Your inbox is overflowing. Every email feels like a new task. And somewhere among those 47 unread messages is that one appointment you really must not forget. Recognizable? I used Google Tasks intensively for three months to see whether this minimalist to‑do app is really as handy as everyone says.
Google Tasks: the company
Google Tasks is not a newcomer. The tool has existed since 2008, but for years it stayed hidden in a corner of Gmail. Few people even knew it existed. In 2018, it finally got its own app and a major refresh.
Google developed Tasks with one goal: manage tasks without hassle. No complicated features. No unnecessary options. Just write down your tasks and check them off. You see that philosophy in every part of the app.
The best part? It’s built into the Google ecosystem. Do you use Gmail? Then Tasks is already there. Google Calendar? There too. That integration wasn’t tacked on afterwards but is part of the core of how Google has set up its productivity tools.
Who is Google Tasks actually for?
Let’s be honest: Google Tasks isn’t for everyone. Are you a project manager who needs to manage complex workflows? Then you’re better off scrolling on. Do you work in a team that needs to share and assign tasks? Then this isn’t your tool either.
But do you use Gmail as your digital brain? Do you constantly check your Google Calendar? Then things get interesting. Google Tasks is made for people who already live in the Google ecosystem and don’t want to leave it.
Think of freelancers who want to turn their inbox into action items. Or students who want to link their assignments to their class schedule. Or simply someone who wants a basic grocery list that’s available everywhere. No hassle with creating accounts or learning new apps. It just works.
The ideal user? Someone who loves minimalism. Who doesn’t want to think about labels, priorities, and complex filters. Who just wants to write down what needs to be done and when.
Features of Google Tasks
I’ve tried out every corner of Google Tasks. These are the features you actually use:
- Gmail integration – This is the killer feature. See an email that requires an action? Drag it to the Tasks sidebar. Done. The email becomes a task, including a link back to the original message. I use this daily for quote requests and feedback emails.
- Google Calendar sync – Give a task a date and time? Then it automatically appears in your calendar. It works the other way around too: create an appointment in Calendar and add tasks to it. Everything stays synchronized without you having to do anything.
- Subtasks – Splitting a big task into smaller steps. Sounds simple, but it works surprisingly well. “Revamp website” becomes: create wireframes, write content, gather photos, test. You check off the subtasks and watch your progress grow.
- Multiple lists – Create separate lists for work, personal, groceries, projects. Switch between lists with a single tap. I have six: work urgent, work this week, personal, groceries, ideas, and waiting on others.
- Recurring tasks – Daily, weekly, monthly, yearly. Or custom patterns like “every first Monday of the month”. Perfect for recurring things like sending invoices or watering plants.
- Details and notes – For each task you can add extra information. A link, a note, a reminder. It stays organized, but you have the space when you need it.
That Gmail integration deserves extra attention. I get emails every day that I can’t handle right away. I used to mark them as unread and still forgot about them. Now I drag them into Tasks with a date. My inbox stays empty, my tasks are lined up. It sounds simple, but it really changed the way I work.
And that Calendar connection? It works both ways. Tasks with a deadline show up between your appointments. But you can also create action items directly from a meeting. “Meeting with client X” then gets subtasks like “draft proposal” and “gather examples.” Everything stays together.
Google Tasks pricing
Here’s where it gets interesting. Google Tasks is completely free. No hidden costs. No premium version. No “upgrade for more features.” You get everything there is without paying.
That sounds too good to be true, right? The downside is that you also don’t get more than what’s there now. Want to collaborate with colleagues? You can’t. Advanced filters? No. Integrations with other apps? Forget it. Google gives you a free tool but deliberately keeps it simple.
Compare that with Todoist, where you pay €4 per month for labels and reminders. Or TickTick for €2.50 per month for the Pomodoro timer and habit tracking. Google Tasks does less, but it also costs nothing.
Who is that free model ideal for? For people who already have a Google Workspace account. They’re already paying for Gmail and Calendar. Tasks is then a bonus. But also for anyone with a free Gmail account: you get a full-fledged task list without spending a single cent.
What should you pay attention to?
After three months of use, the limitations are clear. And they’re not small.
No collaboration. That’s the biggest frustration. You can’t share a list with your partner, colleague, or teammate. Working together on a project? Then everyone has to maintain their own list. Or you have to resort to Google Docs or Sheets, which undermines the entire purpose of a task app.
The notifications are weak. Especially on Android. They do appear, but they don’t stand out. No sound by default. No persistent icon. I’ve missed multiple tasks because I overlooked the notification among all my other alerts.
No desktop app. You have to use it through the browser or via the sidebar in Gmail. Want to quickly check your tasks without opening your email? Too bad. You first have to navigate to gmail.com or calendar.google.com. A standalone app would make this so much more convenient.
Tasks without a date disappear from view. They’re in your list but don’t appear in your Calendar. Logical maybe, but it means you have to actively dig through your lists to see what’s still open. Other apps always show an overview of everything.
No advanced sorting. You can’t filter tasks by priority or label. You can’t group them by project. The only organization is through lists and subtasks. For simple to-dos, that’s fine. For complex projects, it falls short.
And here’s something that really bothers me: no folder structure for lists. I have six lists. That’s still manageable. But if you end up with twenty? Then it becomes chaos. You can’t put lists into folders or categorize them. They’re just stacked underneath each other.
What do others think?
Opinions on Google Tasks are divided. And that actually makes perfect sense.
People who are already deep in the Google ecosystem are enthusiastic. They appreciate the direct connection with Gmail. Dragging emails to tasks is often mentioned as a favorite. The visibility in the Calendar sidebar also gets a lot of praise. “Finally I can see my tasks between my appointments” is a common reaction.
The minimalist design divides people. Some find it wonderfully calm. No distractions, no unnecessary buttons. Others find it too bare. Too simple. Too limited. “It feels like a half-finished product,” I read multiple times.
The biggest complaint? It keeps coming back: no ability to share. Teams can’t use it. Families can’t either. It remains a personal tool. That’s intentional, but for many people a dealbreaker.
On Android, notifications are a frequently mentioned problem. They’re too subtle. Too easy to miss. People forget tasks because they didn’t see the reminder. That’s a basic function that needs to be better.
But there’s also a lot of appreciation. The free price is highly valued. No hidden costs, no premium pressure. And the reliability: it always works. No crashes, no bugs, no lost tasks. That’s not nothing.
Google Tasks alternatives
Too limited for your needs? Then take a look at these options:
- Todoist – Much more extensive with labels, filters, and collaboration options. Choose this if you need advanced task management features and project structure. It’s more powerful, but costs €4 per month.
- Microsoft To Do – Better integration with Outlook and Windows. Choose this if you mainly work within the Microsoft ecosystem. Also free, but with more features than Google Tasks.
- TickTick – Includes extras like a Pomodoro timer and habit tracker. Choose this if you want to combine productivity tools and tasks in one app. For €2.50 per month you get a complete productivity package.
Frequently asked questions
Can I share lists with others?
No, that’s the biggest limitation. Google Tasks doesn’t support directly sharing lists. You can assign tasks within Google Chat spaces or via Google Docs, but that’s cumbersome. For real collaboration, you need to look at another tool.
Is there a desktop app for Windows or Mac?
No, unfortunately not. There’s no official desktop app. You use Google Tasks through the sidebar in Gmail or Calendar, or through the browser at tasks.google.com. For some people that’s fine; others find it annoying that they have to open their email first.
Does Google Tasks sync with Google Calendar?
Yes, and it works really well. Tasks with a date and time automatically appear in your Google Calendar. You’ll see them listed among your appointments. And you can also create tasks from Calendar. Synchronization is instant, with no delay.
Conclusion
Google Tasks isn’t a miracle solution. It’s not a powerful project management tool. It doesn’t have fancy features or AI assistants. And that’s exactly the point.
It’s a simple, reliable task list for people who already live in the Google ecosystem. Do you use Gmail daily? Do you constantly check your Google Calendar? Then Tasks feels like a natural extension. That email-to-task feature alone saves me time every day.
But do you work in a team? Want to share lists? Need advanced filters? Then you really need to look at something else. Google Tasks is intentionally kept limited. For some people that’s perfect; for others it’s frustrating.
After three months of use, I’m still using it. Not because it’s perfect, but because it matches how I already work. My inbox is emptier. My tasks are linked to my calendar. And I don’t have to pay anything for it. It works for me. Maybe it will for you too.
