How to use Gmail As a To Do List Manager for Remembering Important Tasks

Do you know that you can use Gmail for remembering important schedules, tasks and use it as a task manager? Some of you may have used web applications or desktop tools for task management but there is nothing as simple as Gmail.

Why Gmail for task management ? I hear you say. Well, the problem with other “To do list managers” is that you have to install and manage a separate application to keep track of tasks. Either you have to install a desktop application or a browser extension and note everything there.

Desktop task management applications are machine specific and thus you can not use them on multiple computers. There are web based tools like Remember the Milk but why increase an extra overhead when you can use Gmail to remember the things that needs to be done.

The only reason of choosing Gmail over other To – do list managers is  to manage tasks from a central place and keep things simple and precise.

How to use Gmail as a To do List Manager

Here is a step by step guide to use Gmail as a To do list manager by using a custom label and filter:

1. Log in to your Gmail account and go to “Settings”. Choose the “Filter” tab and click on “Create Filter”.

2. Create a new filter and enter your email address in From and To fields. Enter a custom subject line such as “Tasks” and click “Next step”.

3. Select the checkbox “Apply the label” and create a new label from the label drop down. Name the label as “Tasks” or “To – do’s”.

4. Go to your Inbox and you will see a new label listed in the sidebar. Whenever you want to add a new task, just send yourself an email about the task description and you will see a new email landing in the label you created in step 2. Remember to include the same subject that you entered in step 2 while creating the filter.

At the end of the day, you can simply check this label for pending tasks and things that needs your attention. There is no need to use any desktop tool or web application for task management if you want only your email to do the job.

Case study: Soumen, the co author of this blog is lazy and keeps on forgetting things. I have to personally call him and remind him of tasks that needs to be done. This becomes unmanageable with time. Hence to tell you the truth, I have created a custom filter to remind him of tasks that needs his attention. Whenever I find something important, I just forward him the reminder. (Tip: How to read emails as RSS feeds and save time)

Do you use Gmail for task management like I do? Or do you prefer using other web applications to manage tasks? Let us know your ideas in the comments.