Create and Assign Tasks in Google Chat

Across the globe, Google users have upgraded to Google Chat following an announcement in October 2020 that the app would be available for everyone as a free service. Google Chat integrates seamlessly with other Google Workspace products like Gmail. Users can also edit Google Docs, Google Slides, or Google Sheets alongside an email while collaborating in real-time with colleagues. 

To provide more opportunities to connect and collaborate, Google added task management functionality to Google Chat, so users can create and assign tasks to themselves with a few clicks. In this guide, we’ll show you how to: 

• Add and assign tasks in Google Chat or Gmail 
• Add and assign tasks in the Google Chat or Gmail mobile apps
• Mark tasks completed online or via mobile apps

Add a Task in Google Chat or Gmail Online

Keeping track of your tasks and to-dos in Google Chat is simple. To add a task in Google Chat, follow these steps:

1. Open Google Chat and navigate to “Spaces” on the left side panel. 

2. Select the space where you want to create a task or create a new space. 

3. Once you’ve selected the space, click on the “Tasks” tab below the space title.

4. Select “Add space task.”

5. Give your task a title. You also have the option to include task details, add a due date/time, and an assignee. You’re all set!

Helpful things to know about task details:

• If you add a due date/time to your task, you will receive Google Calendar notifications at the due date/time you selected.
• If you are assigning the task to someone who is not already part of the selected space, you must invite them to the space first.
• If an assignee leaves the space, the task will remain in the space and the assignee’s personal task list.

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Need to edit a task? Simply select the task in its space and make the desired changes. Upon selecting the task, you can easily adjust the title, details, due date/time, or assignee.

Assign a Task Online

If adding tasks in Google Chat isn’t your jam, try adding and assigning a task directly in your Gmail inbox.

First, let’s make sure your account is set up correctly. Turn Google Chat on in your settings if it isn’t already. To turn the Google Chat option on, click the settings icon in the top right-hand corner of Gmail and select “See all settings.” Navigate to the “Chat and Meet” tab and select “Google Chat.” Save your changes.

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Now you’re ready to add and assign tasks. Here’s how:

1. In the left-hand main menu, select “Spaces.”
2. Select the space where you want to create a task or create a new space.
3. Once you’ve selected the space, click on the “Tasks” tab below the space title.
4. Select “Add space task.”
5. Give your task a title. You also have the option to include task details, add a due date/time, and an assignee. Task added!

You can also view the chat history for the space which shows task assignments. Like this:

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Add a Task in the Google Chat or Gmail Mobile App

Mobile users: these instructions are for you. It’s easy to add a task in the Google Chat mobile app or Gmail app. Both apps are available for iOS and Android users. First, here’s how to add a task in the Google Chat mobile app.

1. In the app, press the Spaces icon on the bottom right.
2. Select the space where you want to create a task or create a new space. 
3. Once you’ve selected the space, click on the “Tasks” tab.
4. Press the icon in the bottom right to create a new task.

Then, give your task a title. You also have the option to include task details, add a due date/time, and an assignee. You’re all set!

Assign a Task in the Mobile App

And just like in Gmail on a desktop, you can add or assign tasks in the Gmail mobile app.

To access tasks, you’ll need to make sure the Google Chat settings are turned on in your Gmail app. In your Gmail app, go to “Settings” and select “Chat.” Make sure the “Show the chat and spaces tabs” option is turned on. 

It’s time to add and assign tasks:

1. Open the Gmail mobile app.
2. Tap the “Spaces” icon at the bottom.
3. Select the space where you want to create a task or create a new space. 
4. Once you’ve selected the space, click on the “Tasks” tab.
5. Press the icon in the bottom right to create a new task.

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Again, give your task a title. You also have the option to include task details, add a due date/time, and an assignee. Task added!

Complete a Task in Google Chat

Whether you’re managing tasks through Google Chat or Gmail online or using one of the mobile apps, marking tasks as complete is the same and easy to do. Don’t forget this step! (Crossing items off our to-do lists feels good, doesn’t it?) 

To mark a task complete, simply navigate to the task, point to the open circle to the left of the task, and click the circle to mark it complete.

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Completed tasks shift to the bottom of your tasks and are added to a new section titled “Completed.”

Additional resources

There you have it—you’re a professional task manager. You can add, edit, assign, and complete tasks in Google Chat directly through Gmail, or using one or both of the mobile apps. Looking for more resources to help you manage your to-dos? Clockwise has your back:

• Time blocking 101: Your guide to getting started
• How to delegate tasks effectively as a manager
• How to prioritize your work for maximum productivity and minimum stress

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