Two Tools, One Goal

Google Workspace includes two lightweight tools that help you stay on top of your work:

Google Tasks — a simple, structured to-do list that integrates with Gmail and Google Calendar
Google Keep — a flexible note-taking and reminder tool with support for checklists, labels, colours, and images

Many people overlook both because they are less well-known than Google Docs or Gmail — but once you start using them, they become essential parts of the working day.

Google Tasks: Your To-Do List

What Google Tasks Is Good For

Daily task lists and work priorities
Breaking a project into actionable steps with due dates
Capturing tasks directly from Gmail emails
Seeing your tasks alongside your Google Calendar

How to Access Google Tasks

From Gmail:

Open Gmail in your browser
Look for the sidebar on the right side of the screen (small icons)
Click the blue tick icon to open Tasks

From Google Calendar:

Open Google Calendar
The Tasks panel appears on the right — click the tick icon if it is not visible

Direct link: Go to tasks.google.com

Mobile app: Download the Google Tasks app from the App Store or Google Play Store (free).

Creating Your First Task List

Open Google Tasks
You start with a default list called "My Tasks"
Click + Add a task to create your first item
Type the task name and press Enter
Click the task to open its detail panel, where you can add:

- A date and time for the task - Subtasks — smaller steps within the main task - Details — notes or context about the task

Adding Tasks from Gmail

One of the most useful features of Google Tasks is the ability to turn any email into a task:

Open an email in Gmail
Click the three dots (More) menu in the top right of the email
Select Add to Tasks
A task is created with the email subject as the task name, and the email is linked so you can refer back to it

This is excellent for emails that require a follow-up action.

Organising with Multiple Lists

You can create separate lists for different areas of your work:

In the Tasks panel, click the dropdown at the top that shows the current list name
Click Create new list
Give it a name (for example: "Client Follow-Ups", "Admin", "This Week")

Switch between lists using the same dropdown.

Viewing Tasks in Google Calendar

When you set a due date on a task, it appears in your Google Calendar on that date. This gives you a combined view of your meetings and your task deadlines in one place — helpful for planning your day.

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Google Keep: Notes, Ideas, and Quick Captures

What Google Keep Is Good For

Quick notes and ideas you want to capture fast
Shopping or supply lists
Reference information you want to keep handy (passwords should go in a password manager, not Keep)
Visual brainstorming with colour coding and labels
Shared notes with colleagues or team members
Pinning important reference material for easy access

How to Access Google Keep

From Google Chrome or any browser: Go to keep.google.com

From the Google Workspace app launcher:

Click the grid icon in the top right of any Google page
Scroll down and click Keep

Mobile app: Download the Google Keep app from the App Store or Google Play (free). The mobile app is excellent for capturing notes on the go.

Creating Notes in Google Keep

Click Take a note at the top of the screen
Type a title and your note content
Click anywhere outside the note to save it

Notes are saved automatically — there is no Save button.

Note Types

Text note: Standard written note — good for meeting notes, instructions, or reference information

Checklist: Click the checkmark icon when creating a note to turn it into a checklist. As you tick items, they move to a "Checked items" section at the bottom. Great for recurring processes and supply lists.

Drawing: Sketch a note or diagram using your mouse or touchscreen

Image note: Add a photo directly to a note — useful for capturing physical documents, whiteboards, or products on the go

Voice note: On mobile, you can record a voice memo which Google Keep will also transcribe to text

Organising Google Keep

Pin important notes: Click the pin icon on any note to keep it at the top of your board at all times. Pin your most-used reference material so it is always visible.

Add labels: Click the three dots on a note and choose Add label. Create labels like "Work", "Clients", "Ideas", "Personal" and then filter by label in the left sidebar.

Use colours: Click the palette icon on a note to give it a background colour. Many people use colours to categorise at a glance — for example, blue for client information, green for admin tasks, yellow for ideas.

Archive completed notes: When a note is no longer needed, click the archive icon (box with a downward arrow) rather than deleting it. Archived notes are searchable but removed from your main board.

Sharing Notes with Others

Click the three dots on a note
Select Collaborator
Enter the email address of a colleague
They will receive the shared note and any changes either of you make will sync in real time

This is useful for shared reference documents, joint to-do lists, or briefing notes for a team member.

Using Google Keep Reminders

Click the bell icon on a note
Set a date and time or a location-based reminder (for example, "remind me when I arrive at the office")
The reminder will appear as a notification on your phone or computer

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When to Use Tasks vs Keep

| Situation | Use | |-----------|-----| | Daily work to-do list with due dates | Google Tasks | | Quick note or idea you want to capture | Google Keep | | Multi-step project with subtasks | Google Tasks | | Reference information to keep handy | Google Keep | | Email follow-up action | Google Tasks | | Shared checklist with a colleague | Google Keep | | Calendar-integrated deadline | Google Tasks | | Visual organisation with colour and labels | Google Keep |

Many people use both tools together — Tasks for structured, deadline-driven work, and Keep for flexible notes and reference material.

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Tips for Staying Organised

Start each day by reviewing your Tasks list: Check what is due today and reprioritise anything that has shifted.

Use Keep for meeting notes: During a meeting, open Google Keep on your phone or second screen and capture notes quickly. After the meeting, add action items to Google Tasks.

Clear completed tasks weekly: Tick off completed Tasks and archive completed Keep notes at the end of each week for a clean slate.

Use the Google Keep Chrome extension: Add notes from any webpage with one click using the Keep extension for Google Chrome — useful for capturing online research.

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Frequently Asked Questions

Is Google Tasks free? Yes — it is included with your Google Workspace account and free for personal Gmail users.

Can I access Google Tasks offline? The Google Tasks mobile app works offline and syncs when you reconnect.

Does Google Keep sync across devices? Yes — notes sync instantly across your phone, tablet, and computer when connected.

Can I import my existing tasks from another tool? Google Tasks does not have a built-in import feature for most third-party tools. For large migrations, contact your IT team.

Need Help?

Contact Netluma IT if you need help setting up or getting the most out of your Google Workspace tools.

Phone: 1300 521 162 Email: helpdesk@netlumait.com.au

How to Use Google Tasks and Google Keep to Stay Organised