keep in gmail

Add an Email from Gmail into Google Keep – No Extensions

If you have a Gmail email and like to take notes in Google Keep, there have probably been times where you would like to add an email to Google Keep so that you can refer to it later. There’s a way to do this now without extensions or plugins, in just a few easy steps.

First, go to your Gmail and find the email that you’d like to store in Google Keep, and open it. On the far right-hand side of the screen you’ll find a panel with a Google Keep icon. Left-click on this icon to open Google Keep.

keep in gmail

With Google Keep open, you’ll find on the far right at the top there’s a button with a yellow plus sign which gives you the option to create a new note. Left-click on this button to create a new note for the email.

take note in keep

This brings up a window where we can add a title and text to the note. You’ll see that the note already contains a link to the email.

email link note

Add a description to the note, in this example we’ll clarify that it’s an email about time management software. Then click ‘Done’ to add the note to Google Keep.

keep note description


Now, let’s go to Google Keep. Our note is here!

note in keep

We might want to color all our Gmail notes the same color to make them easier to spot. Click the Color palette icon at the bottom of the note and select a color for this note. We’ll make it red.

keep note color

We can click on the link inside the note to bring up the email in Gmail.

keep note link email

It’s important to remember not to delete the email, as our note does not make a copy of anything – it just acts as a link-back to the original email. However, you can archive the email in Gmail to get it out of your inbox, and the link will still work fine.

gmail archive email

You can also have Google Keep remind you about the email later, for example next week. Left-click the Reminder icon at the bottom of the note in Google Keep, and select when you would like to be reminded.

keep note reminder

You can then archive the note in Google Keep as well so it doesn’t clutter the page, and you’ll still get a reminder notification, so you can deal with it at the right time. To do this, left-click the Archive icon at the bottom of the note.

archive note keep

That’s it! We’ve added our email to Google Keep. The email is archived (out of our Gmail inbox), the Google Keep note is archived (out of our Google Keep home page) and we’ll be getting a reminder about the email next week.

Hope this tutorial has been useful for you and your business!

Tutorial Video

Tasks in Outlook

Microsoft To-Do – Full Tutorial With My Day and Grouped Lists

Purpose

Microsoft To-Do is a task management app that works on your phone, tablet, and computer. The app takes a simple to-do list, much like the one in Outlook, and adds a few new twists to it. It can be used with Outlook, as the tasks will mostly synchronize, or on its own as a stand alone.

Tasks in Outlook
Tasks in Outlook

Keep in mind that, if you are a heavy task user in Outlook, not everything will synchronize. Flagged e-mails will not show nor will task assignments or file attachments. At this point, To-Do is best used as a stand alone app to get a fresh start if you want to move away from using tasks in Outlook.

Availability

Microsoft To-Do is available for free and it also will pop up now as a new app that’s part of Office 365. If you’re at work and you have a paid subscription, you can use it as part of the Office 365 ecosystem. On a PC, it can be used through a web browser or downloaded from the Windows Store and installed on your PC. The tasks will sync with all other instances of To-Do that you have installed and linked to your Microsoft account.

app in Office 365
Part of Office 365

Even if you are not an Office 365 subscriber, it can be downloaded from the Microsoft Store onto your PC or installed on your phone.

To-Do in Android Play Store
Android Play Store

Basic Use

Video explanation

At the basic level, the tasks in the section called To Do’s are a simple list of your tasks. If you right click on one, you can set a reminder at a specific date or mark it complete.

Right-click options
Right-click options
Double-click menu
Double-click menu

If you double-click on a task, there is a simple field for notes but, keep in mind, you can’t attach files, at least not at the date of this writing which is February of 2018. That’s a little bit different than Outlook, but it does keep it nice and simple. Once you set a due date, you can also set the task to repeat at certain intervals.

The other thing you can’t do is assign these tasks to someone else. To-Do is just for your own use right now.

Taks Lists

In addition to it just being a plain list of tasks like Outlook, one of the big new things you that you can do is create task lists. You can customize the theme of each list and, of course, you can add emojis to each one. Left-click in the text field where the name of your list is. Different choices for emojis pop up as choices. If you don’t see what you want, you can surf the web and copy and paste an emoji from there.

Task lists
Task lists
Emoji for list
Emoji for list

You can also change the color of each of your tasks. If you get all hot when you work out, maybe you want it red. I made the purchases green, right? Because I’m spending money.

Red theme
Red theme
Green theme
Green theme

My Day

In addition to grouping things in lists, the another innovation as far as tasks go is the My Day function. At the beginning of each day, you open up My Day and it’s blank. The thought is you may have all of these tasks that are nicely categorized and they’re dated, but YOU choose what you do that day.

My Day
My Day

Click on the smart suggestion light bulb and it’s going to suggest things that you do today based on what you have in these lists and what the due dates are. I decided that clean my room is due today but there’s no way I’m doing that.

Light bulb
Click on the light bulb
Smart Suggestions
Smart Suggestions

Now choose what you want to do with your day from scratch. This will give you a fresh list totally under your control. You can left-click and you can reorder by holding down your left mouse key or your finger if you’re on mobile and dragging it down. If you get it done, mark it as completed. If you decide you’re not going to do it, remove it from My Day by moving it to another list. If you decide you don’t want to do something on your My Day list at all, just delete it.

Conclusion

That pretty much covers Microsoft To-Do. There’s not too much clutter with it. It’s relatively simple it just lets you organize what you’re doing during the day and you can decide what tasks you see in your day and which ones you don’t.

Tasks in Outlook

Microsoft To-Do – Using the My Day feature

Purpose

Microsoft To-Do is a task management app that works on your phone, tablet, and computer. The app centers on a simple to-do list, much like the one in Outlook, but adds a few new twists to it. It can be used with Outlook, as the tasks will mostly synchronize, or on its own as a stand alone.

Tasks in Outlook
Tasks in Outlook

Basic Use

Video explanation

My Day

The big innovation with To Do is the My Day function. At the beginning of each day, you open up My Day and it’s blank. The thought is you may have all of these tasks that are nicely categorized and they’re dated, but YOU choose what you do that day.

My Day
My Day

Click on the smart suggestion light bulb and it’s going to suggest things that you do today based on what you have in these lists and what the due dates are. I decided that clean my room is due today but there’s no way I’m doing that.

Light bulb
Click on the light bulb
Smart Suggestions
Smart Suggestions

Now choose what you want to do with your day from scratch. This will give you a fresh list totally under your control. You can left-click and you can reorder by holding down your left mouse key or your finger if you’re on mobile and dragging it down. If you get it done, mark it as completed. If you decide you’re not going to do it, remove it from My Day by moving it to another list. If you decide you don’t want to do something on your My Day list at all, just delete it.

Conclusion

To Do’s power lies in its comfortable resting spot in the Office 365 environment which gives it integration with Outlook. The My Day function sets it apart from Outlook and makes it a worthy candidate for your organization app of choice.