- Video Tutorials
- Getting Started
- Account Management
- Calendar Integration
- Chrome Extension
- Export / Import
- Google Login
- G Suite Login
- GQueues for Gmail
- Keyboard Shortcuts
- Mobile Apps
- Android App
- iOS App
- Quick Add
- Recurring Tasks
- Search Tasks
- Sharing & Collaboration
- Smart Queues
All tasks in a queue appear in order. The whole concept of a queue is that it is an ordered list, which forces a person to decide the importance of a task compared to the others. With that said, GQueues makes it extremely easy to change the order of tasks in a queue making it a flexible, useful tool for getting organized.
- Add a Task
- Add a Task via Email
- Quick Add
- Edit a Task
- Reorder Tasks
- Reorder by Date, Date Created, Name or Tag
- Mark a Task Complete
- Archive a Completed Task
- Go to Task Overview
- Set Checkmark Action
- Delete a Task
- Undo Delete
- Set a Date for a Task
- Set a Time for a Task
- Set the Task Duration
- Set a Reminder for a Task
- Set a Default Reminder for All New Tasks
- Add a Note to a Task
- New Line in Task Notes
- Duplicate a Task
- Duplicate a Task with Subtasks
- Link to a Task
- Create Task Templates
Add a Task
Click the Add Task button to create a new task at the end of the queue.
If you prefer to have tasks inserted at the beginning of a queue by default you can set this in the Queues tab of GQueues Settings.
You can also hold the shift key while clicking the Add Task button to insert in the location opposite of the set default.
With the keyboard shortcuts you can insert tasks anywhere in the queue.
Or if you are currently typing the description of the last task in the list, simply hit the tab key to create a new task.
Add a Task via Email
A unique email address has been created for your account that is linked to your Inbox. You can send email to this address from any email account and a task will be created in your Inbox. This may be useful, for instance, when setting up filters and automatic forwarding, or when you want to add tasks to GQueues from multiple email accounts.
Go to the General section of Settings to find your Inbox address.
When sending an email, the subject line will become the description of the task and the body of the email will become the task notes.
Quick Add Syntax
Quick Add Syntax is enabled by default for incoming emails.
With Quick Add Syntax you can type a date or time in the subject line and GQueues will set the date appropriately.
Use [square brackets] to specify the queue for the task and pound (#) to add tags.
See the Quick Add reference for all available syntax.
For example, enter a subject line of dentist appointment on 11/27 @ 1pm
GQueues will create a task named dentist appointment and set a due date of November 27th and a time of 1pm.
Disable Quick Add for Emails
To disable Quick Add Syntax for incoming emails, go to Settings and uncheck the box.
Attachments and Size Limitations
If you have activated the Attachments feature of GQueues, then any files attached to an incoming email will be automatically attached to the newly created task.
An incoming email can be no larger than 7MB total, including all attachments. Emails larger then this will be silently ignored.
Location of Emailed Tasks
Tasks can be emailed directly to a specific queue by including the queue name in [square brackets] in the email subject line.
Alternatively, you can specify the queue for the task in the email address itself. This can be useful when combined with automated email filters or services such as IFTTT.
Append a + sign and the queue name to the email address, replacing spaces with hyphens (queue names are case-sensitive). For example, to email a task to my Weekend Projects queue I would use this address:
If the queue is not specified in the email address or with [square brackets] in the subject line, tasks created via email are placed in the Inbox queue and can be dragged to a more specific queue at any time.
Resetting your Inbox Address
Anyone that knows your Inbox address will be able to send tasks to your Inbox. If the address gets in the wrong hands, you can reset it in Settings. Emails to the old address will be ignored and tasks will be created only for emails sent to the new address.
Adding the Sender's Email
By default, when a task is sent to your Inbox Address from an email address different than your own, the sender's address is added to the task notes so you know where it came from. This can be useful if you allow others to create tasks for you by emailing your address.
You can turn off this feature by un-checking the box in Settings.
When creating a new task you can type the date and time as part of the description to save yourself a few clicks.
For example, if you type rehearsal on dec 12th at 4pm
GQueues will create a task named rehearsal and set a date of December 12th and a time of 4pm
You can type with just about any format and GQueues will figure out what you mean. Here's just a few examples:
- renew license thursday @3pm
- renew license 11/19 at 3pm
- renew license 11/19/09 at 3pm
- renew license nov 19, 2009 @ 3 pm
- renew license 19.Nov @ 1500
- 11-19 renew license at 3 PM
- renew license tomorrow @3p
NOTE: If you use the date format dd/mm/yyyy instead of mm/dd/yyyy you can set this preference in Settings
You can also quickly add tags by using the pound (#) symbol.
See the Quick Add reference for all available syntax.
Edit a Task
To change the description of a task simply click on the task description and start typing the changes.
You can reorder tasks within a queue by clicking and dragging the number on the left side of the task.
If you want to move a task to a different queue simply drag it over to the desired queue on the left and it will be moved there.
Reorder by Date, Date Created, Name or Tag
Use the Reorder menu to reorder tasks by date, date created, name or tag - ascending or descending.
Note this actually reorders the tasks. You will not be able to get your original order back.
Mark a Task Complete
Hover your mouse over the task and then click the checkmark.
Depending on your checkmark settings the task will either be crossed off while remaining in the active list, or marked complete and archived.
By default, top-level tasks are completed and archived, while subtasks are completed, but left on the active list.
Archive a Completed Task
You can archive completed tasks by holding down the shift key and clicking the checkmark.
To see archived subtasks you must go to the Task Overview.
Go to Task Overview
Click on the more menu and choose Task Overview to go to the Task Overview.
The Task Overview allows you to see an individual task and its subtasks separately, without the other tasks in the queue.
In this view you can still change all the properties of the task, re-order subtasks and add new subtasks.
To view archived subtasks click the Show Archived checkbox.
(Note: You CANNOT move or re-order subtasks while viewing archived subtasks.)
Click the Up arrow button to view the direct parent of the current task.
Click the name of the queue to view the containing queue of the current task.
Set Checkmark Action
By default, top-level tasks are completed and archived when the checkmark is clicked, while subtasks are marked complete, but left active.
You can set the action that occurs when you click the checkmark by going to the Tasks tab of GQueues Settings.
You can choose to have All tasks completed and archived, so that top-level tasks and subtasks are always archived when the checkmark is clicked.
Or you can choose to have No tasks completed and archived. In this case, tasks will simply be crossed off, but left active.
NOTE: You can archive any task by holding down the shift key while clicking the checkmark.
Delete a Task
Hover your mouse over the task and then click the trash can button.
If you deleted a task accidentally you can click the Undo link that appears above the list to get it back.
NOTE: You can only undo the last task you deleted. As soon as you move on to a new action, the option to undo disappears.
Set a Date for a Task
Hover your mouse over the item, click on the calendar button and choose the desired date. To remove a date for a task click the Clear All link. See Calendar Integration for details about viewing your GQueues tasks on your Google Calendar.
Set a Time for a Task
Once you have set a date for a task you can also set a specific time. Choose a time from the dropdown menu or type in a specific time and click Done. If you have activated Google Calendar Integration then these times will also sync with your Google Calendar. Changes to dates and times made to tasks in Google Calendar will also be reflected back in GQueues. To clear the time just delete the text, or choose No time from the dropdown menu.
NOTE: In order for the times to sync correctly between GQueues and Google Calendar you must ensure the timezone is set correctly in both places.
Set the Task Duration
For tasks with a date or time you can also set the duration which will be reflected in the event length on Google Calendar.
Choose the duration from the menu or type in a custom duration. Tasks with times can be as short as 5 minutes. Tasks with only a date must be 1 day or longer.
To set the default length of all tasks with dates or times go to Settings -> Calendar.
Set a Reminder for a Task
Reminders in GQueues are only available if you have activated Google Calendar Integration. Once you have set a date for a task you can then also set a reminder. There are different options for reminders:
- Email - An email is sent to email address associated with your account.
- Pop-up - If you have Google Calendar open, an alert will pop-up with the reminder. You can get these reminders even when you don't have Google Calendar open by enabling Chrome notifications. If you install the Google Calendar app for Android or iOS these reminders will also appear as notifications on your mobile device (even when offline).
- SMS - A text message is sent to your phone. This option is only available for people with G Suite and only works if you have setup your mobile phone in Google Calendar.
To set the time of the reminder choose an option from the menu or type in a custom amount of time. For tasks with no time set, the reminder will appear at the specified minutes before midnight. To turn off a reminder choose No Reminder from the menu.
NOTE: In order for reminders to appear at the correct time you must ensure the timezone is set correctly in both GQueues and Google Calendar.
Set a Default Reminder for All New Tasks
You can set a default reminder that will be applied to all new tasks you create unless a different one is set explicitly.
Go to Settings -> Calendar and choose the reminder type and time and click Save.
All new tasks with a date or time will get this reminder, whether created in GQueues, via email or from the Chrome extensions.
Add a Note to a Task
Hover your mouse over the item, click on the note icon and type in the space provided.
New Lines in Task Notes
To get a new line in a note, hold the shift key down and type enter.
You can change this setting in the Tasks tab of Settings.
Duplicate a Task
Click the more button on the desired task and choose Duplicate Task from the dropdown menu.
Select the number of copies to make, and click Create Tasks.
Copies will be created which you can modify as necessary.
Duplicate a Task with Subtasks
If a task has subtasks, when you click the duplicate icon you will have the option to duplicate open subtasks as well.
This can be useful if you want to setup "templates" for sets of tasks you repeat often.
NOTE: When duplicating subtasks you can only make one copy at a time.
You can then modify the copy as necessary and drag it into an active queue.
Link to a Task
To get a direct link to a task click on the more menu and choose Link.
From the popup window you can copy the link and paste it wherever needed, including in the notes or comments of another task.
Following the link will take you to the Task Overview.
NOTE: If you want to give the link to others, remember only people with access to the task (through a shared queue or assignment) will be able to view the Task Overview.
Create Task Templates
There are three different ways to make templates of tasks so you can easily re-create sets of tasks that you use often.
This video walks you through each approach and highlights when to use each method.