How to Create and Manage Your Tasks in Gmail


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Do you have Gmail open all day long? Did you know that Gmail includes a powerful task manager that you can use to keep up with your tasks or to create simple lists? You can also link to-do items to relevant emails so you no longer have to search for that email that details everything you need to know to complete a task.

Get Started With Tasks in Gmail

By default, the task list in Gmail is hidden away behind a menu, but you also have the option to have it open, in the bottom right corner of your Gmail screen, or you can minimize it down to the right side if it's in the way.

  1. Open your Gmail inbox.

    Gmail inbox
  2. Turn your attention to the thin strip of icons down the right side of the screen.

  3. Select the icon that looks like a check mark.

  4. A new section will open to the far right. Select Get started at the bottom.

    Gmail tasks welcome
  5. The sub-window will change, and you'll arrive on the main Tasks screen.

    Gmail tasks

Create a New Task

  1. Press Add a task.

    Gmail add new task
  2. A new task will appear directly below. Type the name of your task in there.

  3. If that's all you need, you're done. The task was created. However, most people would probably want more. Locate the pencil icon to the right of your new task, and select it.

    Gmail with new task added
  4. The screen will shift, allowing you to edit every aspect of your task. You can add notes, set a date and time, categorize it, and even add subtasks for multi-step projects.

    Gmail edit task
  5. When you're done, press the back arrow in the upper left of the screen section.

You can also create a task linked to an email and make tasks sub-tasks (or dependents) of other tasks. You can also set up multiple tasks lists to organize your activities even more granularly.

Set a Date and Time

  1. Select the pencil edit icon for your task.

    Gmail with new task added
  2. On the edit screen, press Add date/time.

    Gmail edit task
  3. Use the calendar to select the date you need to complete your task by.

    Add a date to a Gmail task
  4. Press Choose time. Use the time selection menu to pick the time your task is due.

    Gmail task add time
  5. If your task repeats, choose Repeat too.

  6. When you're satisfied with everything, select Ok.

    Date added to Gmail task

Add Subtasks

  1. Select the pencil icon on your task.

    Gmail with new task added
  2. Inside the edit screen, choose Add subtasks.

    Gmail edit task
  3. A new space will appear, letting you enter a subtask. Add subtasks will shift down below it.

    Add a subtask on Gmail
  4. Press Add subtasks again to spawn a new subtask entry.

    Add multiple subtasks on Gmail
  5. To complete a subtask, select the circle to the left of its name to check it off.

    Gmail mark subtask complete
  6. If you want to delete a subtask, delete the name of the subtask. Then, press Backspace again in the empty task.

Complete a Task

  1. Locate the circle to the left of the task you want to complete.

    Gmail multiple tasks
  2. Place your mouse cursor over the circle. You'll see it switch over to a check mark.

    Mark a Gmail task complete
  3. Press the check to mark the task complete.

  4. The completed task will move down to the bottom of the screen. Use the down arrow next to Completed to show your completed tasks.

  5. There, under Completed, you'll see the tasks you've finished with a check mark to the left and a line through them.

    Gmail completed task
  6. Mouse over a completed task, and select the trash can icon to delete it.

Delete a Task

  1. Press the pencil icon to edit the task you want to delete.

    Gmail multiple tasks
  2. Find the trash can icon in the upper right corner.

  3. Select the trash can to delete the task.

    Delete a task in Gmail
  4. Once your task is deleted, you'll see the option to Undo the delete appear at the bottom of the window for a few seconds.

    Gmail task deleted