Raise your hand if you live by your Google Calendar. I don’t know about you, but I can’t live without my Google Calendar and use it to manage my work and personal schedules.
If you’re anything like me, maybe you’re slightly obsessed with Google Calendar too. But are you using the digital tool to its fullest potential? Did you know you can add Google Reminders and Google Tasks to your calendar? If you’re already using the tool for appointments, meetings, and events, why not use it to stay on top of your to-do lists if you don’t use a dedicated task manager?
In this post, we’ll teach you:
- The difference between Google Tasks and Google Reminders
- What Google Tasks are and how to create them
- What Google Reminders are and how to create them
You’ll be a Google Calendar power user in no time. Let’s go!
Google Calendar Tasks vs. Reminders
Google Tasks and Google Reminders are strikingly similar, but there’s one significant difference to be aware of. You can include a description and details in a task, but reminders only have a short name or title.
Ultimately, whether you use Google Tasks, Google Reminders, or both is up to you and your organizational preferences and needs.
What are Google Tasks?
Google Tasks are to-dos you can keep track of across Google Workspace. You can think of tasks as one-time or repeating tasks from your to-do list translated to your Google Calendar. You can schedule your tasks on a specific date at a particular time and set tasks to repeat. You can’t set Google Tasks to remind you to complete tasks at various intervals or receive recurring reminders for them through your Google Calendar.
When creating tasks, you can give them a title, add a description, and add them to a designated task list of choice. In the description, you can add details about the specific task or break a large task into a list of smaller subtasks. You can create different task lists if you prefer to group your to-dos in various categories. For example, you might have work, home, and family task lists.
Tasks live in the right-hand sidebar of Google Workspace tools, including Google Calendar, Google Docs, Google Drive, Gmail, Google Sheets, and Google Slides. Simply look for the blue circle with a checkmark through it to find your tasks quickly in these apps.
It’s important to note that only you can view your Google Tasks in Google Calendar and that they will not appear to any other users, even if they have access to your Google Calendar.
How to create Google Tasks
You can create, view, and modify Google Tasks in Google Calendar from your computer or mobile device, making it easier than ever to manage your to-do list. Here’s how.
Google Tasks on the computer
Step 1: Open your Google Calendar and the Tasks calendar.
With Google Calendar open, on the left under “My Calendars,” check the box to select the “Tasks” calendar.
Step 2: Create the task and add in your details.
Either highlight an empty slot on your Google Calendar where you want to create the task or click the “Create” button in the top left-hand corner and select “Task.”
Now add the title of your task and a description, and set a repeating schedule if necessary.
Step 3: Add your task to your task list of choice.
If you have more than one task list, choose the one you want to add to from the drop-down menu.
If you want to create separate task lists, locate your tasks in the right-hand sidebar. In the top left, click the down arrow next to “My Tasks” and select “Create new list.”
Step 4: Start crushing your to-dos!
Press the “Save” button after adding your task to your list of choice, and you’re all set! Now you can start tackling your to-do list. Don’t forget to mark your task complete in the bottom right-hand corner once you’re finished. All completed tasks stay on your Google Calendar but will appear crossed out.
Google Tasks on mobile devices
Step 1: Open the Google Calendar app on your Android or iPhone.
Tap the “+” sign and select “Task.”
Step 2: Create the task and add in your details.
Add the title of your task and a description, and set a repeating schedule if necessary.
Step 3: Add your task to your task list of choice.
If you have more than one task list, choose the one you want to add to from the drop-down menu.
You can also add a new list if you’d like.
Step 4: Start crushing your to-dos!
Press the “Save” button after adding your task to your list of choice, and you’re all set!
What are reminders in Google Calendar?
Google Reminders work similarly to tasks; however, you can’t include as much detail. Think of reminders as quick, brief reminders to help you remember things you need to do.
When creating reminders, you can schedule them on a set date at a specific time and set them to repeat. You’ll only need to give your reminders a name or title when creating them.
Your Google Reminders will appear in the day, week, or month view in Google Calendar so long as you have selected the “Reminders” calendar checkbox (unchecking this box hides all reminders from your view). Reminders are also private, and you can’t share them with others.
You’ll receive notifications for reminders that you set for a specific time, but not for reminders that you set for all day. Reminders will carry over until you mark them as done.
Pro-tip: You can create reminders to your notes in Google Keep, and all reminders will appear on your Google Calendar.
How to create Google Reminders
You can create, find, and edit Google Reminders in Google Calendar from your computer or mobile device. Never miss another to-do with quick reminders that keep you on track.
Google Reminders on the computer
Step 1: Open your Google Calendar and the Reminders calendar.
With Google Calendar open, on the left under “My Calendars,” check the box to select the “Reminders” calendar.
Step 2: Create the reminder and add in your details.
Highlight an empty slot on your Google Calendar where you want to create the reminder.
Now add the title of your reminder and set a repeating schedule if necessary.
Step 3: Watch for your reminders and get to work!
Press the “Save” button after adding your reminder, and you’re all set! Don’t forget to mark your reminder complete in the bottom right-hand corner once you’re finished.
Google Reminders on mobile devices
Step 1: Open the Google Calendar app on your Android or iPhone.
Tap the “+” sign and select “Reminder.”
Step 2: Create the reminder and add a title.
Add the title of your reminder and set a repeating schedule if necessary.
Step 3: Don’t miss another reminder!
Press the “Save” button after adding your reminder, and you’re all set!
When to use Tasks vs. Reminders
Use Google Tasks to capture the items from your to-do list and include descriptions. The description box is there for you to outline your tasks. For example, I could add this blog post as a task, and in the description, include key details such as terms to include and what headers I want to add. You should use tasks for larger to-dos, for which you may want to include further information and descriptions.
Reminders are much more basic, and you should use them for simple reminders that don’t require additional details beyond a few words in the title. For example, reminders work well for quick actions such as taking out the trash or making a phone call. There isn’t much detail to include to complete these items. Try using Google Reminders for quick reminders that don’t require a lot of detail or additional information.
You can easily manage and edit Google Reminders and Tasks on your computer and iPhone or Android mobile device. iPad tablets also work well for creating and managing both.
And if you’re an Apple guru, consider receiving Google Calendar notifications on your Apple Watch to receive your Google Reminders and Tasks there.
Schedule your tasks with Clockwise + Asana
Adding Google Tasks and Reminders is a time blocking method, and there’s an easier way to do this. Google Calendar provides great options for scheduling and managing your time, but you can elevate your scheduling even further with the Clockwise + Asana integration.
This integration can add tasks as time blocks in your Google Calendar. And you can take advantage of our flexible time blocking, so we can reschedule your tasks for you as needed rather than manually updating your Google Tasks and Reminders.
Smooth Google Calendar days ahead
Make Google Calendar your go-to app for all your planning and to-do list needs. Use Google Tasks for your larger to-dos and Google Reminders for simple nudges to complete a quick action. Or try the Clockwise + Asana integration for your time blocking needs. Go forth and work your Google Calendar like a pro!
About the author
Alyssa Towns a freelance writer based in Denver, CO. She writes on a productivity and career-related topics for Insider, Clockwise, G2 and other publications.
