Task: Click on "Add a task" at the bottom of the Tasks sidebar. Type in your task name. Press Enter to save the task.
    • Add Details and Due Date (Optional): Click on the newly created task, then click "Edit" to add more details or set a due date.
  2. Creating Tasks in Google Tasks via Google Calendar

    • Open Google Calendar: In your web browser, go to Google Calendar.
    • Access Google Tasks: Click the Google Tasks icon in the right sidebar to open the Tasks panel.
    • Create a Task: Click "Add a task" and enter the task's name. You can directly assign a date to the task by typing it in or later edit the task to add a date and time, making it appear on your calendar.
  3. Creating Tasks Directly in the Google Tasks Mobile App

    • Open the Google Tasks App: Launch the app on your iOS or Android device. Make sure you're signed in to your Google account.
    • Add a Task: Tap the "+" button (add icon) at the bottom right of the screen. Enter your task name and tap "Save".
    • Add Details and Due Date (Optional): After creating a task, tap on it to add more details or set a due date and time.
  4. Creating Tasks via the Google Tasks Web Interface

    • Go to Google Tasks: Navigate to in your web browser and login if needed.
    • Add a New Task: Click "Add a task" at the top of the task list. Enter the name of your task and press Enter.
    • Edit Task Details (Optional): Click on the task to expand it, then click "Edit details" to add more information or specify a due date.

Tips for Creating Tasks in Google Tasks

Creating tasks in Google Tasks efficiently can enhance your productivity and ensure you keep track of your to-dos effectively. Here are some tips for creating and managing tasks in Google Tasks to get the most out of this tool:

  1. Be Specific with Task Names

  2. Use clear and concise names for your tasks. Instead of "Meeting preparation," try "Prepare presentation slides for Monday's team meeting." Specific task names make it easier to understand what needs to be done at a glance.

  3. Break Down Large Tasks

  4. For complex or large tasks, break them down into smaller, manageable subtasks. This not only makes the task less daunting but also allows you to track your progress more effectively.

  5. Use Lists to Categorize Tasks

  6. Organize your tasks into different lists based on their nature or context, such as Work, Personal, or specific projects. This helps keep your tasks organized and makes it easier to focus on one area at a time.

  7. Set Due Dates and Reminders

  8. Always set due dates for your tasks to ensure you’re aware of upcoming deadlines. If Google Tasks is used with Google Calendar, these tasks will also show up on your calendar, helping you plan your time better.

  9. Prioritize Your Tasks

  10. Prioritize tasks based on urgency and importance. Although Google Tasks does not have a built-in priority setting, you can number your tasks (e.g., 1. Send project proposal) or use emojis/symbols (🔴, 🔵, 🟢) at the beginning of task names to indicate priority.

  11. Review and Update Regularly

  12. Make it a habit to review your task list regularly, such as at the beginning of the day or week. Update your tasks based on progress or any changes in priority.

  13. Use the Description Field

  14. For tasks that require more detail, use the description field to add additional information, links, or steps involved. This keeps all relevant information in one easily accessible place.

  15. Integrate with Google Calendar for Time Blocking

  16. For tasks that require a significant amount of time, consider using Google Calendar to block out time specifically for those tasks. This ensures you allocate enough time to focus on important tasks.

  17. Keep Your Tasks List Clean

  18. Regularly review your tasks list to mark completed tasks, remove irrelevant ones, or update the list with new tasks. A clean and updated task list reduces clutter and helps you stay focused on what's important.

  19. Leverage Mobile App for On-the-Go Task Management

  20. Install the Google Tasks app on your smartphone. This allows you to add, check, and manage your tasks anytime, anywhere, ensuring you’re always on top of your to-dos.

Do More with Google Tasks by Connecting it Appy Pie Connect

Google Tasks is a productivity tool that is easy to use and streamlined, making it ideal for managing your projects and to-do lists. However, integrating Google Tasks with other programs is essential to maximizing its potential and establishing a more linked workflow. At this point, Appy Pie Connect can help. It provides a strong framework for automating linkages between Google Tasks and a wide range of other productivity applications, improving your capacity to handle tasks across several platforms.

Appy Pie Connect is one of the best workflow automation tools for small businesses. It allows you to integrate Google Tasks with popular productivity apps like Todoist, Notion, and Google Calendar, among others, without the need for complex coding. This opens up a world of possibilities for automating task management and ensuring your projects and daily tasks are synchronized across all your productivity tools.

  1. Integrate Todoist with Google Tasks

  2. By integrating Todoist with Google Tasks through Appy Pie Connect, you can effortlessly sync tasks between the two platforms. This integration is particularly useful for users who enjoy Todoist's advanced project management features but also rely on Google Tasks for its simplicity and integration with Google's ecosystem. Tasks added or completed in Todoist can automatically update in the Google Tasks app, ensuring consistency across your task management platforms.

  3. Integrate Google Tasks with Google Calendar

  4. Another powerful integration is between Google Tasks and Google Calendar. This connection ensures that tasks with due dates appear alongside your calendar events, providing a comprehensive view of your schedule and deadlines. How to add tasks to Google Calendar becomes straightforward with Appy Pie Connect, allowing you to visualize and manage your time more effectively.

  5. Integrate Google Tasks with Notion

  6. For those who utilize Notion for note-taking and project management, integrating Google Tasks with Notion can significantly enhance your organizational workflow. This integration enables you to sync tasks created in Google Tasks directly into Notion pages or databases, consolidating your project details and tasks in one centralized location.

  7. Google Tasks and Trello Integration

  8. Integrating Google Tasks with Trello allows you to seamlessly move tasks between the two platforms. For instance, you can automate the creation of Trello cards from Google Tasks, making it easier to transition individual tasks into broader project workflows visualized on Trello boards. This integration is particularly useful for users who manage daily tasks in Google Tasks but rely on Trello for collaborative projects and visual task tracking.

  9. Google Tasks and Todoist Integration

  10. Connecting the Google Tasks app with Todoist offers the best of both worlds—Google's simplicity and Todoist's advanced task management features. By integrating these two, you can automatically sync tasks between Google Tasks and Todoist, ensuring that your task list is always up to date, regardless of which platform you're using. This setup is ideal for users who appreciate Todoist's powerful organizing and prioritizing capabilities but also want to maintain the convenience of Google's ecosystem.


Google Tasks serves as a simple yet potent tool in the arsenal of productivity apps, offering users a streamlined approach to task management within the Google ecosystem. By exploring integrations with Trello, and Todoist, and leveraging platforms like Appy Pie Connect, Google Tasks transcends its basic functionality, enabling a more interconnected and automated workflow. This guide not only demystifies the process of using Google Tasks but also highlights the potential for enhanced productivity through strategic integrations. Whether for personal organization or managing professional projects, understanding and utilizing Google Tasks in conjunction with other productivity tools can significantly transform your approach to task management, making your daily workflow more efficient and organized.

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Neeraj Shukla

Content Manager at Appy Pie