How to use Google Keep as your virtual to-do list maker (and why you should)
Whether you’re a student, a professional, a parent, a combination of the three, or just a busy person, you most likely have a to-do list — or more. That to-do list, whether mental or physical, can get overwhelming.
As someone who likes to split up tasks, I’ve recently discovered that Google’s hidden gem of an app – Google Keep – is the best tool to share, conquer, and put into action the chaos in my brain.
Here’s an overview of Google Keep’s features and how you can use them as your virtual to-do list.
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Here’s how to use Google Keep as your virtual to-do list maker
Google Keep is a virtual note-taking app done right. A good choice for any G Suite user, it allows you to create notes and voice memos, and insert drawings and images, reminders, and captions for each. Even better – the app is compatible with both Android and iOS phones, so you don’t have to worry about leaving your grocery list on the kitchen counter or losing that idea you just had as soon as you pick up your laptop have closed. Here’s how to make the most of Google Keep’s tools and minimize the clutter in your life or brain.
On your phone or laptop, make sure you’re signed in to your Google account. After logging in, go to the top-right corner of your screen and toggle the icon that looks like a grid. After clicking the grid icon, you will see the G Suite apps. Scroll down until you see the yellow icon with a notepad and a lightbulb, then toggle that option and you’ll be taken to Google Keep.
Where to find Google Keep in your G Suite. Screenshot by Christina Darby/ZDNET
Once you’re inside Google Keep, the world of organization is really at your fingertips, but at first glance it might just look like a blank, wobbly Google Doc. So you can take notes in the most conscious and efficient way.
What your Google Keep home page will look like when you access it for the first time. Screenshot by Christina Darby/ZDNET
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Before you write down everything you need to do, give your tasks a title so you can better break them down. do you make a shopping list Do you write down the due dates for your English classes? Thinking about what to pack for the weekend vacation? Name your list appropriately.
To do this, double-click the Take Note prompt in the bar at the top of the screen. From there, type your title where it says “Title” in bold in the text box.
After establishing your main category, export your thoughts from the brain to the screen – start writing!
If you’re like me, the act of checking something off your to-do list can be the best part of your day. Google Keep lets you add checkboxes to a note (you can even come back later and add it to a note that didn’t have one) and it crosses the task off your list once you’ve completed your task and checked the box — so satisfying .
To add checkboxes, just click on the “More” option (three dots icon) and then select the “Show Checkboxes” option.
Show or remove checkboxes by toggling the More icon. Screenshot by Christina Darby/ZDNET
From here, boxes will appear next to your lists of your thoughts, needs, tasks, items, etc.
To make notes appear on the page the way they appear in your brain, you can customize them so that whatever’s on your mind is also on top of your screen. Here are some ways to customize your Google Keep notes.
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Pin your notes
If you want certain notes to be at the top of your list, you can pin them to the top of the screen so they’re separate from the rest of your notes. To pin, hover over the note you want, then press the pin icon in the right corner. That way, that note will rise and stay above the other notes, both in your head and on your screen.
Add a background
For those more motivated, if there’s a nicer aesthetic or color code for your notes, you can add a background color or theme to your note, or have peace of mind knowing that all your project reminder notes are pink and your shopping list is there is red.
To add a background color or theme, hover over the note and click the third icon from the bottom left (the color palette icon). From here you can choose, for example, pastel colors or even a “travel” background for your packing list.
Add Label
For even quicker access and even more division, you can even create labels so you can jump straight to your ideas, images, or the “Frequent Reminders” tab when you’re in a hurry or just want to have everything related in one place to find.
Go to the three dots menu icon again and click on it to reveal the drop down menu. Choose Add Label or Change Label depending on what you want to do. After you’ve added a label, a new tab with that label title will appear on the left side of your Google Keep page. From here, anything you add to that label will appear under this tab as well as on the main Notes page, and you can click on a label to view all notes with that label.
Copy to Google Docs
If you want to add to a list that’s gotten a little too long or overwhelming for a note, you can copy the note straight to Google Docs and it’ll be saved to your Google Drive.
Just click the “More” option (three dots) and then select “Copy to Google Docs” from the drop-down menu. From there, your to-do list will appear in a Google Doc in your Google Drive, formatted like Keep.
So there you have it! Some basic organizing tips and tricks, how to get your virtual to-do list going and how to use your latest productivity partner.
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frequently asked Questions
What is Google Keep used for?
Part of the G Suite apps, Google Keep is an organizational tool that lets you take notes, set reminders, and check off tasks.
Does Google Keep offer offline access?
Offline access for Google Keep is not available for desktop, but is available for iOS or Android mobile note-taking apps.
Is Google Keep free?
Yes. Google Keep is part of G Suite, so you can sign in with your Google account on your computer or mobile device. The Google Keep app is also free to download and use.
Can I recover a deleted note in Google Keep?
You have seven days to recover a note that you deleted in Google Keep. Go to the recycle bin icon at the bottom of the keep menu and you will see your recently deleted notes. Click on the note you want to restore and select the restore icon (the second option with an up arrow). Your note should reappear on your home screen with whatever label you’ve assigned it to.