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- Google Drive
How to Assign Tasks in Google Drive
Brady Gavin has been immersed in technology for 15 years and has written over 150 detailed tutorials and explainers. He's covered everything from Windows 10 registry hacks to Chrome browser tips. Brady has a diploma in Computer Science from Camosun College in Victoria, BC. Read more...
When collaborating on files in Google Drive (Docs, Sheets, and Slides), it’s easy to lose sight of who’s working on specific parts of a project. With Google Drive, you can assign tasks to another collaborator on your team.
Fire up Google Drive and open a file you currently collaborate on with other people.
For this guide, we’ll use a Google Docs file, but the process is virtually the same for either a Sheets or Slides file.
Highlight some text, an image, cells, or slides, and then click the Add a Comment icon , located on the right of the page. Alternatively, press Ctrl+Alt+M (Windows/Chrome OS) or Cmd+Option+M (macOS) to insert a comment using the keyboard shortcut .
RELATED: How to Add Comments in Google Docs
To add a comment to an image, it needs to be aligned “In line.” “Wrap Text” and “Break Text” disable the ability to add a comment.
Next, type a comment and include the collaborator’s email address—with “+” or “@” in front of it—that you want to assign the task to. A checkbox will appear. Click the box next to “Assign To” and then click the “Assign” button.
Tasks that are assigned will show to the right of the page in the comments section and specify who they’re assigned to. The collaborator will receive an email with a link to the document.
To reassign a task, click on the comment and then click on the “Reply” text field in the comment.
Type a comment while including the other collaborator’s email—with a “+” or “@” in front of it—and click the box next to “Reassign To” when the option appears. Click the “Reassign” button.
If you or the collaborator don’t receive an email notifying you of an assigned item, you can still check whether you have any waiting for you. Head to Google Drive and any file that has an awaiting task will have a number (of tasks) beside it.
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How to Assign and Manage Tasks in Google Docs
Google Docs, Sheets, and Slides are part of the Google Workspace and are famous for collaborating features like editing simultaneously, suggesting edits, commenting, granting permissions to others, etc. While assigning tasks is one of the most important parts of the collaboration, it is hidden behind other features and not immediately visible. Here is how you can assign tasks in Google Docs, Sheets, and Slides and everything you need to know about them.
Table of Contents
How to Assign Tasks in Google Docs, Sheets, and Slides
Assigning tasks works similarly on all Drive apps — comments feature. Here’s how you can use the comments feature to assign tasks in Drive.
1. First, open the doc, sheet, or slide that you want to assign the task on. Then place your cursor where you want to assign someone for the edit.
2. Now click on the Comments icon in the toolbar or press Ctrl+Alt+M.
3. This will show a comments box where you can add your comment. Here just type @ and enter the email id of the person that you want to assign the task.
4. Once done, enter the task that you want to assign them and enable the toggle beside Assign to username. (username will be the name of the person that you have assigned to).
5. Now click on the Assign button to assign the task to them.
If the concerned person does not have permission to access the document, it will prompt you to share the doc with them. Grant the permission or else your task will not be assigned.
How the Assigned Person Will Get Notified
There are multiple ways Google notifies the user about the task they are assigned to.
1. Google sends an email to the person notifying them that they have some task to complete. The email also includes the link to the required document.
2. The user will receive a notification from the Google Drive app on your Android and iOS phone.
3. Google Drive will also show a badge icon on the doc file with the number indicating the number of tasks the person has to complete in that specific doc.
Once the task is completed, the assigned person can click on the checkmark icon to mark the task as done. The comment will be dismissed. Later you can click on the comment icon to check all the previous comments and tasks. You also have the option to re-open closed tasks from here.
How to Reassign the Task on Google Docs, Sheets and Slides
If someone assigned a task to you, you can reassign the same task to someone else under your team. You can also complete your part and proceed with the task depending on your workflow.
1. Just click on the comment dialog which will come into focus and show you a reply option.
2. Type @ and then enter the email id of the person to whom you want to reassign that task. You can also add your comment explaining the task in detail/brief.
3. Once done, enable the checkbox beside Reassign to username (username will be the name of the person that you have reassigned to) and click on Reassign button.
Later they can also reassign to others if they wanted.
How to Assign Tasks to Multiple People?
With the help of the comments feature, you can only assign the task to one person at a time. Later they can reassign to someone else, but you cannot assign the task to multiple users at the same time. Though you can add multiple emails, you can only assign it to one person from the contacts you have added. But there is a workaround to this limitation.
Instead of using the comments feature, you can use the suggestions feature. It is fairly similar to comments but will notify all the people you have added to the suggestion.
1. To add a suggestion, click on the pencil icon at the top right corner and then click on Suggesting from the dropdown menu.
2. Now place your cursor where you want to assign the task and hit space. This will display a suggestions dialog box just like the comments one.
3. Now @mention people, add your task, and click on Reply . This will notify everyone you have mentioned.
But there are some downsides. It only works in Google Docs but not in Slides or Sheets. Unlike comments, you cannot select a para and add a suggestion to it. You can only place the cursor at the middle and add suggestions.
Wrapping Up: Assign and Manage Tasks in Drive
You may assign tasks to someone on Docs, but these tasks do not sync with your Google Tasks as some of you may be expecting. It is surprising that we don’t have a single dashboard to check all the tasks that people have assigned to us. Ideally, I would love to see a separate category in Google Tasks where comments and suggestions are shown from Google Drive apps.
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Ravi Teja KNTS
Tech Enthusiast & Cinephile by Nature | Writing about technology for 3+ years on TechWiser| Currently interested in PWAs, Cloud, AI, Ecosystems & Esthetics. But I keep changing my mind faster than Google's Messaging apps.
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How to Assign a Task in Google Sheets [Easy Guide]
Chris daniel.
- Last updated July 10, 2022
Running a team in Google Sheets is among the best uses for the program. But, it can be annoying to assign tasks in other programs and then move them into Sheets. Luckily, you can assign tasks directly in Sheets through the comment menu.
This guide will walk you through how to assign a task in Google Sheets. Read on to nail down this essential collaborative feature.
Table of Contents
Why Assign Tasks in Google Sheets
Assigning tasks can be a helpful feature in Google Sheets as it allows you to individually assign the things to do rather than just leaving comments. This has one crucial advantage as it tells everyone what to do and only the person assigned a task completes it rather than anyone in the team making the changes.
Doing this has several benefits. You can divide the workload appropriately among your team members, and there won’t be any confusion about what a person needs to do. The tasks as marked for that specific person, so they don’t have to go through a list of comments to find their task.
Basically, assigning specific tasks is more effective project management .
How to Assign a Task in Google Sheets
To assign a task to someone in Sheets, you must set it using a comment. In Google Sheets, you can assign tasks by commenting on the message in the comment box and adding the person’s email. You will then be prompted with an option to assign tasks in Google Sheets.
Here is how to assign in Google Sheets:
- Open the spreadsheet where you want to assign the task.
- Click on the cell or select multiple cells by clicking and dragging your cursor across several cells. You can also select a single cell and then drag your cursor on the blue dot in the bottom right corner of the cell.
- Click on Insert or right-click on the selected area. This selected area is represented with a light blue highlight. This will open a dropdown menu.
- There, click on Comment . You can use the Ctrl+ Alt+ M shortcut on Windows to do this.
- In the comment box that shows up, type in the comment and add the At ( @ ) sign.
- Now add the email of the person.
- A new Assign option will show under the email when you add the email Click on the Assign to [email] button.
- Click on the green Assign button.
The assignee will receive a notification and can mark the task as done when they finish it. There is a difference between adding normal comments and assigning a task. When a normal comment is made, anyone can make the changes and mark it as done. However, using the assign task Google Sheets function means that only the person assigned the task can mark it as done.
What Happens When a Task Is Assigned?
When you assign a task to someone, they will get an email and a notification in Google Sheets .
If you’re not a part of the spreadsheet, you will receive the permissions through a link in your email. If you are already a team member in the spreadsheet, when you open Google Sheets, you will see a grey dot with the number of the assigned tasks inside it.
When completing the tasks, they can click on the checkmark in the comment box to mark it as complete. You can also look at the previous and the current tasks by going to the comment history section in Sheets.
How to Assign Something in Google Sheets FAQ
How do i assign an action in google sheets.
- Click on the cell or select multiple cells.
- Click on Insert or right-click on the selected area. This selected area is represented with a light blue highlight. There, click on Comment.
- Add the email of the person. A new option will show under the email when the email is added.
- Click on the Assign to [email] button.
- Click on the green Assign button.
How Do You Assign a Task to a Spreadsheet?
The Google Sheets assign tasks function is accessed through the comments menu. You can assign tasks by commenting on the message in the comment box and adding the person’s email. You will then be prompted with an option to assign tasks in Google Sheets.
Does Google Have a Task Manager?
Google offers a mobile application called Tasks. This allows you to edit, manage and capture the tasks from anywhere and at any time. This also allows full synchronization among the tasks on multiple devices.
Can I Delegate Google Tasks?
You can add the email of a person that isn’t already added to the spreadsheet. This will send them an email and a link to the file. When they click on it, they will get access to the file and make the changes normally as if they are a part of it. You could also build a schedule to help with delegating tasks.
Wrapping up How to Assign Tasks in Google Sheets
We hope that learning how to assign a task in Google Sheets through this guide was easy for you. It’s one of those skills that when you’ve done it once you can do it 1000 times. Let us know in the comments if you need any help.
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Table of Contents
How to Assign Tasks on Google Chat
In Google Chat, you can create Spaces, which is nothing more than a group chat feature for your workspace. The tasks feature available in Spaces is an extension of the Google Tasks app. Any tasks assigned to you in Spaces can even be accessed from the Google Tasks app. Let me explain this in detail.
1. Open Google Chat and select any space on which you want to assign the task. Ensure the person you want to assign the task to is available in that space. If you don’t have any space, you can easily create one by clicking on the Plus + icon beside the Spaces and selecting the Create space option. Now you can give your space a name and add people to it.
2. On the space, switch to the Tasks tab where you can create space tasks.
3. Here, click on Add space task button to start creating the task.
4. Now give your task a name, description, add a due date, etc.
5. Click on the Assign option and select the person that you want to assign that task. You can only assign the task to one person as of now.
6. Once done, click on Add button to assign a task on Google Chat.
Tips to Access and Manage Tasks in Google Chat
1. Once you create a task, you can always click on it and start editing the task name, due date, description, and even assign it to somebody.
2. The tasks assigned to you from Google Chat can be accessed even from the Google Tasks app in the My Tasks list.
3. You have the option to sort tasks by assignee, which will put all assigned tasks first in alphabetical order. If you sort again by the assigner, the list is reversed so that the assigned tasks are at the top.
4. You can delete the task, just by hovering over the task and selecting the Delete icon . Then click on the Delete option in the pop-up to confirm.
5. Clicking on the circle icon before the task will mark the task as complete. Anyhow, you can scroll down and uncheck the task to re-open it.
6. All the changes you make to the tasks, from creating and marking them as completed to deleting them, will be listed as an activity in the chat tab.
How to Assign Tasks in Gmail
Gmail does not have its own task feature. Google Chat is part of Gmail, so you can access it from Gmail instead of accessing Google Chat separately.
1. Open Gmail , click on the Spaces option in the left sidebar, and select the space to start creating tasks.
2. Now open the Tasks tab and assign the tasks as mentioned in the previous method. This way, you can keep all your emails, chats, and tasks in one place.
If you cannot find the Google Chat option in Gmail, click on the Cog icon at the top right corner and then click the See all settings button.
Now open Chat and Meet tab and select Google Chat under the Chat option. Once done, click on Save Changes to access the Google Chat and spaces directly from Gmail.
How to Assign Tasks in Google Docs, Sheets, and Slides
In Google Workspace, you can assign tasks for documents in addition to regular tasks. With its help, you can assign tasks to complete documentation or make changes to document files such as documents, sheets, and slides. Assigning tasks in these applications is possible using the comment function. Learn how to assign tasks in Google Docs, Sheets, and Slides here.
1. Open any docs , sheets , or slides file and place your cursor where you want the changes to be applied.
2. Now, right-click and select the Comment option. Alternatively, you can also use the ctrl+alt+M shortcut to create a comment.
3. It will open a comment window where you can write your comment about the changes you are expecting. To assign it, just type @ and enter their name or email id. It prompts an Assign to checkbox within the comment window.
4. Check the Assign to checkbox and click on Assign .
That’s it; you have assigned the task within the document.
Tips to Access and Manage Tasks in Google Docs, Sheets, and Slides
1. Once you assign the task to a person, he will receive an email notification about the comment you have created so that they can take action on it. Anyhow, these tasks are not in sync with Google Tasks.
2. When they open the document, they can see comments beside the document file on Google Docs and Slides.
3. On Google Sheets, they will see a yellow banner with comments on the cell. Hovering on that cell will show the comment.
4. By clicking the three-dot menu on the comment, you can edit the comment, Delete the comment and also get a link to that comment if you have created the comment. In comparison, others can only copy the link to that comment.
5. The comments are visible to everyone who can access the document, not just the creator and assignee.
6. Everyone who can access the document can also reply to the comment for a back and forth discussion related to the assigned task.
7. when adding a reply, you can reassign the task to someone by mentioning them in the reply. It will prompt to Reassign the task. Just check the checkbox beside Reassign to and click on Reply. The task will be reassigned to the person mentioned in the reply.
8. Once the assignee completes the task, they can simply check off the task by clicking on the checkmark icon at the top of the comment window.
9. You can click on the comment icon at the top bar to check the comment history of all the comments on that document. Here you can access when the task is marked as done, when there are replies, etc. Anyhow, if you have deleted the comment, it will be deleted from the comment history too.
Assign Tasks to Others on Google Workspace
Google products can be quite confusing at times. Nonetheless, they are also powerful in their own way. The Google Tasks app does not let you assign tasks to others, but you can use the Google Chat app to complete the process. In any case, you should create a space, add the person to that space, and then create a task to assign to them. This process can be done away with by a simple feature in the Tasks app.
While the tasks from Google Chat at least sync with Google Tasks, the tasks assigned from Google docs, sheets, and slides do not. You still have to rely on email notifications.
- Main content
How to assign tasks in Google Docs in 2 different ways
- You can easily assign tasks in Google Docs and allow others with access to add to or edit a document according to your assignments.
- Tasks, also known as "action items," can be assigned via comments in Google Docs , Sheets , or Slides .
- There are two ways to assign tasks in Google Docs . Here's how to do both.
- Visit Business Insider's homepage for more stories .
Google Docs is the Google suite word-processing program used to create, edit, and share documents online. You can also use Google Docs to collaborate with friends or colleagues and assign tasks so collaborators know what needs to be done in certain documents.
Assigning a task, or "action item," in Google Docs is simple and can be done in two different ways. One way requires nothing more than typing the task directly into the document itself, while the other way utilizes comments.
Here's how to do both.
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1. With Tasks enabled, open the Google Docs homepage on your Mac or PC , and open the doc that you wish to assign a task in.
2. Within your document, begin typing your task in one of two formats:
- Type "Todo: [User] to schedule meeting" or other applicable action item.
- Type "AI: [User] to complete edits on Chapter 2" or other applicable action item.
3. Once your action item is typed out, a suggestion to assign the task to the user in question will pop up in the right hand side menu. Click "Assign."
4. If you don't see a suggestion to assign your task you may have to click the small arrow at the bottom-right of your screen to expand the side panel menu and then click the blue tasks icon, which is the last icon. Enable tasks, if you haven't already.
How to assign tasks in Google Docs through comments
1. Open the Google Docs homepage on your Mac or PC , and open the doc that you wish to assign a task in.
2. Place your cursor in the area of the document that you'd like to be assigned as a task to a collaborator.
3. In the top toolbar, click "Insert" and then "Comment."
4. Begin typing "+ User's email address " followed by the task instructions.
5. Click the checkbox next to "Assign to User " to assign the task to the person mentioned.
6. Click the blue "Assign" button.
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6 ways to track tasks with Google Workspace apps
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How to make a private list—or share a list with your team—and check completed tasks off as you get things done. Andy Wolber shows you six ways to be more productive in Google Workspace.
If you use Google Workspace , you may track tasks in a variety of ways. You might add personal to dos to Google Tasks. You could create lists you may make private or share with colleagues in Google Docs, Keep or Sheets. Or you may add and assign tasks with team members in Google Chat Spaces.
But each of these apps offers slightly different task management capabilities. Team tasks, for example, might best be tracked in Google Spaces, while a shared list of routine items to buy might best be managed with Google Keep. Sign in to your Google account, open your browser and explore each of the six different ways to track tasks below.
Google Calendar: Tasks on dates
Google Calendar lets you not only track events that occur on a specific day and time (i.e., meetings, focus time, etc.), but also enter and display tasks ( Figure A ). Some tasks might need to be done on or before a specific day (e.g., filing taxes), but others may simply need to be completed in the near future (e.g., reading a report).
SEE: Feature comparison: Time tracking software and systems (TechRepublic Premium)
In Google Calendar on the web, select the checkbox to the left of the Tasks calendar ( Figure A, lower left ) to display tasks with due dates. These appear in a section of the screen below the date and above scheduled events. To view all available tasks—including tasks that lack an assigned date—open the side panel and select the tasks icon. You may want to get into the habit of leaving the Tasks side panel displayed so you may add, access and mark tasks complete when you use Google Calendar on the web.
Gmail: Link a task to an email
On the web, the Tasks side panel accessed in Google Calendar is also available in Gmail : It is the same set of tasks. For that matter, you may access the side panel with Tasks from Google Drive on the web, too.
Gmail includes an option to turn an email into a Task. When you have an email open or selected, click on (or tap) the Add to tasks icon ( Figure B ). This opens the side panel (if it wasn’t already displayed) and adds a new task that includes a link to the email. Click in the newly created task if you want to add details or designate a date or time for the task.
I tend to turn an email into a task only when significant work is needed before I can reply. For example, a client might seek advice about software. If it is advice I can provide promptly, that email won’t become a task and will be written when I set aside time to reply. But if a reply requires me to spend an hour or two of research, I might turn the email into a task titled “Research software” created from (and linked to) the email.
Google Chat Spaces: Team tasks
A Google Chat space provides a persistent place for a team to chat, share files and track tasks . On the web, go to Google Chat, select a Space and then the Tasks tab ( Figure C ). After you select “Add spaces task” you may enter the task title, details, date/time, just as you would with any standard Google Task. However, you also may assign a task to any member of your Space. Because of this ability to assign and track tasks to people, a Google Chat Space with tasks is an excellent option for Google Workspace team task management.
Google Docs: Checklists with text and comments
Select the checklist icon then type in tasks within a Google Doc ( Figure D ). Press enter to end the line and add another task. Select the Share button to invite other people or groups to collaborate with you on your checklist in your Doc. Finish a task? Click on a checkbox to mark through the line and consider the task complete.
Collaborating on tasks in a Google Doc brings at least two significant benefits. First, you have plenty of space to add notes and discuss your tasks, either with text (in or around your checklist) or with inserted comments. Second, you have the ability to review changes to the document over time, thanks to Google Docs’ File | Version history features. (See How to manage file versions in Google Docs, Sheets, and Slides .)
Google Keep: Simple private or shared checklists
A private or shared Google Keep note may include a checklist . When you or your collaborators complete an item and check the box to the left of a task in Keep, the item will move to the bottom of the note and display with a line through it.
Unlike a checklist in a Google Doc, once you choose “Display checkboxes” in a Google Keep note, every line of the note will be treated as a checkbox item—there’s no easy way to hold a discussion about items within a note. Similarly, Google Keep lacks the version history feature available in Google Docs. As a result, a Google Keep checklist may be best for tasks that don’t require discussion (e.g., a list of items to purchase or a set of routine tasks).
Importantly, you may move a Keep note to a new Google Doc with the “Copy to Google Docs” menu option ( Figure E ). This helps when you start a list of tasks in Google Keep and then realize the items might benefit from the discussion and commentary features found in a collaborative Google Doc.
Google Sheets: Track structured details
A Google Sheet works well to help you track tasks with structured data, such as names, contact information, amounts/numbers or dates. As with a Google Doc, your Sheet may be private or shared with collaborators. Similarly, you also gain the benefit of the ability to Insert Comment (for discussions) or Insert Note (for commentary) along with standard access to an on-going record of changes with File | Version history.
Google Sheets also lets you add a checkbox in a cell (as shown in Figure F ): Place your cursor in a cell, then select Insert | Checkbox. A newly inserted checkbox is unchecked. When you click (or tap) on the checkbox, it fills with a check. (At the same time, the status associated with the checkbox changes from “False,” or incomplete, to “True,” meaning complete.) You also may sort your sheet by the checkbox column with the Data | Sort sheet (or similar Data | Sort range) option to group complete (and incomplete) tasks.
What’s your experience managing tasks?
If you need more extensive task management capabilities than the ones listed above, you might explore the Task management category in the Google Workspace Marketplace. There you’ll find apps such as Asana, MeisterTask, Smartsheet, Todoist and Trello, each of which offer capabilities that complement and expand on the task management features found in Google Workspace apps.
How do you typically track tasks in Google Workspace ? Have you tried Google Chat Spaces tasks with your team? Do you typically use Google Tasks, Keep, Docs or Sheets to track activities? Or have you found another tool that meets your task tracking needs well? Let me know how you track tasks, either with a comment below or on Twitter ( @awolber ).
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The Google Tasks guide—everything you need to build a productive, simple to-do list workflow
It's the simplest to-do list app, hidden behind a button in Gmail and Google Calendar. And yet, Google Tasks is one of the most popular to-do lists thanks in part to that simplicity. You don't always need a full project management system to keep track of your work. Sometimes, simpler is better.
Imagine a paper to-do list with a checklist of things you need to do. Perhaps you'd indent some tasks that are part of a larger task; maybe you'd scribble a quick note under a task with more details, or write a due date beside critical tasks.
Digitize that simple to-do list and you've got Google Tasks.
It probably helps, of course, that Google Tasks is built into Gmail and Google Calendar—even if it's a little hidden. Here's how to find Google Tasks—and how to get the most out of it.
Where is Google Tasks?
Google Tasks is built into Gmail, and that's probably the easiest place to get started using it. Just click the Tasks icon in the right sidebar.
After a brief animation, you'll get a new Google Tasks account.
Or, if you're on the go, Google Tasks is on mobile, with full-featured iOS and Android apps. Honestly, the mobile version is a simple option for mobile, even if you don't use Gmail.
Add tasks to Google Tasks
Open Google Tasks in the Gmail sidebar, click Add a task toward the top, and type in your task. Press your enter key to save the task and you can instantly type in another task. Need to edit a task? Click on it to select or edit text right in the list.
You won't be able to add tons of details, granted, but it's enough features for most people.
Add Gmail emails to your to-do list
Aside from its simplicity, Google Tasks' best feature is its deep integration with Gmail. Your inbox isn't the best to-do list—so Google Tasks gives you somewhere to list those important messages that need a reply or action on your part.
Drag an email from anywhere in Gmail to the Google Tasks sidebar to instantly turn it into a task. It'll keep the email's subject as the task name, with a link to the email underneath. You can then archive or move the message and still open it easily from the Google Tasks link.
Organize Google Tasks with lists and drag-and-drop
Much like a paper to-do list, the most direct way to use Google Tasks is to jot down basic things you need to do and check them off as they're completed. But if you'd rather plan, rearranging your tasks into the order you should complete them, you can do that too. Just click on a task and drag it to the order you want. Move a task with subtasks? Just drag to move the whole set together. Or, if you decide a subtask should be its own task, drag it out, and it'll turn into a standalone task.
Keyboard shortcuts work here too: Select a task, then press alt + ↑ or ↓ to move the task around.
Need to see upcoming tasks first? Click the three-dot menu and select Sort by Date to group your tasks by their due date, with the tasks due soonest at the top. Open the menu again and select My Order to get the tasks back in the order you dragged-and-dropped them.
There's one more way to sort tasks: Lists. When you first open Google Tasks, it will start a new My Tasks list and put all of your older tasks in a list with your name. Click the My Tasks (or other list name) button at the top of Google Tasks to select the list you want or add another.
To move tasks to a different list, open their edit view and select the list you want.
Manage Google Tasks with keyboard shortcuts
It's fun to drag emails over to Google Tasks and move your subtasks around, but the fastest way to manage Google Tasks is with your keyboard. Here's a list of the most useful shortcuts for reference—or you can find them anytime in Google Tasks by pressing Ctrl + / on Windows or Command + / on Mac:
Open Google Tasks: g + k
Switch between Google Tasks and Gmail: Ctrl + Alt + , on Windows or CMD + Alt + , on Mac
Add Gmail email conversation to Google Tasks: Shift + t
Add new task: enter
Complete task: space
Move task up or down: alt + ↑ or alt + ↓
Indent or un-indent task: Ctrl + [ or Ctrl + ] on Windows or Command + [ on Mac
Exit details mode: Esc
Use Google Tasks apps to manage tasks on the go
Your phone might be the handiest place to keep a to-do list, since you probably always have it on you. Google Tasks' mobile apps are perfect for that.
Install Google Tasks on your iOS or Android device, and if you've already signed in to any other Google apps with your Google account, Google Tasks will pull in your to-do lists automatically. It works much the same as in Gmail. Tap the Add a new task button to type in a task, then tap the task to add a due date, description, or subtasks. Then tap-and-drag tasks to arrange them as you'd like.
The menu in the lower-left corner of the app lets you switch between task lists or add new ones. And, best of all, it lets you switch between Google accounts. If you have a Google Workplace (formerly G Suite) account for work along with a personal Gmail account, tap your avatar in the Google Tasks app to switch between your work and personal to-do lists.
As with most other mobile to-do list apps, Google Tasks can notify you when tasks are due. You'll never forget your important tasks even if you don't open Gmail.
Automate Google Tasks
Google Tasks is a simple to-do list—but with lists, subtasks, and mobile notifications, it has the basics you need to stay productive and keep track of the most important things you need to do.
And with Zapier , you can do even more with Google Tasks. Zapier's Google Tasks integrations can add new tasks and update existing ones automatically—or create new lists and fill them with tasks as an easy way to start projects. Or, Zapier can watch your Google Tasks lists for new or completed tasks and start workflows around your tasks.
Explore some of the most popular Google Tasks integrations . In the meantime, here are some ideas to help you get started.
Move tasks between apps
Create trello cards from new google tasks tasks.
Add new Google Tasks to Todoist as tasks
Save new Todoist incomplete tasks as new Google Tasks
Create tasks from other apps, add evernote reminders to google tasks as new tasks.
Create Google Tasks from new Google Sheets rows
Create tasks in Google Tasks from new Google Calendar events
Add Google Tasks from new notes in sections on OneNote
Automate your email tasks
Create tasks in google tasks from new emails in gmail.
Create new Google Tasks from emails
Create Google Tasks for Gmail emails that match searches
Simplify your to-dos with google tasks.
Sometimes a simpler tool is what it takes to keep you productive. If you wanted a simpler, back-to-basics to-do list app or wish you could get your tasks out of your inbox and into something more manageable, Google Tasks is a better tool than ever to handle it.
And with a bit of list organization and automation, you can turn it into the tool that tracks everything you need to do.
See how Google Tasks stacks up to other apps in our roundup of the best to-do list apps .
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Matthew Guay
Matthew Guay is an editor and writer in Bangkok. When he's not writing, he's likely reading a new book or exploring random streets in a new city. Follow Matthew at @maguay.
- Task management & to-do lists
- Project management
- Personal productivity
- Google Tasks
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How To Use Google Tasks To Stay Organized And Get Things Done
If you’re anything like me, your to-do list is constantly growing and never-ending. You start your day with the best of intentions, vowing to check everything off by the end of the day. But somehow, things always seem to slip through the cracks. You remember to pick up milk on the way home from work but forget to pay the electric bill. Or you make a dentist appointment but forget to put it in your calendar. If you’re looking for a way to streamline your to-do list and get a little help from your Google Assistant, you’re in luck. You can now add tasks to your Google Tasks list using just your voice. Here’s how: First, open up the Google Assistant on your phone or Google Home device. Then, say “Hey Google, add [task] to my to-do list.” For example, you could say “Hey Google, add buy milk to my to-do list.” Once you’ve added a task, you can ask Google to read your to-do list back to you at any time. Just say “Hey Google, what’s on my to-do list?” and your Assistant will list everything out for you. If you need to mark a task as complete, just say “Hey Google, mark [task] as done.” For example, you could say “Hey Google, mark buy milk as done.” And that’s all there is to it! With just a few simple voice commands, you can easily add tasks to your Google Tasks list and keep track of everything you need to do in one place. So next time you’re feeling overwhelmed by your to-do list, just ask your Google Assistant for help.
Because Google Assistant is available on a number of devices, it makes a lot of sense to use it. Simply add reminders to tasks in Google Tasks, then mark them as completed by using Google Maps. Google Reminders is available as part of Google Assistant and Google Calendar, and it can be saved and forwarded to your Google Calendar. Any task, in essence, brings something to your attention based on a mental cue, which is usually around a specific time, place, or date. Your Tasks become a fact on your calendar as soon as they are mentioned. By disabling Ad Personalization, you can determine which ads work best.
The Google Tasks app, in the end, is an effective organizational method because it is integrated into Google’s other features, such as Gmail and Calendar.
There is currently no way to receive reminders via Calendar, but you can get reminders by using the Tasks mobile app. When you receive notifications on your mobile device, you must have the Google Tasks app enabled for it. Your phone’s settings can be checked to see if notifications are enabled.
In Google Photos, Google Tasks can now be accessed via the share menu. In order to show the selected photos in the app’s My Task section, the feature creates a new URL for the chosen photos and puts it directly into the description field with the default title ‘Shared album.’
Can Google Assistant Read Tasks?
By adding tasks, completing tasks, and reading out tasks based on voice or typed commands, you can use Todoist with Google Assistant.
Google Home Is The Perfect Way To Manage Your Tasks
Every day, we spend a significant amount of time using a variety of devices and services, and keeping everything in our heads can be difficult. As a result, Google has made it so simple to access our tasks and reminders from any location. When we return to our devices, simply ask Google Assistant to create tasks, add groceries, and schedule reminders, and you’ll receive them right away. If you want to simplify the way you manage your tasks, you can use Google Home. You can use your phone to access your tasks, as well as have Google Assistant read them out loud to you. If you need a little help with something, this is a good option.
Can Siri Add Tasks To Google Tasks?
Google has added Siri shortcuts to its Google Assistant app for iOS devices. With this app, iPhone and iPad owners can integrate Siri and Google Assistant actions. The Siri Shortcuts app allows users to create Siri commands that wake Google Assistant up so it can perform tasks.
Previously, Siri was unable to be used on Google Home devices because iOS 12 did not include Siri shortcuts. To do this, you must install the Google Assistant app for your iPhone; you can also update it if it already exists. If you don’t already have any Google Home devices, you’ll need to sign in to your Google account. After that, you can record or type out the Siri phrase you want to use, such as the standard and recommended phrase Ok Google. If you are dissatisfied with your recording, or if it does not sound right, you may want to re-record your phrase. It is recommended that you add the Commands to Siri Shortcuts for Google Assistant. When you enable the Show App feature, Google Home and other apps will appear with suggested Siri shortcuts.
If you want to use the phrase Play Spotify Discover Weekly playlist on Google Home, choose a phrase that is shorter, such as Play Discover Weekly. The list of Siri shortcuts you add to the Assistant Shortcuts page will be displayed at the top. Invoke Siri with your iPhone with a Face ID or the Home button, or hold down the Side button if your iPhone has a Home button. If you see the Type to Siri button on your Siri Shortcut phrase, type it into it (or out if you can’t hear it). This is an easy way to get a feel for Siri’s functionality.
Can Siri Add To Tasks?
Use your voice to Dictate tasks and stay up to date on what you need to get done. Siri can add new tasks to your Siri device as well as pull up task views of your choice.
Can Google Tasks Be Used On Iphone?
Install the Google Tasks app for your iPhone. In Gmail spaces, you can create, assign, edit, complete, and delete tasks organized by category.
Does Apple Reminders Sync With Google Tasks?
The Reminders app for Apple’s iPhones, iPads, iPod Touches, Apple Watches, Mac computers, and iCloud.com is available for free on the iPhone, iPad, iPod Touches, Apple Watches, Mac computers, and iCloud.com. Google Tasks is also available for Android and iOS, in addition to Gmail and Google Calendar.
Can You Assign Tasks In Google Tasks?
In Google Chat, you can create and manage tasks as a member of a space, and you can also assign tasks to other space members. Task creation areas can be viewed from the home page. When you are assigned a task, it will appear in your personal task list in Google Tasks.
Google Tasks, like Microsoft To-do, does not allow you to assign tasks to others. If you want to set up your own tasks, you can schedule them for later, or you can set them up as recurring tasks. Users of Google Workspace can assign tasks to other Google apps such as Google Chat, Gmail, Google Docs, Sheets, and Slides by using any Google application. Users can access Gmail Chat directly from within Gmail, because it is part of Gmail. If you’re having trouble finding Google Chat in Gmail, go to the top right corner and click the Cog icon, then go to See all settings. Other tasks can be assigned using the comment function, such as in the Docs, Sheets, and Slides sections. When you assign someone with a task to complete, they will receive an email informing them of the comment you made.
On that cell, you can click on a comment. After clicking the three-dot menu on a comment, you can edit it and get a link to it. Although you cannot assign tasks to others using the Google Tasks app, you can complete the task by using the Google Chat app. You can check the status of a task, whether it is completed, when there are responses, and so on by clicking the checkmark icon at the top of the comment window.
If you want to simplify your life, a Google Task is a good option. This app is simple to use, free, compatible with other Google products, and integrates with them.
Google Keep: A Great Way To Stay Organised
Keep track of your daily activities with Google Keep, which is an excellent way to stay organized and motivated. You can either use it as a desktop or mobile app by entering it into the G Suite apps menu. You can create task lists in Keep and add the email addresses of people you want to share them with. Addon Google Tasks makes it simple to send and receive tasks. You can add a task to another person’s calendar but not to your own in a calendar setting.
Does Google Tasks Work With Google Assistant
Yes, Google Tasks works with Google Assistant. You can create a task using your voice, and then ask Google Assistant to add it to your task list. You can also ask Google Assistant to show you your task list, and it will read off each task for you.
Add A Task To Google Tasks
Open the Google Tasks sidebar and then type your task into the field beneath the Gmail sidebar. If you press the enter key, the task will be saved and you can type in another task right away. How do I edit a project? Select or edit text from the list by clicking on it.
With the Tasks icon on a computer, you can access Google Tasks from Google Calendar. By going to the Google Calendar settings page, you can add a task to your calendar. You can add the date to your calendar by selecting a task in its properties. Drag the tasks in the list up or down to rearrange them. The Create new list option can be found at the top of the Tasks window, near the list name. You can add a description, date and time, subtasks, or move the task to a different location in this window. Google Tasks can now be found on iOS and Android thanks to the creation of an app.
Google Tasks Reminders
If you’re using Google Tasks, you can set reminders for yourself so you don’t forget important to-dos. To add a reminder to a task, open the task and click the Add Reminder button. Then, choose when you’d like to be reminded. You can also add a note to remind yourself of more details about the task. If you need to, you can edit or delete your reminder by clicking the pencil icon next to the task.
What’s the difference between a task and a Google reminder? Google Reminders is an app that you can use with Google Assistant and Google Calendar. Google Tasks is a separate app that is designed to add reminders and mark tasks as completed. With the help of it, you can create multiple lists to help you organize your work. Because Tasks is a separate app, it comes with two widgets. Neither app allows you to set reminders based on your location, but you can add details while creating tasks in the Tasks app. With GQueues, a team leader can assign tasks to their team and update them in real time.
Tasks can import reminders from the Reminders app and transform them into tasks on their own. If you’re having a difficult time finishing one project, it’s a good idea to give Tasks a shot. My primary goal in using Tasks is to separate YouTube and website tasks. When you open the Tasks app for the first time, you’ll see the option.
The Difference Between Google Tasks And Reminders
Google Reminders, which is integrated with Google Assistant and Google Calendar, allows you to schedule and complete reminders. Google Tasks, a separate app, adds tasks with reminders and allows you to mark them as completed once they’ve been added. Multiple lists can be created to organize your work. You can keep track of your tasks by using Google Calendar. Every day, you will be reminded to keep track of your reminders, and you will be reminded again if they are still in progress. Reminders cannot be viewed by anyone, nor can they be shared with others. How can you describe a Google calendar task as an event or reminder? You can invite others to an event by putting it on your Calendar, and you can also schedule reminders to coincide with the event’s date and time. While Task is a task that must be completed by a specific date in order to be completed, it is also a type of item on your to-do list. Does Google have a reminder app? The Google Calendar app for iOS and Android has one place where you can see all of the reminders you have saved in your Google account.
Google Tasks Voice Commands
Google tasks allows users to create and manage their tasks using voice commands. Google tasks can be used to create and manage tasks by voice on any Android phone or tablet, or on a Chromebook. To use Google tasks by voice, users need to first enable the “Ok Google” voice detection feature on their device. Once enabled, users can say “Ok Google, add a task” to create a new task, or “Ok Google, show me my tasks” to view their existing tasks.
If your Android device supports Google Assistant, you can command it using Google Voice Match. In addition, it will inform you of the date or time, the weather, and answer any questions you may have. If you want Google to share your search history or open your privacy settings, you can do so. If you use Google Hangouts or Google Assistant on an electronic device that can make calls, these commands can help you stay in touch. You can also set reminders and alarms, as well as access your account’s privacy settings.
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Google now lets you assign tasks and send pop-up reminders to family members — here's how
- Google announces a new reminders feature that lets you ask other people to do stuff.
- You can remind a family member or housemate to pick up food on the way home, for example, even using a specific time or place.
- The feature is rolling out over the next few weeks.
Google on Thursday announced a new feature for Google Assistant that lets you remind family members, or other people in your home, to do something.
So, you can ask your spouse to pick up milk on their way home from work, for example, or remind a housemate it's their turn to clean the dishes. They'll see the request on their phone as a reminder, or on the main screen of the Google Home Hub, as pictured above.
For instance, you can say, "OK Google, remind Todd to pick up cheese on his way home," or even something more specific that includes the location: "OK Google, remind Todd to pick up cheese when he gets to Trader Joe's." Then, Todd will get that reminder when he arrives at Trader Joe's, or when he gets in the car on the way home. You can also add a specific time.
It only works with people in your family group, which you can configure on Google's Family website . Anybody you try to add must accept your invitation — so you can't use this feature to assign tasks to contacts without their permission.
The new assigned reminders feature is coming to phones, smart displays and speakers with Google Assistant installed, starting in the U.S., U.K, and Australia. It only supports English right now.
I noticed it's not yet active for me, on my Android phone or Google Home Hub, but Google said it's rolling out over the next few weeks, so check back if you don't see it yet.
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- Help Center
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Add or edit a task
When you create a task, you can:
- Add details
- Set a date and time
- Make it repeat on certain days
- Add subtasks
- Create up to 100,000 tasks
- If you add a date and time to your task, you get notifications at the scheduled date and time.
- Tasks with a date also appear in your Google Calendar app.
- For tasks without a time, notifications appear at 9 AM.
- From your personal task list, you can edit, complete, unassign, or delete group tasks assigned to you. If you change group tasks in your personal task list, these tasks are updated or deleted in Google Chat spaces. Learn more about group tasks .
Create a task
- Go to Gmail , Calendar , Chat , Drive , or a file in Google Docs , Sheets , or Slides .
- Enter a task.
- To add a date and time, click Date/time .
- 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.
- Go to Gmail .
- Find the email you want to save as a task.
- Drag and drop the email to the side panel.
- To add a date and time, click Date/time .
You can also edit, delete, and complete tasks from your calendar. Learn how to manage tasks in Google Calendar .
- Go to Google Calendar .
- In your calendar, click an empty slot on your calendar.
- In the top left, click Create .
- Click Task .
- Enter your task details.
- Click Save .
- Any tasks with dates you create in the Tasks app appear on Google Calendar.
- A list of all uncompleted tasks from the last 30 days is available in your current day on Google Calendar.
You can create a personal task from Google Chat.
- Go to Google Chat or your Gmail account.
- Hover over a chat message you want to add as a task.
Tips:
- If you add a date to your task in Google Tasks, the task also appears on Google Calendar.
- If you edit the task in Google Tasks, the Chat message remains unchanged.
- To navigate back to your Chat message from Google Tasks, below the task, click the chat’s name.
- At the bottom, choose your options.
- You can't move reminders from Keep.
- If a reminder is based on a location, the location will be automatically added to the task’s details field. You no longer get a notification based on location.
- If a reminder was assigned to you using Google Assistant, the assigner’s name will be added to the task’s title. The assigner will no longer have access to the reminder.
- When you use Google Assistant to manage reminders, any reminders that you move to Google Tasks are no longer accessible in Google Assistant.
Change a task
- Click the task you want to change.
- Change the task info.
- If you want to change the date and time of the next repeating task in a series, click the date.
- To edit the date and time for all tasks, at the bottom, click the repetition info.
Mark a task as complete
Delete a task
- Point to the task you want to delete.
Delete a task in a repeating series
- Click the task you want to delete.
Install from the Play Store for Android devices and the App Store for iOS devices.
Free Google Sheets Project Management Templates
Smartsheet Contributor Kate Eby
May 26, 2022
We’ve gathered the top Google Sheets project management templates for project managers, project sponsors, Agile team leaders, and other stakeholders to use when managing projects. Plus, find tips for completing the templates.
On this page, you’ll find a basic project management template to get started. Plus, get more specific templates that are useful for completing projects on time, such as a Gantt chart template , a project timeline template , an Agile project charter template , and a simple issue tracking template , among others – all in Google Sheets format. Plus, we’ve included helpful tips on using a Google Sheets project management template .
Project Management Template
Download Project Management Template — Google Sheets
Use this comprehensive project management template to standardize your project-by-project management process. This comprehensive sheet will help ensure that you can account for and track everything in your project. You’ll find space for managing multiple projects, each with sections for Project Details, Deliverables, and Cost/Hours.
- Project Details: Use the template’s Project Details columns to specify each task, along with its deadline, assignee, and description. Select each task’s status from the Status drop-down menu and priority from the Priority drop-down menu.
- Deliverables: Use the Deliverables columns to describe what you need to complete (e.g., software release, report, hardware upgrade) for the client or other end-user, and the percentage of completion for each.
- Cost/Hours: Use the Cost/Hours columns to list your project’s task-by-task fixed costs, estimated hours, and eventual hours.
- Status Key: Use the template’s Status Key to assign and track task status (e.g., Not Yet Started, On Hold, In Progress, Complete ).
- Priority Key: Use the Priority Key to reference task priorities that you can assign (e.g., high, medium, low).
This all-purpose, fully customizable project management template provides you with the ability to manage multiple projects, deliverables, and individual tasks simultaneously. Easily assign tasks to team members, and monitor percentage of tasks and deliverables completed. It’s the perfect tool to help keep your projects running smoothly.
See this collection of Google Sheets project-scheduling resources and templates you can use to keep projects on track.
Gantt Chart Template
Download Gantt Chart Template
Google Sheets | Smartsheet
Regardless of your sector, this project management Gantt chart template is the perfect tool for running thorough and efficient projects that account for every component. It provides flexibility and customization, and gives you a presentation-ready tool to update team members and stakeholders on a project’s status.
This Gantt chart template provides the following built-in project-phase swimlanes that you can use to create the appropriate related tasks:
- Project Conception and Initiation: List tasks that focus on initial project conception (e.g., creating a project charter , performing research, revising the project charter).
- Project Definition and Planning: Add tasks associated with stating a project definition and building a proposed plan (e.g., scope, goal setting, budget details, communication plan, proposed risk management ).
- Project Launch and Execution: Set tasks around plans for the project launch and completion (e.g., tracking issues, monitoring project execution, fielding project updates).
- Project Performance/Monitoring: Use this section to monitor and evaluate your project’s performance (e.g., measuring performance with KPIs, evaluating how successfully you met the project’s objectives).
These swimlanes intersect with task-specific columns, such as work breakdown structure (WBS) details, so that you can assign a unique number for each project task, title, owner, start date, due date, duration, and percentage of task complete.
As a result of entering project- and task-specific data, you get a Gantt chart for easy task-by-task project management. The Gantt chart provides a simple-to-read visual representation of your project’s progress at various stages.
See this article for more Gantt chart template resources .
Project Timeline Template
Download Project Timeline Template
This project timeline template provides a phase-by-phase, graphically rich Gantt chart to track your chronological project tasks and help ensure you can deliver your project in a timely manner. Create tasks, drag and drop them on the month-by-month calendar, and extend their durations as needed. Colored-coded project phases guide you through the conception, initiation, definition, planning, launch, performance, control, and project close stages of your team’s project.
Use this visually dynamic project timeline template to keep tabs on your project’s individual tasks and overall progress to ensure that it aligns with the project’s original charter. Update any project details to identify and mitigate project risks by course-correcting if it seems at risk of missing key milestones.
You can find more timeline template resources in Google formats .
Agile Project Charter Template
Download Agile Project Charter Template — Google Sheets
Agile methodology focuses on frequent iterations, cross-functionality, adaptive planning, continual improvement, and flexibility around potential changes to requirements. Project managers need the right guidelines to chart a proposed Agile project. This Agile project charter template walks you through all the components of chartering a successful Agile project.
Whether you adhere to Kanban , Scrum , eXtreme Programing (XP), Dynamic Systems Development Method (DSDM), or other types of Agile methodology, this template helps you focus on the big picture of project features and how best to accommodate their development. Enter the project’s expected benefits, scope, milestones, estimated costs and resources, and success metrics (e.g., KPIs).
Project Management Plan Dashboard Template
Download Project Management Plan Dashboard Template — Google Sheets
This at-a-glance project management dashboard template provides everything you and your team need to plan, manage, and evaluate a project’s progress and all-around effectiveness. Use the template’s Notes sheet to enter the following project-related data:
- Task Table: Enter each project task’s name, assignee, start and end dates, and status (e.g., Not Started, In Progress, Overdue, and Complete ).
- Percentage of Tasks Complete: Add the percentage of tasks that are complete, overdue, in progress, or not started.
- Budget: Enter financial details to compare your planned versus actual budgetary figures.
- Pending Items: List the number of any pending decisions, actions, or change requests.
The template’s main project management dashboard sheet then translates these details into the following:
- A Gantt chart reflecting your project’s chronological tasks.
- A pie chart indicating your project’s percentage of completed tasks.
- A horizontal bar graph comparing your project’s planned and actual budget.
- A vertical bar chart showing your project’s number of pending items.
Simple Issue Tracking Template
Download Simple Issue Tracking Template
Google Sheets | Smartsheet
In project management, you need an effortless way to track and resolve the numerous issues that arise during a project’s development. This basic template takes the guesswork out of tracking issues that inevitably arise in any project. It features the following issue-by-issue columns to capture functional, performance, compatibility, and usability defects, as well as any other project-related bugs or problems:
- Issue No.: Provide a unique ID number for each issue for easy tracking.
- Status: Select a status for each issue from the drop-down list (e.g., On Hold, Not Started, Overdue, In Progress, Complete ).
- Priority: Set a priority (e.g., high, medium, low) for each issue, depending on its severity and whether it could potentially delay, or even derail, the project.
- Issue Description: Enter a description for each issue (e.g., “Third-party hardware provider notified us that they’re two months behind in developing the parts we need to complete the project”).
- Category: Provide a category for each project-related issue (e.g., feature request, bug, task).
- Assigned To: List an owner for each issue (e.g., the team member responsible for resolving it).
- Reported By: Provide the name of the individual who reported the issue.
- Date Opened: Enter the date the issue was reported.
- Date Closed: Enter the date that the issue was resolved.
- Comments: Provide any details around the issue and if/how it might impact your project’s success.
Use this simple issue tracking template to capture all project issues.
Project Task Template
Download Project Task Template — Google Sheets
Use this template to create, assign, and steer all project tasks to their completion. You can select a project task’s status; set its priority, deadline, and assignee; and write a description for each as it relates to the project’s greater whole. There is space to add further details about each task’s deliverables, percentage done, and any associated fixed and/or estimated costs. This template is fully customizable, so you can alter it to match your exact project’s task-by-task needs.
Project Monitoring and Control Template
Download Project Monitoring and Control Template — Google Sheets
The most successfully executed projects are distinguished from their competitors by having a proactive handle on day-to-day activities, deliverables, and issues that arise. This project monitoring and control template helps you keep tabs on your project’s progress with these three sheets:
- Project Monitoring and Control: List each project activity’s unique reference ID, description, status ( Proposed, In Progress, Completed , etc.), work in hours, work in days, estimated days remaining, and the variance between your forecasted and actual completion dates.
- Deliverables: Document each project deliverable’s ID, status, forecasted and actual date of completion.
- Issues: Add details about each issue, who logged it, date logged, addressed by (e.g., “issue owner”), and the dates it was addressed and resolved.
This unique template provides an all-in-one solution for project managers looking to keep their project’s entire activities at their fingertips.
Project Management Quality Control Template
Download Project Management Quality Control Template — Google Sheets
Raise the quality standards for all of your projects with this dynamic, easy-to-fill project management quality control template. This customizable template enables you to capture project defect details, raise them to team members for resolution, and ensure they meet your project quality acceptance criteria.
For each project defect, list the following:
- Defect ID: Assign a unique identifier to the project defect.
- Release Build No.: List the release build number (e.g., a software release) in which the bug was detected.
- Problem Area: Describe the problem area that the defect is impacting.
- Problem Description: Provide a description of the project bug.
- Defect Type: Check the box that applies to the type of defect (e.g., architectural, installation, connectivity).
- How Detected: Identify how the defect was detected (e.g., testing and production).
Additionally, use the template to specify who detected the defect, along with its priority for being resolved, severity, and current status.
Help ensure your projects will increase in quality with the control mechanisms offered by this unique template.
Resource Requirement Calendar Chart Template
Download Resource Requirement Calendar Chart Template — Google Sheets
As no project is possible without adequate staffing, project management needs a way to request, track, and monitor project resources. Use this resource requirement calendar chart template to list roles required for the project (e.g., developers, test engineers, systems analysts, technical writers), and the number of hours required per month. This template’s color-coded vertical bar chart tracks role-by-role resource requirements, so your projects are always sufficiently staffed.
For more calendar templates and scheduling resources, see this article on free Google calendar templates .
Event Marketing Timeline Template
Download Event Marketing Timeline Template
Use this template to keep your marketing event project planning and execution within a single, shareable location. The template enables you to track multiple marketing events weekly with its Campaign Type column (e.g., national marketing, public relations, social media). Color-coded project marketing events help you easily distinguish between each campaign at a glance and ensure that you’ve proactively planned for each element to help you deliver your marketing projects successfully.
What Are Google Sheets Project Management Templates?
Google Sheets project management templates provide a framework to guide you through the planning, execution, monitoring, and assessment stages of your project. Use a project management template to follow and document a project’s phases and tasks, from initiation through delivery.
Project managers know that having a method and the means to successfully execute your projects is essential. You need to be able to account for each project’s scope, time, and budget. But you also need a way to break the project down into phases, as well as create and assign individual tasks within each phase, before moving on to the next stage of the project.
A Google Sheets project management template helps you standardize your project management practices, so that you don’t launch one-off projects each time you undertake a new venture. It helps ensure that you’ve accounted for all aspects of any given project, regardless of your sector, so that your projects have a higher rate of success.
While project management templates vary, depending on their purposes, they typically include the following universal components:
- Project Title: Enter the name of the project that you and your team are undertaking.
- Project Manager: Provide the name of the project manager in charge of the project and responsible for delivering it.
- Project conception and initiation
- Project definition and planning
- Project launch and execution
- Project performance/monitoring
- Task ID: Provide a unique number for each individual task — e.g., a work breakdown structure (WBS) reference number — for easy task tracking.
- Task Name: Under the appropriate phase, list each project task that needs to be completed.
- Task Description: Provide a brief description for each project task.
- Status: Select a status for each task (e.g., Not Yet Started, On Hold, In Progress, Complete ).
- Priority: Set a priority for each project task (e.g., critical, high, medium, low), so that the most crucial tasks are clear to all project team members.
- Start Date: Enter a date for when work on each project task should commence.
- Deadline: Set a deadline by which each project task must be completed.
- Duration: Review the duration (the date range between start date and deadline) for each task, to ensure that you’ve allotted sufficient time for the task assignee.
- Assignee: Assign a task owner who is responsible for completing each project task.
- Deliverable: Describe each individual component that you need to complete for the client, end-user, or customer (e.g., a product, an upgrade, a report).
- Percentage Done: For each deliverable, provide a percentage of completion, so that it’s clear to all team members and stakeholders how close you are to delivering that individual component of the project.
- Fixed Costs: For each project phase or individual task, enter a set or fixed cost to complete it.
- Estimated Hours: Enter the estimated hours for completing each project phase or individual task.
- Actual Hours: Once the phase or task is completed, enter the actual hours it took to do it.
- Variance: Review the difference between a phase’s or task’s estimated hours and actual hours. This number will indicate whether you’re over or under the allotted cost or time allotted to complete it.
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Easily assign Tasks from Google Docs
Quick summary, getting started .
- Admins: Google Tasks must be turned ON for people in your domain to manage their assigned items in Tasks. Visit the Help Center to learn more about turning Tasks on or off for users.
- End users: Edit-access to the Doc is required to create or edit a task. Visit the Help Center to learn more about assigning tasks from Google Docs and managing assigned tasks in Google Tasks .
Rollout pace
- Rapid Release domains : Gradual rollout (up to 15 days for feature visibility) starting on August 17, 2022
- Scheduled Release domains : Gradual rollout (up to 15 days for feature visibility) on August 31, 2022
Availability
- Available to all Google Workspace customers, as well as legacy G Suite Basic and Business customers
- Not available to users with personal Google Accounts
Resources
- Google Workspace Admin Help: Turn Tasks on or off for users
- Google Help: Assign tasks from Google Docs
- Google Help: Share files from Google Drive
- Google Help: Get started with Shared Google Tasks
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IMAGES
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COMMENTS
Step 1: Open Google Tasks You can add tasks to the side panel in some Google Workspace apps. Go to Gmail, Calendar, Chat, Drive, or a file in Google Docs, Sheets, or Slides . Important:...
Assign tasks in Google Docs When shared tasks are assigned to you: They go into your default list, but you can move them into different lists. Your task's info appears in: Your personal...
Type in your comment and then mention the person you want to assign the item to using the @ (at) symbol before their name or email. This prompts an Assign To checkbox within the comment window. Check the Assign To box and click "Assign." When you view the comment, you'll see who you've assigned it to. How to See Assigned Document Tasks
Click the box next to "Assign To" and then click the "Assign" button. Tasks that are assigned will show to the right of the page in the comments section and specify who they're assigned to. The collaborator will receive an email with a link to the document.
First, open the doc, sheet, or slide that you want to assign the task on. Then place your cursor where you want to assign someone for the edit. 2. Now click on the Comments icon in the toolbar or press Ctrl+Alt+M. 3. This will show a comments box where you can add your comment.
Here is how to assign in Google Sheets: Open the spreadsheet where you want to assign the task. Click on the cell or select multiple cells by clicking and dragging your cursor across several cells. You can also select a single cell and then drag your cursor on the blue dot in the bottom right corner of the cell.
Open Google Chat and select any space on which you want to assign the task. Ensure the person you want to assign the task to is available in that space. If you don't have any space, you...
Open the Google Docs homepage on your Mac or PC, and open the doc that you wish to assign a task in. 2. Place your cursor in the area of the document that you'd like to be assigned as a...
On the web, go to Google Chat, select a Space and then the Tasks tab ( Figure C ). After you select "Add spaces task" you may enter the task title, details, date/time, just as you would...
Here's a list of the most useful shortcuts for reference—or you can find them anytime in Google Tasks by pressing Ctrl + / on Windows or Command + / on Mac: Open Google Tasks: g + k. Switch between Google Tasks and Gmail: Ctrl + Alt +, on Windows or CMD + Alt +, on Mac. Add Gmail email conversation to Google Tasks: Shift + t.
How to: Assign a task in Gmail Google Workspace 692K subscribers Subscribe 216 Share 916K views 10 months ago Gmail: How To's Assign a task in Gmail Learn More → https://goo.gle/3HUJPOr...
Salesforce And HubSpot: The Benefits And Challenges Of Connecting Two Powerful Platforms
Assign tasks in Google DocsWhat is Google Workspace → http://goo.gle/3r1bFPsSet up Google Workspace →https://goo.gle/35C1DA0Learn More → https://goo.gle/36qY...
Anybody you try to add must accept your invitation — so you can't use this feature to assign tasks to contacts without their permission. The new assigned reminders feature is coming to phones,...
Learn how to manage tasks in Google Calendar. Go to Google Calendar. Choose an option: In your calendar, click an empty slot on your calendar. In the top left, click Create. Click Task. Enter your task details. Click Save. Tips: Any tasks with dates you create in the Tasks app appear on Google Calendar.
Download Project Task Template — Google Sheets Use this template to create, assign, and steer all project tasks to their completion. You can select a project task's status; set its priority, deadline, and assignee; and write a description for each as it relates to the project's greater whole.
Admins: Google Tasks must be turned ON for people in your domain to manage their assigned items in Tasks. Visit the Help Center to learn more about turning Tasks on or off for users.; End users: Edit-access to the Doc is required to create or edit a task. Visit the Help Center to learn more about assigning tasks from Google Docs and managing assigned tasks in Google Tasks.