How to Manage Your Tasks in Gmail

Create a to-do list and schedule tasks on your calendar

What to Know

  • Open your Gmail inbox and select the Tasks icon. Select Get Started to open the main Tasks screen.
  • Select Add a task. Enter a descriptive name and notes, assign a category, and add sub-tasks, if needed.
  • For a reminder, choose Edit next to the task. Select Add date/time. Select a date on the calendar. Choose Set time and pick a time.

This article explains how to set up and manage your tasks in Gmail. It includes information on how to see completed tasks and how to delete a task.

Get Started With Tasks in Gmail

Gmail includes a powerful task manager you can use to keep up with your tasks and create simple lists. Along with adding tasks to a list, you can make tasks sub-tasks (or dependents) of other tasks and set up multiple task lists to organize your activities.

By default, the task list in Gmail is hidden behind a menu, but you have the option to have it open, display in the lower-right corner of the Gmail screen, or minimize it to the right side if it's in the way.

  1. Open your Gmail inbox and select Tasks from the right panel (the icon looks like a checkmark).

    Gmail inbox screen with the Tasks icon highlighted
  2. Select Get started.

    Gmail Tasks window with "Get Started" highlighted
  3. The sub-window changes, and the main Tasks screen appears.

    Gmail tasks screen

How to Create a New Task

With the Tasks screen open, you can start using it. Here's how to add a new task.

  1. Select Add a task.

    Google Tasks screen with "Add a task" highlighted
  2. In the new task field, enter a descriptive name, then add any details.

    Google Task item and details highlighted
  3. To make changes to the task, select Edit (the pencil icon located to the right of the new task).

    Tasks screen with edit icon highlighted
  4. Add notes, set a date and time, categorize the task, and add subtasks for multi-step projects.

    Google Task screen with notes, date, and subtasks highlighted
  5. When you're done, press the back arrow.

    Google tasks window with the back arrow highlighted

How to Set a Reminder Date and Time

To add a task to your calendar so you get a reminder when the task is due:

  1. Select Edit next to the task you want to set a date or time.

    Google task with the edit icon highlighted
  2. On the edit screen, select Add date/time.

    Gmail task with "Add date and time" highlighted
  3. On the calendar, select the date you need to complete the task.

    Google task with calendar/date highlighted
  4. Select Set time, then use the time selection menu to pick the time the task is due.

    Gmail task window with "set time" highlighted
  5. If the task repeats, choose Repeat.

    Google task screen with Repeat highlighted
  6. When you're satisfied with everything, select OK.

    Google task window with OK highlighted

Link to-do items to emails so you don't have to search for the email that details everything you need to know to complete a task.

How to Add Subtasks

When a task requires several smaller steps to complete, add these subtasks to the main task.

  1. Select Edit next to the task.

    Google task with edit icon highlighted
  2. Choose Add subtasks.

    Google task window with "Add subtasks" highlighted
  3. Enter a description of the subtask in the new field that appears.

    Google Task with a subtask highlighted
  4. Select Add subtasks to add additional subtask entries.

    Google task window with additional "add subtask" button highlighted
  5. To complete a subtask, select the circle to the left of its name to check it off.

    Google task window with subcheck checkmark highlight
  6. To delete a subtask, delete the name of the subtask, then press Backspace in the empty task.

How to See Completed Tasks

When you want to know which tasks are checked off your list, view the completed tasks. They appear at the bottom of the tasks pane.

  1. Select the Completed down arrow to display completed tasks.

  2. The tasks that you finished appear with a check mark to the left and a line through the task name.

    Google tasks with Completed Tasks highlighted
  3. Hover over a completed task, then select the trash can icon to delete it.

How to Delete a Task

To remove a task from a task list:

  1. Select Edit next to the task you want to delete.

    Google task with the Edit icon highlighted
  2. Select the trash can to delete the task.

    Google task edit screen with trash can highlighted
  3. After the task is deleted, an option to Undo the delete appears at the bottom of the window for a few seconds.

    Google task window with the Undo deletion option highlighted
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