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Guide: Google Tasks vs Google Keep: Everything You Need to Know
When Google launched the standalone tasks app for Android and iOS last week, regular Google Keep users were surprised. They now had two similar apps for the same thing: create tasks.
Does Google Tasks Really Look Like Google Keep? Should you switch to Google Tasks from Google Keep? Let’s see.
Google has a bizarre history of launching two apps that do almost the same thing: Gmail / Inbox, Allo / Hangouts, and more.
Tasks are not new to Google. It has been part of Gmail for years. However, it was buried a bit and very few people used it. Tasks’ resurgence is possible thanks to the launch of standalone apps for Google Tasks and a notable location in the redesigned Gmail.
Google Tasks and Keep are very similar, but there are significant differences between the two.
While Keep is essentially for taking different kinds of notes with added functionality of lists, Tasks is a task management app for creating to-do lists with the added functionality of text notes.back to menu ↑
Cross platform availability
Both tools are available on the same number of platforms. You have Google Keep Android and iOS app and a Chrome extension. It doesn’t have a Windows or Mac app, but can be accessed from the web version.
Likewise, Google Task does not have a Windows or Mac app. It is available on Android and iOS. It also has a web version, which looks outdated though. There is also a Chrome extension. You can access Keep and Tasks, both in the redesigned web version of Gmail.back to menu ↑
From the first screen itself, there is a big difference in the design of both apps. While Google Keep lists both notes and to-do lists in card format on the main screen, the Tasks app shows the tasks in the list format. These tasks are sorted by the order in which you created them. You can also sort them by date.
Speaking of sorting, there is no good way to sort notes / lists in Google Keep. You have to manually reorder the cards by dragging them.
Furthermore, the Tasks app uses a combination of white and blue colors. It also has the upcoming Material Design 2 with the navigation and settings icon at the bottom.
On the other hand, Google Keep has the familiar white and mustard-colored interface. In the current version, the navigation drawer and the settings are present at the top. With the launch of Material Design 2, these are likely to shift to the bottom as well.
Also read: Google Keep vs. OneNote: Which Note-Taking App Is Betterback to menu ↑
It is very important for a task app to have multiple lists. With the Google Tasks app, you can easily create and switch between multiple lists. You can also name them. You can also move tasks between multiple tasks with just one tap.
On the other hand, while you can create multiple lists in Keep, it is complicated to switch between them. You also cannot move individual tasks from one list to another.back to menu ↑
As with the other to-do apps, we can create tasks with just one tap in the Google Tasks app. All you need to do is tap add a new task button at the bottom and enter your task. That is it. Once created, you can easily move tasks between lists.
In Google Keep, we first have to find our list in the messy Google Keep design. Then we can add new list items by tapping the + List item label. In short, Google Keep is about lists, not the right tasks.
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Fortunately, Google Tasks supports hierarchy unlike Google Keep. Under each list you can create tasks followed by subtasks for each of them. You can also add notes to subtasks. This is not possible in Google Keep. It does not support subtasks.
In Google Tasks, when you mark the parent task as completed, all subtasks are marked as completed.back to menu ↑
Mark as complete
There are two ways to mark a task as complete with Google Tasks. You can tap the round icon or swipe left to right on the task. In Google Keep, the only way to complete a task is to tap the square check box. The swipe gesture doesn’t work here.
In both apps, the completed tasks or list items are kept in a new list at the bottom.
Tip: Swipe the notes in Google Keep to archive them.
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Labels and color code
Using multiple lists in Google Keep is a chore in itself. However, you can simplify the organization process with labels and color coding. These two features are not present in Google Tasks.
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Integration with Gmail
Tasks were always present in Gmail. However, they were not easy to get. Fortunately, in the new Gmail design, both Google Keep and Tasks get a special place on the right side in the new taskbar.
However, there are some differences. While you can create list items directly from the web version of Gmail in both, you can drag and drop emails to create new task items in the Tasks. This is not possible in Keep.
Also read: How to Access Google Keep Notes from Windows 10back to menu ↑
There is a big, big difference in both apps when it comes to reminders. With Google Keep, you can create reminders for the entire list. You cannot create reminders for individual list items. It’s the complete opposite in Google Tasks. You can only set reminders for individual tasks.
Plus, Keep allows you to create both time and location based reminders. It also supports recurring memories. Unfortunately, Google Tasks currently only supports date-based reminders. You cannot assign specific time to reminders in the tasks. You also cannot create location-based or recurring reminders.back to menu ↑
Integration with Google Calendar
Google has a separate feature also for memories. The reminders you create in Google Keep are listed under Reminders in Google Calendar. These can also be created from Google Assistant.
Surprisingly, while reminders created in Google Keep show up in Google Calendar, the same doesn’t happen for Google Tasks. Strange!back to menu ↑
Google Keep allows you to share your notes, including lists, with others. You can then edit or add new items together in real time in the lists. Currently, Google Tasks does not support sharing.
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Should you switch to Google Tasks
Google Keep has always been a messy platform for me, even for notes. While the functionalities of Google Keep and Tasks overlap, I like the separate Tasks app. It’s not messy. It lets you create subtasks and offers great task management featuresHowever, it also needs to be improved. We are sure Google has put together some great updates up for tasks.
If you were looking for a separate, simple tasks app, Google Tasks is a great choice. Even if you’re okay with what Google offers in Keep when it comes to lists, Google Tasks is worth a try at least once.back to menu ↑
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