How to Use a Task List in Gmail

Set Up Your Task List in Gmail

You can manage a task list directly inside Gmail without switching tabs or opening a separate app. Google Tasks integrates with Gmail and Google Calendar, letting you turn an email into an action item, set a due date, and track completion — all in one place. If your task list is missing, make sure the sidebar is turned on in Gmail's settings and that Google Tasks is enabled in your workspace.

Create Tasks From Emails

The fastest way to start is from an open email. Click the check mark icon at the top of the message or drag the email into the Tasks panel on the right side of Gmail. A new task is created with the email subject as the title and a link back to the original message. You can also select multiple emails and create separate tasks for each.

Add Details and Due Dates

Once a task exists, click it in the sidebar to open the task editor. Here you can add notes, subtasks, and a specific due date. For time-sensitive items, set a reminder so Gmail notifies you on desktop or mobile. Tasks with dates automatically appear in your Google Calendar, which helps you see whether a deadline conflicts with a meeting.

Organize With Lists and Sections

Google Tasks supports multiple lists, which is useful if you manage work for different projects or clients. Click the hamburger menu in the Tasks panel to create a new list and give it a clear name, such as "Client Follow-Ups" or "Content Calendar." You can also drag tasks between lists. Within a single list, you can drag tasks into a custom order or rely on the default sort by date.

Keyboard Shortcuts and Mobile Use

If you prefer the keyboard, press Shift + T (or Option + T on Mac) to open the Tasks panel from anywhere in Gmail. From the task editor, press Enter to save and close. On mobile, the Gmail app includes a Tasks tab, and you can create tasks from emails with a long press. Offline, tasks you've already loaded will still be visible, but new task creation requires a connection.

Use Tasks With Google Calendar

Because Google Tasks syncs to Calendar, your due items show up alongside meetings and events. This is especially helpful when you want to block time to work on a task rather than just track a deadline. You can drag a task to a time slot in Calendar to schedule it, and any changes sync back to Tasks automatically.

Tips for Keeping the List Useful

A task list in Gmail works best when it stays lean. Review your list at the start of each day, archive completed tasks so they don't clutter the view, and avoid storing reference material directly in task notes — link to the email instead. If a task keeps getting postponed, consider whether it needs to be broken into smaller steps or moved to a different list entirely.