Using Google Workspace Tasks


Introduction

With this article you will learn several things you can do with Google Workspace Tasks. These include accessing the application, creating and organizing tasks, and assigning tasks to other people.

Contents

Instructions

How to access Tasks

Google Workspace Tasks can be accessed from many Google applications (e.g., Gmail, Docs, Sheets, Calendar) in your browser. Just click on the Tasks icon in the right sidebar. If you are in a productivity application such as Docs or Sheets, then you must have a file open in order to see the side panel.

If you are on a mobile device such as a smartphone, then there is a standalone app called Google Tasks. Items in this application will sync with your browser-based tasks.

How to create tasks

From the side panel

  1. Go to Gmail, Google Calendar, or a file in Google Docs, Sheets, or Slides.
  2. On the right, click Tasks.

  3. At the top, click Add a task.

  4. Enter the task information.
    1. Enter a title.
    2. To add details, click Details.
    3. To add a date and time, click Date/time.
    4. To repeat the task, next to Date/time, click the Repeat icon. Tasks with subtasks can't repeat. In Google Calendar, a certain number of upcoming instances of a repeating task will appear on the calendar grid, and as time passes, new ones will be added automatically.

From an email

  1. Go to Gmail.
  2. Find the email you want to save as a task.
  3. On the right, click Tasks.

  4. Drag and drop the email to the side panel.
  5. Enter additional information.
    1. To add details, click Details.
    2. To add a date and time, click Date/time.
    3. To repeat the task, next to Date/time, click the Repeat icon. Tasks with subtasks can't repeat. In Google Calendar, a certain number of upcoming instances of a repeating task will appear on the calendar grid, and as time passes, new ones will be added automatically.

From the calendar

  1. Go to Google Calendar. 
  2. Click the date and time you want associated with your task.
  3. In the pop-up dialog, select Task.

  4. Enter the task information.
    1. Enter a title.
    2. Enter a description (optional).
    3. Select the list where the task will reside.

  5. Click Save.

A list of all uncompleted tasks from the last 30 days is available in your current day on Google Calendar.

From your phone

  1. Open the application on your phone.
  2. Click on the colored plus sign (may be different on different phones).
  3. Enter a title.
  4. Enter a description (optional).
  5. To add a date and time, click Date/time.
  6. To repeat the task, next to Date/time, click the Repeat icon. Tasks with subtasks can't repeat.

Add a subtask

  1. Click on the parent task.
  2. Choose Add a subtask.

  3. Enter the information for the subtask.
    1. Enter a title.
    2. Enter a description (optional).
    3. To add a date and time, click Date/time.

How to organize tasks

Lists can be created to group tasks together

  1. Click on the down arrow next to your current list.

  2. Select Create new list.

Tasks can be moved to different lists

  1. Click on the ellipsis next to the task you want to move.

  2. Select the different list where you want the task to reside.

Tasks can be rearranged within a list

  1. Click and hold on a task.
  2. Drag the task to the order you wish.

How to view tasks in Calendar

Tasks can be viewed within Calendar if a date is set for the task. If you do not see your tasks on the dates you set, click Tasks under My calendars.

How to assign tasks to other people

Tasks can be assigned to other people within Google Chat Spaces. Tasks can only be assigned to members of the Space.

  1. Go into the Space where you want to assign the task.
  2. Click on the Tasks tab or the Assign tasks button.

  3. In the Tasks view, select Assign under the Assignee column. If Assigned to you is visible, click on it and assign it to someone else.

  4. If no task is available, click Add space task first, create the task, and then assign it to yourself or someone else.