Getting Started with Todoist | Dan LeFebvre | Skillshare

Getting Started with Todoist

Dan LeFebvre

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34 Lessons (3h 16m)
    • 1. Course introduction

      1:59
    • 2. Interrace overview

      5:33
    • 3. Adding tasks in Todoist

      6:48
    • 4. Completing, editing and deleting tasks

      3:42
    • 5. Working with projects

      7:01
    • 6. Working with tasks and projects together

      7:04
    • 7. Task and project hierarchies

      7:37
    • 8. Using favorites

      3:42
    • 9. Adding time and date to tasks

      5:50
    • 10. Creating recurring tasks

      3:55
    • 11. Sharing projects with others

      5:40
    • 12. Controlling notifications

      5:10
    • 13. Changing the theme

      2:20
    • 14. Customizing Todoist to fit your needs

      7:16
    • 15. Gamifying your productivity with karma

      11:37
    • 16. Todoist Premium section introduction

      1:31
    • 17. Adding attachments and comments

      5:54
    • 18. Stop forgetting things with reminders

      12:38
    • 19. Organizing tasks with labels

      4:08
    • 20. How filters work in Todoist

      5:58
    • 21. Saving time with project templates

      7:48
    • 22. Emailing tasks to projects

      6:16
    • 23. Backing up Todoist

      4:53
    • 24. Advanced Todoist section introduction

      0:52
    • 25. Syncing Todoist with your calendar

      8:34
    • 26. Using Todoist in Gmail

      6:57
    • 27. Using Todoist in your web browser

      5:29
    • 28. Finding your history in Todoist

      5:22
    • 29. Steal ideas from how I use Todoist

      11:53
    • 30. 3 of my favorite third-party integrations

      5:08
    • 31. Filter recipes section introduction

      0:59
    • 32. Filter recipes: Everything due at work today

      7:09
    • 33. Filter recipes: Everything due outside of work today

      5:43
    • 34. Filter recipes: Someday/maybe

      3:51

About This Class

You can be more productive right now. Learn how by taking full advantage of the popular task management tool Todoist. Millions of people around the world use Todoist every day to help them get stuff done. Now you can, too!

Transcripts

1. Course introduction: Hello. I'm Dan with nifty creative and welcome to this getting started with to do ist course before we begin. I thought it would be good to set some expectations up front for this course. Now I'm going to assume you already have a to do list account. If you do not have one, you can sign up for one for free at to do ist dot com. And I know that might sound like an ad, but it's not. I am in no way affiliated with to do ist. I've just been an avid user of their service for many years. In fact, I would recommend that you hold off on paying for a premium subscription until you watch this course all the way through. The reason for that is because of how this course is structured will kick off this course by learning about the core features of to do list that you'll have access to for free without paying a dime. And who knows? Maybe that'll work for you, and you don't need anything more than that. If not great. After looking at the free features, we will take a look at premium features, and that means without paying. You watch this course through first, you will get a great insight into the power of to do it, so you'll know if buying a premium subscription will work for you. And, of course, if you do decide to buy a premium subscription to to do list, you can always come back and watch the videos You need to, as you follow along yourself at the end of the day. To do it is just a tool. That's why, in addition to learning about the features to do list has in this course all share aton of tips and tricks that I've learned over the years so you can pick and choose what will help you b'more productive into du ist and more productive in life. Now we've got a lot to cover, so when you're ready, I'll see you in the next video, where we'll get familiar with the to do list interface 2. Interrace overview: in this video, we'll take a few moments to get familiar with to do its interface. This is a great time to mention that throughout this course will be focusing on to do US Web interface. I wanted to point that out because to do it has multiple APS you can download if you do not want to use the Web interface. But that said, though, the team behind to do it has done a great job of making everything familiar, no matter how you're using it. For example, if you've downloaded the desktop app, the interface is the same as the Web interface. The biggest difference that you'll find will be maybe if you're using the mobile app. But even then, the concepts are all the same. Tasks work, the same projects work the same and so on. So let's get familiar with to do ist by getting familiar with the interface here. So let's start at the top left Now this top bar up here. This will always take you back home if you click on the to do list logo and then over here to the right of that is quick, fine, so you just type in here in order to search throughout your tasks over here. If we click out of that will see this area over here on the right hand side. This is to add a quick task and see when I hover over this, The keyboard shortcut for a quick ad task is Q on the keyboard. So will be using that throughout this course. Next to that, we have a little bit of ah, looks like a number with a little bit of ah, graph going and that is karma. We're gonna look at karma later on in this course, but just know that that number there is your productivity score. It's kind of a Gamification of to do list, and that is called karma. Next to that, we have notifications and you'll see a little dot there show up. If you have a notification, you can just click on that in order to see those. And again, we will be looking at notifications later on in this course, and then we have our settings gear. And don't worry, we're going to dive into the settings to see what all we have there, but you'll find the settings up here in the top right now to do its main interface is broken up into two key areas. There's the left side navigation over here and then on the right hand side is really where all of our tasks are. So the left side navigation is going to be what we how we navigate throughout to do it. And then we'll display things over here on the right hand side. So up here at the top, we have our favorites. So there are some favorites that are added automatically things like the inbox. So if you click on the inbox will see the inbox show up over here. Of course, I don't have anything in there right now. We'll look at adding tasks and all that later on in this course. But then we can go to today in order to show any tasks that have a due date of whatever today's date is eso. You know, if you have ah, something do. Maybe tomorrow. It will not show up here, but you can see it within the next seven days so you can see a list of all the tasks that are due in the next seven days. Again. Currently, I do not have any tasks in here, but we'll look at adding tasks and due dates and all that later on. In this course. Now you can customize the favorites and what you see appear in orderto add other items in here, and we'll learn how to do that later on in this course. But beneath the favorites, which are really these three things right here. Unless you have added mawr custom ones to them, these three are there by default. Now beneath that, we have projects, labels and filters, so we'll learn how to work with projects later on this course. But in a nutshell, you can think of projects like folders and tasks live inside of projects. So in this project here, you can see there's some default tasks that get added automatically when you create your to do list account. And you can see all of those tasks over here inside of the welcome project. Now, beneath projects over here on the left side. Navigation. We have labels and filters. Now labels are a premium feature, so if we wanted to try to add a label, you'll see it's a premium feet feature that means you need a to do list premium account in order to access this. So we will look at how toe work it late work with labels in this course, but not until we start covering some of the premium features later on in this course. And that is ah, that goes with filters as well. Filters are basically saved searches, but those are also ah premium feature that we're gonna look Atmore in depth later on in this course. Now, as you can imagine, this area over here is our task view and it really updates based on whatever you have selected in the left side. Navigation, as you've seen is a clicked through course. We don't really have a lot in here right now, So let's move on to our next video where we can learn how to add our first task. 3. Adding tasks in Todoist: in this video, we'll learn how we can add tasks into Du ist Now. There are multiple ways that you can add tasks here in to do. It's on which one you use is really boils down to a matter of preference. However, there will be some very slight differences in how to do us creates the task depending on how you add it. So let's get started by clicking on add task here in the task view in order to add our first task. So once we have this in here, all we need to do is to type out our task name. So maybe take out the trash click on Add task and we can see this has automatically been added to the inbox for us, so you can see that right there now, another way that we can add a task, as we learned in the last video, is clicking on this little plus icon up here at the top so we can click on that. Add another task, click on add task and you can see that has been added right alongside our other tests to take out the trash. Now, once we have tasks, one cool thing here is that we can actually open up that task to get to the task view and get a better look at it or add in sub tasks. So let's click on the little eye right here, the little eye icon and that will open up the task view now in the task view, there's a lot of things that weaken doing here. Don't wear. We're gonna go through Ah, lot of this stuff later on in this course, but in a nut show, we have the ability to choose the schedule. We can change the project, change the label, the priority. Add reminders to this. We also have the ability to add sub tasks. We can add comments, or we can check out the activity. Look now, comments and the activity log are both premium features, so we'll look at those little more in depth later on once we start covering the premium features. But just know that they are in here as well. Now one of those things we haven't really talked about yet is priorities. You confined priorities here with the flag, and priorities are a great way to start organizing our tasks better so for example, said, Let's say uh, doing the dishes is a priority Number three, and basically what that does is that flags that and you can see it changes color now. So now this is blue. If we close out of the task view, you can see visually now. Doing the dishes is blue, whereas taking out the trash does not have any priority level, which really just means it's a prior to a level of four. It's the lowest priority level there is now. That brings up a good point, because to do list considers priority one to be the highest. And then Priority four is the default means that there's no prior to level to it now. Another way that we can add a task very quickly and at a prior to level to that task at the same time is by typing it all in at once. So let's use the keyboard shortcut. This time, instead of clicking on the plus, you can see the keyboard shortcut. Here is Q. So I'm gonna hit Q on the keyboard and you can see that it's gonna pop up the quick ad task . And now let's add in a new task. So run a load of laundry and right in here we don't even need to do any more clicking or anything like that. While we're typing things out, we have our hands on the keyboard weaken type in p two, and that is going to make that a priority. Level two. So as soon as we hit enter, you can see that the run of load of laundry is added to the top of our task list to get done because it is a higher priority level than anything else. Of course, we can always change that if we want to, we can come in here, change the priority level, maybe back down to a priority Level four, and you can see how to do it is automatically sorting what we need to get done today based on the priority level. But let's take this to the next level because maybe taking out the trash isn't something that we're going to get done today. Trash day isn't for another few days yet, so we can change that. We can come in here and schedule this on. Let's say maybe it's due out on Friday. A trash day is Friday, so the due date is updated. You can see it disappears from the list because we're currently looking at today. We can still see it in the next seven days. We can see on Friday that we need to take out the trash. What's really cool about this? One thing I really love about to do it is you can speed all of these things up and do a lot of this organization at the same time as you're creating the task. So if I already know that I need to take out the trash on Friday, I can add that right away. Let's hit queue in order to add a task, take out the trash and I can say, you know what? I'm gonna make this a priority, Level one, because that's the highest priority on Friday. I need to make sure that I take out the trash and let's tell it Friday at six PM So when I get home from work, I'm going to remember that I need to take out the trash on Friday hit enter in order to add the task and you can see our new task has been added. Not only that, but it's been abducted the top. It is a priority level one, and it has a reminder that's going to be added to it at 6 p.m. You can see to do us recognizes Friday at six PM as being the time and date, so we will get a notification to take out the trash when we get that notification depends on our settings, and we will look at how to customise that later on. You can see it also added a priority level to this task as well, automatically, just by typing in in this case, p one. In order to be priority level one, we'll continue learning how we can work faster by adding projects as well as premium labels or premium features rather like labels later on in this course. But that is how we can add tasks here in to Do It Now in our next video will take this a step further by learning how to complete, edit and delete tasks 4. Completing, editing and deleting tasks: in this video, we'll learn how to complete, edit and delete tasks. Now, of those three things, probably the most common thing you'll need to do and to do ist is to complete a task. After all, the whole idea when you add a new task is that it will get completed at some point. I'm sure you already knew this, but completing a task is a simple as checking this box right here. But if you're like me, inevitably there will come a time where you click the box to complete a task and realize Oh , no, I didn't actually mean to complete that. Maybe I wanted to edit that task. I didn't want to actually complete it. Well, when we click on this notice at the bottom, we have the ability to undo. So if you click on undo right here, that will bring that task back. And now, instead of completing this task, let's edit it. So if we come over here to the right hand side and click on the three little dots, we can edit this task and maybe instead of water the plants, the outside plants in the backyard, we could just make this water the outside plants. And let's add a priority level to this. So I'll hit P two or type in P to hit enter, and that will add it to the top of our list. You'll notice that it has been changed. Now that is one way to edit the task. But there is a faster way, rather than coming over to the three dots over here. Recon. Just click on the title in order to change that. Or if we don't want to make any changes, we can hit cancel in order to get the task back the way it was. And let's instead maybe change this one. So we the herb garden and making this a priority Level three and you can see how that gets added to that. So that's really all there is to editing a task. Now. The last thing I wanted to mention in this video is how we can delete a task. So to delete a task, all we need to do is to come over to the three dots here on the right hand side and then come all the way down to delete task. Now, when we do this, it will be gone. There's no bringing it back. So that is something to keep in mind. Now is the big difference between completing a task and deleting a task. When you delete the task, it is completely gone. Now, when you complete a task, you can still search for it. But that is a premium feature. So if we were to checkoff, do the dishes we got that done, we can still search for it and weaken search completed tasks. Now again, that is a premium feature. But if you have a premium to do ist account, then you can search through those completed tasks and find those even if you've completed them. If you've deleted them, they're gone for good. So just make sure you actually want to delete the task before you do that because there is no bringing it back. Okay, so in this video, we learned how to complete tasks. We learned how to edit tasks and how we can delete the tasks that we don't want any more. We even learned how we can search for completed tasks, even though we didn't really get to see those completed tasks without a premium account. Quite yet. Now in her next video will learn about projects here in to do ist 5. Working with projects: Up until now, we've focused on working with tasks. In this video, we'll learn how projects factor interlinked, So inside of to do is to think of projects like folders. They are where tasks live. So up until now we've been creating tasks, and all of them are living inside of the inbox. The inbox is a special project that is the default for where new tasks are created, just like how new emails arrive in your email inbox by default. But from here we can create new projects to customize things a little bit. So if we dial down the projects here, let's click on Add Project and let's call this our inside chores and we can change things like the colors or we'll talk about that here in a little bit. But let's just create the project so we can click on add. Let's create another project here. This is going to be our outside chores. Click on add. So we have two projects now, another nice little level of customization that we can do to help us visually see the difference between these projects really quickly, and you saw that when we created those is we can change the color, but we don't have to do that only when we create the project. We can do that at any time so we can come in, click on the three little dots right here, click on Edit Project and then change the color. So maybe are inside chores air going to be blue? And maybe let's change our outside chores to be some kind of on a green, moving all of green to indicate outside. There we go. So at a quick glance weaken, see that these are different. One is our inside chores and wonders are outside chores. But you know, there's actually another way that we could organize this and we could do that using a feature called Sections. So instead of this, let's maybe edit our project here, come in, edit the project and instead of outside chores, let's just call this chores so it's safe and inside of chores. Let's add in a section. So let's come in here and say Add section and this will be our inside chores, and then we can add another section to be our outside chores. And then in here you'll notice that they're not over here on the left hand side. We don't see them under projects because thes air, not actual projects. These are sections inside of a project, so it's just a better way of organizing our tasks in side of the project. And then, of course, we can add tasks directly to the sections the same way that we might expect. So for inside chores, we can add a task. Maybe dust the furniture. Good inside chore. Now the only thing to keep in mind is that if you add a task to this project by default, it won't automatically be added to any of these sections. So if we just add a task que in orderto addicts, a quick ad task may be shoveled the driveway. And to add to a project, we use the hash tag. All right, so that will add to a project so we can add this to our chores Project can see to do. It recognizes that now when we hit enter, you'll see it gets added up here at the top. It's not added to any of these sections. Course we can move that. If we want to add it to our outside chores, just drag it down in order to move that into our section. Now there's one last thing I wanted to mention about projects, and it's something that we've already looked at four tasks deleting them compared to completing them. Now, when it comes to projects, there's some terminology difference here, so in to do ist for a task, you complete the task now with a project. When you're done with the project, you archive the project. Instead of completing it, you can delete the project and just like deleting a task, it will permanently remove the project and all tasks inside of that project to. But that's not what you want. Then you will want to archive the project. So to do that, all we need to do is to come up here to the project that we want to archive or delete. If that's what you want, you can come up here to the three little dots and then come down to archive the project. So once we are kind of that project, you'll notice that it has been archived. It disappears from our projects list. However, if you ever need to gain access to it again, you will find all of your archive projects here under this archive project's link in this link here that will tell to do us to go look for all of our archive projects. And you can see we have this project that we've archived. If we need to bring it back, we can un archive this project and then it will come right back into our projects list as well as any tasks that we have in there. Question. Don't have any tasks in here right now. Now, if you really do want to delete the project course, you can do that to. To do that, we just come into the three dots. Delete the project, and there is a confirmation window to keep in mind. There is no undue here. There's no trash, no recycle bin, nothing to pull the project from. Once you delete this, it is gone. But when come in, delete the project and it is completely gone, you'll notice there's no one do no ability to get that back. Okay, so to recap in this video, we learned how to create projects. We learned how to edit projects. We learn how to add color to them, as well as adding sections, moving the tasks between sections and the difference between archiving and deleting projects. And now there were more familiar with projects and with the knowledge that we learned earlier about tasks. Let's move on to our next video, where we'll start putting those two features together and see how we can work with tasks and projects together. 6. Working with tasks and projects together: In the past few videos, we've learned about tasks, and we've learned about projects separate from each other. In this video, we'll see how they can work together. So let's start by moving tasks from one project to another. So as we learn in a previous video by default into du ist, when you add a new task without telling it specifically, what project to go into, it will go into a special project called Inbox that you can access right here. So we have all of these tasks in our inbox, and a common workflow into du ist is to migrate those into ah project in orderto organize those. So again, in an earlier video, we created a new project called Chores. So let's move these tasks from our inbox into the Chores project. There's a couple different ways we can do that one. We could just select one of the tasks here and on the left hand side, you'll notice the six little dots as soon as I hover over that watch what happens to my mouse cursor. You can see it changes, and now we can either reorder the tasks themselves inside of the project or if we come over to the projects and we still have the left mouse button down. We can drag this over and watch what happens. Now. We go from two tasks. 23 tasks in the Chores project. Now we could move them over one at a time, but a faster way would be to select multiple tasks and move them over. So to do that, if we just click on a task, it will edit that task as we learned in an earlier video. But if we hold down control on Windows or command, if you're on a Mac, hold that down and then left click. That will select the task now. As soon as we do that, you can see with this task selected weaken, schedule it. We can move it to a project, which is what we want to do. But we can also add labels priority, or we can archive, duplicates or delete that task that we have selected now, rather than doing that one at a time again. Like I said, we can do that with multiple tasks once we select them. So holding down control or command select a task, you can choose multiple tasks that you want now another way that you could do this rather than holding down control and manually clicking on each one would be the same as you would in Windows Explorer or in Finder, like you would expect. You can hold down, shift and left click in order to select multiple tasks at once. And then because we skipped over this one, I'm just going to hold down, Ah, control left click in order to select that again, command on a Mac. Now, once we have all of those selected, these operations up here are going to be for all of the tasks we have selected. So if we want to move all of them into a project at once, we just choose the project we want. As soon as we do this to do us is going to ask, what section do you want them in? And in this case, because, actually, some of them are want in the inside chores. Some of them I wanted the outside tour section. Let's just add them to know section, and then we can go into the project in order to organize them in there. So we have all of those tasks moved over. You can see they've been moved over into our chores project. Now we can start to organize the's in side of the project itself. And again, this is as simple as coming in here and left clicking on these six little dots and reorganizing. So weaken left, click and drag in order to reorganize. These you can see even though this is a priority. Number one, we've actually moved this down, and this is just visual. This is a purely visual way of ordering the tasks. None of this really does anything to the task other than just changing the visual order of it in our project. And that's something important to keep in mind when we're clicking and dragging in moving these around, we're not actually changing the priority level. It's just sometimes it's easier to see higher priority things at the top and lower priority things at the bottom. That's completely up to you and how you prefer, toe, organize or order the tasks in the project. So let's continue ordering these by actually adding them to the section. So to do that, all we need to do is to just drag these down into the sections to take out the trash would be an inside shore. Although I guess you do take it outside. So I guess it could be on outside chores. Well, but I'm gonna add it to inside. Ah, this one here. You know, this is a duplicate. Really, We can get rid of that. I'm going to delete that task, and then we can organize a plant Cilantro in the garden. It's an outside shore. Go to the store. You know what? That's actually, that's not really a chore. That's more of Ah, an errand. So let's create a new project for that. But I'm gonna do that here in a second. Once we finish organizing these, so we're in a load of laundry. That's gonna be an inside chore. We'd the herb garden that is an outside chore. Okay, so with this task here, let's create a new project for this to go in. And this will be project called Aaron's. We have errands. We need Iran. Let's give this a nice color. Maybe something like a sky blue again. The color is just visual. It really doesn't affect the tasks of the project. Biologist of visual way of being able to quickly see the differences in the project. So with this again, there's multiple ways we can add this to that project one we could just left, click and drag in order to add it over there. Another way that we could do. That would be if we edit this as we learned earlier. When you create a new project, you can add it directly to a project, so we could just type in the number signed the pound, sign the hashtag, whatever you want to call that you can type that in and then change the project that you want to add it to. Same is if you're creating a task brand new or we can come in here to the three little dots here on the right hand side, move it to a project and then choose the project. We want to move it to move it over there and you can see it's been removed from chores. And now that task is in our errands project. Okay, so in this video, we learned how to reorder our tasks inside a project. We also learned a couple different ways to move tasks between projects. Either one at a time or how we can select and run operations on multiple tasks at once in our next video will learn more about how to work with hierarchies in tasks and projects here in to do ist. 7. Task and project hierarchies: In this video, we'll learn about hierarchies for tasks and projects. Now, in the last video, we looked at how to reorder tasks. So to do that, we come over here to the six dots and reorder them. Now you just left click and drag in order to move the order around. But watch what happens. You'll notice the little highlight, their watch what happens when I move it to the right? You can see it in dense, and that will create a sub task if we let it go so you can see. Now take out the trash is a sub task of Run a load of laundry, which makes no real sense. But you can get the idea for how sub tasks work here. And then you'll notice that we get a little arrow, a little carrot here that we can dial down in order to show or hide those sub tasks. And then, in order to remove the sub task, all we need to do is again left, click and drag like we're ordering this and just move it out. So move it out to the root, and then that will get rid of that hierarchy or get rid of that sub task and turn it back into a regular tasks. Now you can have up to five levels deep for tasks. So let's see this visually be a little bit easier to see someone add a task. Let's ah, call this level one level two hit enter and then will automatically add new tasks. Really fast way of adding tasks here and to do it. I love that. Ah, and then let's just add a level six so that we can see how far this goes with all these tasks added. Now, in order to turn them into sub tasks being come in left, click, move it over left, click on this one, move it over even further, and you can see we're building this hierarchy of tasks that give us ah lot of control over how our tax tasks are organized. Now, once we get to Level five, we won't be able to add any more levels. You can see we've hit the max, so there's five levels that you can do for tasks now in order to. There's another way that we can see our sub tasks, and we can do that by clicking on the task view. When we open that up, you can see these sub tasks here. And then, of course, we can add a new ah sub task if we wanted to directly in here So you can see again that shows up over here. So really just a different visual place of going in adding sub tasks and doing that now it's nice about using hierarchies for tasks is you can complete all of those task down the line by completing a task at the higher hierarchy. So what I mean by that is let's say ah, level for whatever that task is. We have that and we want to complete all of these tasks at once. All we need to do is to complete this one, and you can see all of the tasks beneath it are automatically completed. So you can see we had all of those tasks under here. I just undid that. And so what? Completing all of those at once. Now we could get all the way down and complete all of these. You can see it completes all of those seven tasks completed in order to complete all of those at once. Now you can also come in and delete all of those at once if you wanted to. So who wanted to get rid of all of these? Weaken. Delete this route task and that will get rid of all seven tasks. So not only that one at the root hierarchy, but also all of those beneath that. So delete that and again for deletes. There is no one do. It's gone and you've deleted all of those tasks. So that is how hierarchies work for tasks. Now, when it comes to projects, it's very similar. For example, deleting a root level project will delete all of the projects underneath it in the hierarchy. One key difference for projects is that you can only go four levels deep for projects. So let's see this again in action. So I'll create a new project. This will be Level one project level two projects, and this will just make it a little bit easier to see here. Level four project. And then I'll add another one so we can see we can't go any further. So once we have these again, just like we did with tasks, all we need to do in order to create these. This hierarchy here is the left click here and drag it in. So noticed the highlighted part. You'll see that we can drag it in and we're creating this hierarchy. So as we do that you can see we get these little arrows or carrots in order to dial them up or down in a show or hide the projects underneath it. We can add one more level here, and then we won't be able to add any more. You can see we can't add any more past the fourth Ah, fourth level so you can go four levels deep on projects and five on tasks. Now, one thing that's cool about task or I'm sorry, projects when it comes to hierarchy is it's gonna change the view that we have over here on the right hand side. Because if we come over here to our root level here, you can see all of the different tasks in any of these projects. Now, we don't actually have any tasks here, but you can see that you know, you can add task to each of these projects, so you know, a level to task a Level two project task you can see now it's in this project here and you can see it in here. So again, it's just a nice way of visually being able to see everything similar to sections the way that works. But these are actually projects you can see that task is in that one project right there. But we can also see all of the projects underneath it. Or if we wanted to just see this one, we could see just that one. Clicking on this and then clicking again is going to remove those. So you can see we have all of these selected and then you click on it again and you're just highlighting that one project and showing on Lee the tasks in that one project. And then, just like we saw with tasks in order to remove projects from the hierarchy, all we need to do is to come in here, left, click and drag in order to move this out. So moving all the way, you can see the the highlighted portion that little shadow, and we're moving that out from the hierarchy so you can see how that works with projects as well as with tasks Okay, So in this video, we learned how to work with hierarchies for both tasks and projects. I'd encourage you to take a break between videos now and start playing with the hierarchies on your own to get some better ideas for how you can use hierarchies in your own workflow to help you be more productive when you're ready. I'll see you in the next video, where we'll learn about another great feature into du ist favorites. 8. Using favorites: in this video, we'll learn about favorites in to do ist. So favorites are up here on the top left hand side, this area up here above the projects, labels and filters. This area here are favorites Now. There are some built in shortcuts and built in favorites that you cannot change the inbox, the today view and the next seven days view. But you can add projects, labels or filters beneath that. Now we haven't gotten to the premium filters like labels and filters yet. Ah, but fortunately, the process for adding them to the favorites is exactly the same as a project. You just do it with labels and filters. So here is the process to add something to the favorites. All we need to do is to choose what project we want to add. Come over here to the three little dots and then click on add to favorites. When we do that, you'll notice it gets added up here to the top. Now, if we add another project to the favorites, watch what happened. You can see over here notice how down here we have the ability to reorder these weaken, reorder the projects. However, we want. We cannot reorder them up here, but you'll noticed that there ordered based on the order in the projects view. So when I reorder chores above errands, watch what happens up here. You can see that automatically gets reordered, so that's something to keep in mind with. Ah, your favorite is they are ordered the same as they are down here and project labels or filters. Now, in order to remove a project from the favorites, all you need to do is to come over here to the three little dots again, highlight that click on that and then click on a remove from favorites and that will get rid of that from the favorites. But you can see we still have the project down here. And, of course, when you create a new project, you have the ability to add to favorites right away. So you create a project your favorite project added to the favorites, and then that will not only be created here under projects, but also added to your favorites and again, reordering down here will position them up in the favorites as well. Okay, so in this video, we learned how to add projects to our favorites. We learn how to reorder them in our favorites by reordering them in the projects view or if you're working with labels and filters the same process. We also learned how to remove projects from our favorites by removing them, clicking on the three little dots and then removing from favorites. Now, as I mentioned the beginning of this video, you can also add labels and filters to your favorites. But because labels and filters are both premium filters or premium features, rather, we haven't talked about premium features yet. We're going through all the free features first now. One thing to keep in mind is that you cannot add individual tasks to the favorites view. So really favorites or just a fast way to access the things that you use a lot, sort of like bookmarks in your browser. Now in our next video will learn how we can schedule our tasks 9. Adding time and date to tasks: in this video, we'll learn how to add date and time to our tasks. Now. My scheduling, our tasks were effectively adding a due date on them. And there's a few different ways of weekend schedule tasks, and it's beneficial to know all of them because depending on what tasks we want to schedule , that will determine how we go about doing that. So let's start by scheduling a task as soon as we create it. So as we learned in a previous video in order to create a new task again, there's multiple ways we can do that. Probably the fastest way is to hit Q on the keyboard, and that will pull up the quick ad task. Now let's add our tassel. Let's say clean out accumulator. This is gonna be our task. Now, when we do this, you'll notice Over here on the right hand side, there is this schedule box. All we need to do is to click in here in order to choose the schedule so we can schedule that for today. Ah, we could schedule for tomorrow. And of course, you know I'm recording this on a Monday, so it's showing that it's Monday adding a task on a Wednesday, then today would be Wednesday. That's That's basically how that worked, of course. And then, of course, you can schedule out specific ah days or you can add time. We'll look at that here in a little bit, but let's add this for today. Now, when we do that, click on Add Task and now that will show up in our today view. So you can see this task here in our view and you'll notice by default because we didn't choose a project. It's added into our inbox as well, so you can see the project over here on the right hand side for the task that we have created now, any time we can come in here and change the schedule. So to do that, all we need to do is to edit our task. We've learned how to edit the task multiple ways. Just click on the title in order to edit that and then come over here and this is the schedule box because we have today marked as when this is due. Then, of course, we have a date in here. It doesn't say schedule anymore, but we can still click in here in order to change the dates. Ah, we can add a time. So maybe we want this to be due at 5:30 p.m. At that time. Now, when we hit Save you can see now this has been shifted to the top because it has a time associated with it. So by default, that is the way to do it will order. All of the tasks, in your view, is if there is a time associated with it, that will jump to the top based on the time. So, of course, if there was something due at noon, then that would show higher than 5:30 p.m. But just the mere fact that has a time associated with it that will jump higher than all of the tasks that might be due today. But they don't necessarily have a time associated with them. Now, one thing I do want to point out is once we have time on a task, that is how to do ist will know how to remind us about the task. So if we come into the task view and come to reminders, you can see it's a premium feature, so we will look at how to control these later on. But I do want to point out, though, that adding time to the task is a key way that to do its nose when to remind you about that particular task. But before we wrap up this video, though, I do want to point out a much faster way that we can schedule our tasks. Now. Let's create a new task here. So I'm gonna hit queue in order to create a new task. And let's say we need to take out the kitchen trash and rather than coming over, hear clicking in the schedule box in order to schedule all that out when you have when you're typing something out. One love that to do list has done this. The team behind to do us has done this. When you're typing something out, your hands are on the keyboard and so you don't ever need to leave the keyboard. We can come in here and say, You know what? Taking out the kitchen trash is due today at ah, 6 p.m. There we go to do it has recognized that as a date as today and a time as six PM when we hit Enter Now you can see that has been added to our today view because we did not choose a project. It's added to our inbox and it's also set to 6 p.m. So you can see that it's shifted. Just below are clean out the kitty litter, which is due at 5:30 p.m. really, really cool technology that the to do this team has put together for this to recognize the type that you're doing. And of course, we can come in and changes if you want to. Maybe it's not do today. Maybe we don't need to take it out today, but we need to take it out tomorrow at let's say five PM You know, we can change the time you can see we don't currently have any tasks scheduled for tomorrow , five PM So that would probably be a good time to get this one knocked up. There we go no longer in our today view, but in the next seven days we can see that tomorrow. Ah, we need to take out the kitchen trash at 5 p.m. Okay, so in this video we learned how to schedule our tasks by adding a due date, and if we want a time as well now in our next video, we'll learn how we can take this a step further by creating recurring tasks. 10. Creating recurring tasks: in her last video. We learned how to add date and time to our tasks in this video will take it a step further by learning how we can create recurring tasks. So first we need to create our task. So I'm gonna hit queue in order to do a quick ad task. And let's say, take out the trash. That's something we need to do, not just once. That's a recurring task we need to do. But before I actually add this task, So as we learned in the previous video, in order to schedule something, we can come over to these Schedule box and we would click on that. You can see there's no way to do a recurring task in here. Soto add a recurring task. We have to use the right in method that we learned about in our last video, and we can either do that here in the schedule box or personally. I prefer to do it over here because that means we don't have to do any clicking. We can just keep typing in. So let's say we take out the trash every Friday at 6 p.m. And it's a natural language thing , the team it to do. It has done a great job at figuring out that not only does this mean it's due Friday at 6 p.m. but it's due every Friday at 6 p.m. And that means that this is a recurring task. So when we hit add task Ah, we can see Well, it's not gonna show up in today because it is not currently Friday. Ah, but in the next seven days, Weaken, See, take out the trash is due Friday at 6 p.m. But over here, you notice that little icon that means that this is a recurring task. Now we can edit this. So rather than saying maybe every Friday, maybe it's due, um, every other Friday. So it's going to say, you know what? This repeats every other Friday at 6 p.m. You can see this little helpful thing here until forever, until we end this. And so when we had saved. Now this is due this Friday, But then it won't be do again for, um, two Fridays after that, so every other Friday, so really, really smart ways that we can do that now on the back end Basically what to do ist is doing is it doesn't automatically add in multiple tasks. So if we were to change this, I can show this really easily so that let's say this is do every day at 6 p.m. So we can see now. This is due today at six PM right. But you'll notice down here tomorrow. It's not there yet because what to do ist is doing in the background is not automatically just adding a ton of tasks to your to do list that would clog it up and make it look really cluttering that. You know, you don't need to actually get that other one done until you get it done today. We don't need to take out the trash tomorrow till we take it out today, right? So really, what it's doing is once we complete this as soon as that, complete this watch what happens tomorrow. You can see now it's completed from today we got that done. So now it's due tomorrow because we have that set to every single day so you won't get the next iteration of the recurring task until you mark this one as complete. But if you think about it, that makes sense. If I don't take the trash out on you today again, then it wont make sense to have the reminder for tomorrow as well the next day after that. So just remember to type things out in natural language and for the most part, to do ist does a great job of figuring it out. Knowing our next video, we'll learn how to collaborate with others by sharing projects in to do ist. 11. Sharing projects with others: in this video, we'll learn how to share projects with others now. The first thing I want to point out before we go any further is that on a free account, you are limited to sharing with five different people. That limitation goes up to 25 people for premium and 50 with a business account. Okay, with that said, let's see how this works. So first you need to find the project you want to share. So let's work on this chores project that we created earlier. Now, when we click on the project up here in the top right hand side, you'll see those project comments. There's share options, so that is what we want. We want to share this project. So all we need to do is to add the email or we can pick from a list of existing collaborators. So if we had existing collaborators or people that we've invited from other projects, we would see them in here or if we doing this for the first time, like now we can share this with somebody, so I'm going to invite my premium account that will be using later on. So let's invite that click on invite. You can see that this is pending the invitation. Now, over here. I'm gonna pull over my premium account. So this is my premium account here. Now, over here in my premium account. That's what this is here. You can see I have a notification, and we'll look at notifications and a little more depth, actually, in our next video. But for the purposes of sharing projects in here is where we can come and accept that. Ah, that invitation. So you can see I've been invited to chores. Click on, accept. And then over here, going back to the free account. You can see this is no longer pending. No refresh needed. This is no longer pending. And now up here on the top, right hand side. Now we can see there are two people in this project. I am one of them. And then the premium account that we invited is the other one. So there's two people currently in this project, so let's kind of go back and forth, and this might get a little confusing, but let's see how this works. I'm gonna hop back to my premium account here, and over here you can see we have the chores project. So this is shared. And let's add in a new task. This is our let's say, replace to fence posts. So this is a chore that we need to get done. We can add this and then over here we can come in. Let's actually add a comment to this and let's say, Can you figure out the length of the posts we need? So adding a comment to this, You can see we've added some things in there, even though Commons and attachments are a premium feature, and again we'll look at premium features later on. In this course, when you share a project, you can still add comments back and forth with a free to do ist account. So I'm gonna move my premium account away and we can see over here in the free account we have. This task has been created. We can see the comet here, normal length, whatever that is. I don't know if stop my head in normal length of a fence post, but so we can see that we have that comment there and then hopping back over here. We can see that this comment has been added so really cool that the team it to do ist thought that even though your comments and such are a premium feature, you can still talk back and forth with a free account like that. Really get some collaboration going on now at any time, we can leave the project if we want to. It will not affect the project for our collaborators, but we will not have access to it anymore. So if we want to leave the project, let's say where in our premium account we want to leave the project. We can just come in here and go to our share options. And you can see we have the option to leave this project. So we leave it. You can see we will no longer have access to that. It disappears from our projects list. And then if we hopped back to our our account over here, we can still see that we have our Our project is still here. Are tasks are still here? Everything is still here. You and the comment is still here that we worked on the product task. Everything is still there. But now we no longer have our collaborator in here, it still says to, But once we refresh this, it should show up as nobody is there. And now we need to add collaborators if we want to. Okay, so in this video we learned how to share a project with someone else. We learned how to add tasks. We learned how to add comments and communicate with our collaborators using comments. Say that 10 times fast now in our next video were learned how we can get control over notifications for our shared projects in to do list. 12. Controlling notifications: In our last video, we learned how to share projects into du ist. In this video, we'll learn how to control the notification that will get from shared projects for comments , assigned tasks and so on. All right, so to do this, we need to go into our setting so would come up to the settings gear up here and come down to settings. Now in our settings, there is the option for notifications. Now, if you have this enabled to do us, it's going to try to send you a notification through the browser. You can see it's sending notifications on the Web. That is this icon up here. You can see this icon right here sending notifications right now. One thing I do want to point out is personally, I've had issues sometimes where, depending on the browser and if it has the ability to hide pop offs and notifications. Sometimes I've had issues with notifications showing up in my browser. Now, for example, currently, as I'm recording this, I am using brave that is the name of the browser that I'm using. So, in order to change notifications in here, we come over to our actual browser settings. Now that opens up on in a new tab here. So here are my browser settings and let's search for notifications and you can see under site settings notifications so you can see some of these are set to either just completely block. You probably want to set to do ist to allow. You can see it's currently set the block so we can set that to allow. And I will admit it's been a while since I've had this issue. But it was something that I came across, and when it comes to notifications, you definitely don't want to lose those. I mean, they're reminding you for a reason. So it's something I wanted to point out. If you are finding that you aren't getting Web notifications, you might need to check your browser setting. Of course, where they are in your browser settings will depend on your browser, but I would recommend maybe doing a search online for notification settings or something like that. Kind of like you saw me do there with brave. All right, so here on this screen here, basically, we have the ability to tell to do ist what notification we want to trigger and what it's associated with. So again, these are all for shared project notifications. But we have to save. The comment is attached to me, so there's a common attached to a task to me than it will send an email or it'll send a push notification. And that is, if you are using that to do ist mobile app on your apple or android phone. You logged into that same account. Then it will send a push notification through the APP. If you have this check and somebody comments, if somebody assigns the task to you are a task is completed. These are all things that you can choose, say maybe I don't want emails for any of these. I only want mobile push notifications, things like that. You can determine how you want to get notified of those things. Now all of these items here are four shared projects. Of course, that met. Beg the question. What about notifications for tasks that are not in shared projects? For example, earlier, in an earlier video, we added a time to a task was talking about getting reminders there. What if I want to get a notification for that task that I created to take out the trash every Friday at 6 p.m. Well, here is where terminology difference is important in to do ist Those are not notifications . Those are called reminders. Now, as you can see in the settings here, there is no mention of reminders here. And that is because right now I am using a free account. And reminders are a premium feature. So real quickly. Here is a slide that shows some of the differences you can see. This is a the free account versus the premium accounts on the premium account. There are reminders and in reminders we have the ability to do things like, you know, set the default timing for when you get ah reminder for when a task is due on the due date and time. So with that in mind, we're not talking about premium features yet. So we will talk about reminders in a different video when we start covering some of those premium features. But before we do that, we still have some free features toe look at. So let's move on to our next video, where we'll learn how to personalize to do it a little bit. By changing the theme 13. Changing the theme: in this video we'll learn how to change the theme into du ist. All right, so changing the theme is a fairly simple process on we need to do is to come up to our settings and we can either come to settings or weaken, go to directly to theme for go to settings. Then I will just take us to the account part here and we just come down to theme theme just jumps us directly to this option. Now, I do want to point out this sink theme option here now with this table turned on and this is on by default, what is going to do is to do it is going to sink the theme across your devices. For example, if you've got the to do list android or IOS app installed, then it will use the same theme on that app as it will here on the web. Now you can turn that off if you want to, but personally, I like to leave it on The other thing I would like to point out here is this star So these themes are premium themes. So if you click on this, it will not let you actually used that theme unless you are using a premium account now in a free account, we have a few options here, one of them, and usually this is just my preference is to use a dark theme. So when we choose the dark theme, you'll notice nothing changes right here. But if we close out of our settings now, we have our dark theme enabled. You might have noticed that in previous videos using the dark theme in my premium account Ah, that's pretty much. All you have to do is to change that theme there. And of course, we can come back in and change things to be, Ah, whatever sort of a theme you want. So Anouar theme, you can see it's still light, but it has that darker feel to it, just a little bit of difference. You can come in here and change the themes to be whatever you want or go back to the default and leave it with the default to do ist red. So now that you know how to control the theme, I would encourage you to come in and pick the theme you like best personalize your to do list a little bit now in her next video will learn about some more ways that we can customize to do ist to fit our needs. 14. Customizing Todoist to fit your needs: in this video will get an overview of some ways we can customize to do ist to fit our needs . So all our settings for to do ist are found where we went to change the theme in our last video, come up to the settings gear and come down to settings in this video. I just want to take a couple minutes to explain what the's settings are, so we'll know what options we have available to us. So the very top here we have our account, and this is to change typical account information. But I wanted to point this out because email is in here. And so if you change your email or whatever email you're using in here, this is where your notifications will goes. We learned about in a previous video. When you turn on email notifications for shared projects, that is the email that it will go to. We also have our general settings. So in here we have a few different options. We can change the language if we want to. That's really key if you're using the natural language processing. So like we learned about in a previous video doing are recurring tasks to say every Friday at 6 p.m. In order to recognize that you have to tell to do it what language you're using, you have the ability to change your start page. So that is the default page that's going to start on when you log into to do ist by default . It will show the two day page, but you can also customize this you can choose. Choose a particular project that you want to go to, or you can choose a particular filter that you want to go to, which is a really nice way of getting pretty advanced with to do it in order to build ah, custom filter and then choosing that as the default start page when you log into to do it. Now, filters are a premium future that will be looking at building here in a little bit. But, ah, once you have one of those created, you can set the start page in here, you have the ability to turn on and off smart date recognition. Now do you remember like I just mentioned a moment to go when you were typing in our recurring tasks? Take out the trash and then every Friday at six PM Something like that. If you do not want that feature enabled, if you find that it's it's annoying, it's not doing a good job of recognizing. You can turn off that feature right here in order to, um, tell to do us to not recognize that it. Then, at that point, you have to use the schedule box in order to recognize add due dates and things like that. You also have the ability to automatically accept invites. If you already have been collaborating with somebody who shared a project with them and then they share you new project by default to do us will automatically accept that invitation. You don't have to do it manually. You can turn that off in here as well. Of course, there's typical things like date and time, and that's gonna be really, really key for your due dates and the reminders and things like that. We'll get into reminders, of course. Later on, once we start to talk about some of the premium features, you also have the ability to turn on and off the ah e mails, so to do its news later. If you want to turn that off, you can. You can turn that off if you want. The team behind to do is to send you some productivity tips. You can leave that on a swell as the ability to access beta features. If you want to access those, you can turn that on and off in here. 01 thing. I didn't mention that it's important. Here is the start dates for the start of the week and next week, so that will determine what day is next week or start of the weeks off if you're using that term. So let's say we close out of this. I can just show real quick. So let's say we have this task here and we want it to be next week. Well, if we set that to next week by default, it's gonna be Monday because the default for most people is gonna be Monday through Friday , Work week, something like that. And so you can change that if you want to have your week starts on a different day, you can change that in your settings, come in here to general and change that start day. So maybe your day starts on your week starts on Tuesdays. Now, when you come in here and schedule this for next week, it will be set to Tuesday as next week Is what what that is. So you can change that in there to really nice ability to customize that as as you need to . And then over here on the left side, inside, continuing on. We have our subscription. So of course, we're using a free account in this video. But you can upgrade your subscription in here. And if you do have a paid subscription, you can get your receipts in here as well. Update your billing information and all of that as well in here, too. Next we have the theme which we looked at in our previous video. Ah, the next we have. After that, we have karma, which is where you can set your common goals and settings will actually look at this in our next video. Ah, and then beneath that we have notifications. So again, we looked at that in a previous video where those notifications are going to go and then finally we have integration so you can connect to do us toe other APS and Once you have them connected, you'll see them in here, and then you can remove those if you want to. If you have integrations, you'll have them in here, and then you can remove those. If you want to revoke access to your to do list account from those other applications. Now, some of these are premium settings. You'll notice. For example, the calendar feed is a premium setting. Now, speaking of premium settings, in addition to all of the ones that we've looked at in this video, there are some premium settings that are not on this list that we do not even see here because I'm using a free account. But if you have a paid subscription, it will look a little bit different. So just so you're aware of what those are. If you are using a free account, you're not sure if you want to upgrade to a premium account. Here are some of the differences, so here air the free settings that we just looked at. You can probably guess there's some more in premium. So these are the premium settings. If you go over there, that is what you will see. The key difference being reminders and backups. As you can probably guess, we will be looking at both of those in future videos once we hop into our premium account and start looking at some of those premium features. For now, though, there is one more thing I wanted to cover. And that is how we can game a fire, our productivity with karma in to do ist. So we'll look at that in our next video. 15. Gamifying your productivity with karma: in this video, we'll learn how to work with karma into du ist so comma into do It is a way of gamma phi ing our productivity. And like a lot of games, there are different levels to it and to do its documentation has a great overview of how it works and what those levels are. So you can see this here you can see basically, they explain how you get XP and how you can all the different levels that you have. So in this video, you probably won't see ah, lot of stuff because this is a brand new account. So if we hop into our karma here, you can see there's really not a lot of information in here. Not a lot of stats that you can see. You can see I'm still a beginner because I just created this account. But let's have over to My premium to do is to count the personal account that I have been using for years and years and years so we can see what karma looks like with years of data in it. All right, so I'm gonna pull this over here, and this is my premium account And if we hopped up to the karma here, we can see that's I've completed just a few more tasks than in the free account that I just created for this tutorial here. But up here, if we look weaken, see okay, so we have our goals. There's a few different things here. We have our daily goal we have, how long of ours a streak we have the last seven days and the tasks we've created. So we've created, you know, we finished 15 tasks this day, 17 tasks. This day you can see the color of these tasks so these colors directly correlate to the colors of our projects. So you can see where those tasks were and kind of get a visual cue of where those were actually completed. And then we have our weekly. So one thing I do want to point out here is that we have our daily goal 15 out of five test . So today I have completed 15 tasks, and my daily goal is to complete at least five tasks so you can see this line. Here is 45 tasks, and usually I do a pretty good job of getting past that and I could push that a little bit further. But I want to make sure I get at least five big tasks done. That's kind of my goal there. So we have. I've completed that goal for today. Now we have our weekly goal so weakly I want to get at least 50 tasks done. That is my personal goal. And currently I have 15. And again, this is just pretty much the same information of what we saw in the daily tab. Except now we're looking at a weekly view. So again, you know, last week we got 96 tasks done. You can see a visual cue for where those tax were located based on the color and then currently in this week, I'm recording this on a Monday and the start of my week is Monday. And so there's really not that much has gotten done, really 15 this week, which is, as you can see, 15 done today. So that's how many tasks have been completed so far this week. Now, any point we can edit this goal, but we will look at that here in a little bit because there's one more task or one more tab , rather, that I want to point out, and that is this karma tab. So this as your completing tasks and getting stuff done to do ist, keeps track of all of that, and it gives you points. Now, when you complete tasks, you get points, and that's the Gamification of it. The more points that you get, then, the more the higher your level is going to be just like just like any game you. The more things you do, the more experience points you get in a game, and then you know the greater level you're going to get in this case when you do different things, like if you complete your daily goal, if you hit your daily goal, you're gonna get more points. If you hit your weekly gold, you're going to get more points, and that's going to boost you up. Now you will lose points if your task is overdue for more than four days and so on. So there's some things that will give you points, and there's some things that will knock points away, and hopefully over time you're doing more of the positive things and and moving your port activity forward and you will start to level up. Now you can see that currently I am enlightened, which is, I believe, the highest level that they currently have. Although sometimes they add new ones. That's why I wanted to point to the, uh, the actual documentation because if they had new, one thing will be able to see those in there. But here we can see our karma levels so you can see you can get an idea of Yes. So I'm currently at the highest level. But as you start to increase since, as you start to do things, you're going to start to add points. So you can see, Three hours ago my score went up to 59,480 because I got five points from completing tasks and from usage of advanced features. So those advanced features are the premium features, like labels. I use labels a lot, so there's gonna give you a little bit more, um, more points because those are premium features. And of course, they want to give you a little more points for premium futures because that means you ever PM account. But you can start to see how these points are added and I encourage if if this is something that will help you be productive and this Gamification is something that will help you be productive, come in here and start to see So you can see this year I hit the daily goal. So I got two points for hitting the daily goal. Right? So another two points for hitting the daily goal. So you're earning points just by hitting that goal. That's not necessarily for the tasks completed, but just for hitting that goal. These here I added some tasks. I completed some tasks I used to more advanced features. Some of those features like filters and things. Ah, advanced features. If you add labels to a task, you know, again premium features. So they're gonna add in some points for that, you can see it's not really a fast thing. So you know one point here for adding some task at one point for that, that's really just it's just one point, and it takes a lot of points in order to level up. So it does take some time. It took me many, many years in order to get to the point where I'm at now, but I've used to do it on a daily basis for many, many years, and that is finally how is able to to reach that point now if you are not interested in karma. If if GAM, if eyeing your productivity is not something of interest to you, you can turn karma off altogether, or you can customize it to fit your needs. And this is something I mentioned earlier where you can change your karma goals. So if we close out of this, we can either come in and change the goal here. Or we could just come up to our settings, and it's the same in our free account. If we come to our settings, we have karma, and in here you'll notice that the settings for premium are the same. So in here we have our karma settings are the same as our free settings for for that. So I'm gonna hop back to my free account here. So in here we can turn it off completely if we want to. That will completely turn karma off. Just that little toggle right there by default. It is turned on, and so you will be earning your points as you complete tasks hit your daily weekly goals, things like that. And then you can change the goal. So here my daily goal is set to five. We can change that if you want to. You can change that too. You know, if you want to change it, 10 something like that, you can also send a weekly goal. Eyes mentioned earlier. The weekly goals are a premium feature, so you can see the weekly goal in here. You can change that if you want to. I'm gonna leave that at 50. But you can see how you can change that. And then you also have the ability to take days off. And this is something I really like about this because, you know, if you're working especially if you're working a typical 9 to 5 Monday through Friday, Saturday and Sunday, you might want to take a break, and you might not want to be productive. You want to very specifically take a day in just veg out. Just, you know, some we all need days to relax and just do nothing, right? So in that case, you can come in and say Ah, I want Saturday and Sunday. That's gonna be the default in your to do list account when you first Ah, create your account by default. Saturdays and Sundays will be turned off, which means that if you do not hit your goal, so right now I have a daily goal of 10 so I have to get 10 tasks done Monday through Friday , 10 on Monday, 10 on Tuesday, 10 on Wednesday, 10 on Thursday, 10 on Friday. That's how that works. In order to hit that goal and get those extra points now, Saturday, I might get two or three done, and I'm not gonna be penalized. My streak will not be penalized. Ah, for hitting for missing that goal because it's on a Saturday one of those days off, and it's very similar to, ah, vacation mode. Now, if you do go on vacation, I've used this a lot. When you actually take a vacation, I would highly recommend taking vacations. It's a side note, but it's a good idea to take vacations, take a step back, come back with some fresh eyes. Um, that's almost exactly what it says right there, but ah, in vacation mode basically what it does. It doesn't turn off karma. It just pauses it. And so very similar concept where you can come into vacation mode. And if you are in vacation mode and on Wednesday, you only get five things done. Or maybe you get nothing done. None of your tasks into du ist are done because you're focusing on your vacation. You're just, you know, enjoying time away from the screen. You will not be penalized. You're not gonna lose points by missing your streak. Right? So you're gonna keep your streak alive. Ah, the streak, of course. Which you can see up here and you can see you know how how long you've hit that streak for or again in my premium account, we can see a little bit more data. Let's come in and go to our premium Here. You can see the street here. You know, 353 days is my longest streaks. Almost a full year of hitting that goal in a row. Um, so you're not gonna lose that if you come up and go to your karma and turn it into vacation mode. So when you come into vacation mode, than you're not gonna lose those streaks if you don't hit that goal. Okay, so in this video, we learned how karma works here in to do ist And that brings us to an end of this section where we focused on the free features into Du ist. Now, in our next section, we're going to start using the premium account mawr as we go through some of the great features that come with a paid subscription. 16. Todoist Premium section introduction: up until this point, we've been using a free account into du ist. As you can tell, there's a ton of stuff that you could do inside of to do list for free. But there's even more stuff you can do with a premium accounts, and as of this recording, it costs a total of $3 per month. Of course, that's billed annually, but it's still under $40 a year now. I want to make this clear. I am not affiliated with to do us. I'm not sponsored by to do ist by any means. I've just used their service for many years, and I hope to help you be more productive by showing how to use the same tool that I've used myself for many years. But don't take my word for it just because to do it helps me be productive doesn't mean that it will work for you. That's why before you shell out the cash to pay for to do ist premium, I would recommend checking out the features that we're going to cover in this section because that will give you, ah, good idea of the full capabilities into du ist and help you decide if it's worth the extra cost, and then if you decide that it is, you can always come back and re watch the videos you need in order to take advantage of those features. Okay, so let's kick off our look at the premium features by looking at how we can add comments and attachments to our tasks. 17. Adding attachments and comments: in this video, we'll learn how we can add attachments and comments to our tasks into du ist. So let's start by adding a new task, because we can add a comment to our new task right away. It doesn't have to be an existing one, so to do that, I'm gonna hit. Q. That's our quick ad task keyboard shortcut that we've looked at in previous videos. And let's say our task here is to sweep the kitchen floor. Now, down here on the right hand side, you can see we have the ability to add a comment. And if I hover over this, you can see the keyboard shortcut is either control em on Windows or command M if you're on a Mac. So if we click on this, we have a quick comment. And the reason why to do it refers to this as a quick comment other than the fact that it's in the quick ad task. Little pop up here is because all were adding. Here is text. We can't add anything other than text, and we'll see some of the differences of what we can add as comments other than just text here in a moment, but let's add in some text here. Maybe don't forget to get under the fridge. Something like that. Just so we remember. Ah, when we are doing this task, we have this little little note there. So we add the task when can see that's been added. And now we can see there is a comment here. Now, when we open up this comment and this icon over here will take us to the same place, it's going to take us to the detail. View the task detail view and into the comments tab. So we've looked at sub tasks in a previous video and now under comments. Not only can we see the comment that already is there, we could edit this if we wanted to. In order to add something to that weaken. Delete that if we want, we can add a reaction to it safe. We're on a shared project, and we wanna just add a thumbs up. Okay, that's good. Something like that's very common. Ah, you know, reactions that you would expect to see on any social network or other communication APS. Things like that, you can add reactions. We also have the ability to add comments. And these comments are not quick comments because we have a lot more options that we had with the quick comment. We have the ability to add an attachment. So all we have to do is to click on this here and then we can either drag and drop a file. We can click on this in order to browse on our computer. If we have Dropbox or Google Drive hooked up to our to do list account, we can do that. Of course, if you don't, you can just click on that in order to log in. I'm going to drag a file here, So let me pull open my downloads folder and let's just drag this image in. So I'm just gonna drag this in, and we can see how easy it is, so we have the image attached. We can add a comment to it if we want to. When we add that in, then you can see that image has been attached to the task as a comment. Now we can also record a quick audio comment. Sometimes it's faster to record a quick audio comment than it is to type something out so we can just come in here, tell to do us that we want to record. Now, when we do this, the browser is gonna ask, Say, hey, to do us wants to use your microphone Because, of course, it needs the microphone in order to be record. If we block this, then it's not going toe work. It's not going to allow toe work. So we need to come in and actually support that me come into my settings here. So microphone. So I actually told to block. So let me delete that from the settings and then record allow. And now you can see we can actually be recording. So we have a maximum of four minutes that we can record as a single comment. Of course, we can add multiple comments to this. If we wanted to. Each one of them being an audio comments, going back and forth could just be a really nice way of adding in some comments that maybe you just don't want to type it all out easier just to ah happen here and record a quick audio commentary. So I'm going to stop this. Ah, we can either retake that and try it again. Re record. We can play it back if we wanted to, or we can attach it to our comment. You can see that gets uploaded as a way file. That now is attached to the comment. And then we start to play that back and it would start to playback course. I'm also talking, so I'm not going to play that back and here to of me talking there. Okay, So to recap what we've learned in this video, we learned how to add a quick comment while creating a new task. We also learned how to add a comment on an existing task. We learned how to add an attachment record audio. We learned how to edit our comments, so we wanted to come in here and maybe add Ah ah caption to this. I'm real original with these comments. Here, check out this image. Check out this audio. We could do that. Ah, we could also come in and get rid of that. If you wanted to completely delete it. Of course, deleting there is no undue. There is no trash. There is no recycle bin. You're not going to be able to get that back. Ah, you would have to actually record that if you wanted to do that. Okay, So now that we're more familiar with how to add comments and attachments to our tasks, let's move on to our next video, where we'll look at reminders. 18. Stop forgetting things with reminders: In this video, we'll learn about one of my favorite features into du ist reminders. So there are three key things you need. Tohave reminders work the way you want. The first is to make sure that your settings for reminders are set up however you want. There are some default settings, but if you want to make changes to those, you need to make sure that you do that. And then, of course, you need to make sure that your notifications are set up however you want. You want to get notified by email. Do you want to get notified on your phone? How do you want those notifications to come through as, uh, whenever however you want? And then the last is to make sure that the date and time is set up on a task that you want to be reminded for, and that last one is something that will need to do for each task. That way, you know, if you want to get reminded about a specific task, you to make sure a date and time is set up. So let's start by making sure our reminder settings and notifications are set up. How we want to do. It has its default setting, but it's always a good idea to make sure it's set up how we want first, so that we know where we should be getting those notifications and when we should be getting them. So let's come into settings, come to settings and then down here, go to reminders. Okay, so there are some default. I believe the default timing is 30 minutes now. I've customized this to 10 minutes, but I think the default is 30 minutes. Of course, you can set this to whatever you want. What this does is when you set a task to a specific time, you will get a reminder either. You know, if it's set to 30 minutes, you'll get a reminder 30 minutes beforehand. So if you set a task to be due at five o'clock PM, you will get a reminder at 4 30 that that task will be do it five. So it'll say something like, Whatever the task is, it's due in 30 minutes. If you have it set for 10 minutes and that task is due at five PM, you put it in the task. This is due at 5 p.m. You'll get a reminder at 4:50 p.m. that the task will be due in 10 minutes. Of course, if you don't want any sort of a heads up, if you only want to be reminded when you set that reminder or when you set that due date and time on the task, let's use an example we had before taking the trash out Friday at 6 p.m. If you want to be reminded at 6 p.m. then you can set this 20 minutes before, and that's going to be the default. Of course, we can customize that if we want to, but that's gonna be the default when you create a task and assign a time to it. Then from there, I'm gonna set this back to 10 minutes. That's my default there. Of course, you can always turn it off if you want to. And then from there we have our reminder notifications. Okay, So if you remember from a previous video, the notifications are how you are notified, not necessarily the reminders themselves. But how do you want to get that notification? And that's what this area is here. Do you want to get a desktop notification. That's what we looked at earlier. If you look at the, um this little bar up here, this piece right here, this is the notification on desktop of them or we can also have a mobile push. So in order for this to work, you have to be you have to have the mobile app installed on your phone, whether android or IOS. And of course, those air free. After that, you can install. And then if you log in to the same to do ist account, it will sink up with your account here on the web, and then you can send notifications there. And I love this little button right here because you can send a test push notification and it'll pop up on your phone. If you're logged in the same account, you should see a notification. You can't see it. It's off off the screen here. But my phone popped up and said, Hey, you just got a note of test notification from to do it so really, really nice to make sure that all of that works. And then you'll know that when there's an actual reminder that needs to come through as long as you have the mobile push notification enabled, that will happen. And, of course, you can have it sent to an email. The email that it will send it to is the email that you have under General. I'm sorry, under your account. So whatever your email is here, which is the email that you used, the log. And, of course, that will be where that email goes to. And then, of course, you have your devices, so you can see I'm logged in on my android phone. And if you have multiple devices in here, maybe you get rid of a phone, something like that. You don't want it to have access to your account anymore. You can remove that. And then the next time you log in on your phone or whatever your devices, then you would have to log back in again. It would automatically log you out of your to do list account on there. Okay, so we've tackled those 1st 2 things. We have the settings the way that we want. We have our notifications set up how we want now the last step of getting reminders toe work is to tell to do ist what it is we want to be reminded about. To do that, we need to make sure we have the time and date on a task. So I'm gonna close out of this and let's come back to our inbox not to be cluttered up with all of my tasks there and let's create a new task. So this is one that we've worked with before It works for Ah ah, good example. Here, let's say take out the trash every Friday at 6 p.m. Okay, So when we have this because we have our reminder showing up by default 10 minutes before I will get a reminder both on the Web here, as well as on my phone. And realistically, the phone is the one that I pay more attention to, um, the I'll get the reminder at 5:50 p.m. To take out the trash, and that's basically how that works. Now, when I add this task, we can see by hover over this. It's set. Okay. I have four days before they're gonna happen until until Friday. And then I'm gonna get that notification. You notice. It says 10 minutes before and then down. Below that, it says you also. By the way, you also have six tasks due on November 1st, So it's a nice little indicator. I like that they throw that in there. If there's a lot of tasks than you might want to reconsider, doing some of those may be your overburdening yourself for a single day. Of course, there might come a time when we want. We want a different reminder for this particular task. Let's say for taking out the trash. I want a very different reminder. I wanted to be more than 10 minutes before I want my default to be 10 minutes, but I want to be reminded at a different time. So for this one in particular, I don't really necessarily Ah, wanted to be 10 minutes. I need to be reminded beforehand an hour beforehand, something like that. So we can change that in our task view. If we open that up, come over to reminders and you can see the default. One that's been added is 10 minutes before, but we can add a reminder an hour before and now because we have two of them, we will get to reminders for this task one an hour before. So this is due at 6 p.m. On Friday. Friday at 5 p.m. Will get a reminder that we need to take out the trash. And then Friday at 5 50 PM will get another reminder that says, we need to take out the trash. And so that way, it's kind of like Think of it kind of like snooze. If you forget one, then you can add multiples. Then, of course, you can always come in and say zero minutes. So this will be zero minutes before, which means in this case we would get a reminder that seat Friday six PM So we get a reminder at 5 p.m. On Friday. We get a reminder at 5:50 p.m. On Friday and we would get a reminder at 6 p.m. So we get three reminders for this one task that might be overkill. But you kind of get an idea of how this works, and we can always come in here and delete thes. And now we will only get one reminder at 5:50 p.m. That we need to take out the trash in 10 minutes, which would be at six o'clock when it's 5 50 Now, something else that I want to point out here is we can have reminders that are separate from the due time. Maybe we don't necessarily need to know anything tied to this particular time, but we can come in here and set a specific time. So rather than setting it before the task, which is before this due date that we assigned, we can set this and say, like the example there we can say tomorrow at 3 p.m. So now Ah, let's see. Today is as I'm recording this. This is Monday. And so at Tuesday at 3 p.m. Three p. M. I'm going to get a reminder saying you need to take the trash out Friday at 6 p.m. Now might be a little bit of overkill, but there's been times where that is very helpful, especially if you need to follow up with something you need to do some prep work beforehand for a meeting or something like that could be very, very helpful. To be like, Hey, by the way, remember on Friday you have this thing going on that. You need to prep for something like that. Really, really helpful. Now, another really, really cool reminder that to do ist can do is toe let you know at a specific location. So not a time. Not a date, but a location. So that is this location reminder here. So let's say let me just type in something like target. Okay, so we'll find a target nearby. I'm in Oklahoma City, so there's a target nearby. And this location right here, we can set a reminder either when I arrive or when I leave. So for this to work, of course, we need this to be on our mobile app. Probably not gonna lug our desktop around or even our notebook computer around. Ah, that works best on mobile application. And of course, it works best if your mobile application has GPS turned on so that you can see so that the phone can see where you're at in track where you're at. And then once it notices that you arrive at that location, it will pop up a reminder. In this case, it would pop up a reminder saying, Hey, you need to take out the trash Ah, probably not something I need to remember when I get target. But you get an idea of how this works. And of course, we can do the same sort of thing. Ah, when we come back and say, you know what? When I leave, then we can. We can add that in there or you can add in your home. You can add in any sort of location that you want. All you need to do is to type in the address, start typing in the address and then to do ist will search through that using Google maps in order to search through that and find that location or whatever that addresses and then show the reminder when you arrive at that location or when you leave that location who? Okay, I know we covered a lot. But as you can see, there's some super cool stuff that you can do with reminders. In fact, you know, in my opinion, reminders are lone are enough of a reason to pay for to do ist premium. They are how I make sure I don't forget anything, and I would encourage you to take some time to play with these set up some reminders on your devices, get the settings you think you might want and see how to do it sends you the reminders, maybe set up location reminder to send you one when you leave your home or see how that works. Or maybe start getting some ideas for how you can use these to help you be more productive . And when you're ready, I will see you in the next video, where we'll learn how to organize our tasks a little better using labels. 19. Organizing tasks with labels: in this video, we'll learn how to use labels into du ist. All right, so let's get started by creating a task. So I'm gonna hit queue in order to create a new task, more the lawn. And now, in order to apply a label to this task, there's a couple different ways we can do that. One is by using this label tag. Here, you see, the shortcut is the at sign. We'll look at that here in a second. But if I click on this, you'll see there's already some labels in here. This is because you're looking at my personal to do list account so you can see all of the labels that I already have. And I'll explain why I have the ones I have and how I use them here in a minute. But you don't have to use the labels that I have. You don't have to use them like I do. You can create any sort of label that that you want, so maybe, ah, we have one called outside. Okay, there's not one there, so I'm gonna create that and then check that toe, add our task to that label, and then click out Click Add task and we can see Now we have mow the lawn and the label is outside you notice the label underneath it is gray. The reason for that is because of the color of the label. Now we can change the color of our label by coming over here to our left hand navigation. Go down the labels, me dialogue projects. What's a little bit easier to see? We can see this label that we have created so we can come in here. Edits the label. Ah, maybe make it. It's outside. So let's make it a light blue. There we go. So now that we have that, you can see the label here is now blue really, really cool then, of course, we can click on that in order to see all of the tasks associated with that label. In this case, we only have one task on that label, but if we added more, we would be able to see all of those just by clicking on that label there. Now, we already looked at this with favorites earlier in this course, but you probably noticed that you can add labels to favorites if you want as well. You can click on the three little dots ad two favorites and you can see now it is added to our favorites up here. And of course, we can come in here and remove it from the favorites if we want to. Now, at any point, if we want to delete a label, weaken do that by coming in, deleting the label in The key thing to keep in mind here is that does not. That does not get rid of anything else into do us. It doesn't get rid of the the task. It doesn't affect the task other than removing the label for that task. So and come in there and delete that. And now you can see there's no tasks currently assigned to outside. But we can come back here. We can see our task, and there's no label associated with it. Of course, we wanted to come back in. Type that back in. Remember, the shortcut is the at sign Type that back in no label, create that label hit save, and we've created the label once again. Now, before we wrap up this video, it did mention earlier that I would talk about how I use labels and why use them. But you know, actually, I think I might say that for a different video, because it's not just labels, you know, it's it's the projects as well. Why do I have the projects I do And how do I organize the projects? Well, if you're curious about all of that, I do have ah, video later on in this course, where I'll talk about how I used the to do list features that we're learning about and how I have everything organized in my to do list, and hopefully that will help spark some ideas for how you can organize it as well. But for now, we still have more features to look at. So let's move on to our next video, where we'll learn about filters. 20. How filters work in Todoist: in this video, we'll learn how filters work into du ist. So a filter is basically a saved search, and we can find all of our filters beneath the labels on the left side of the interface. So here are our filters here. Now I do already have some, and we will be talking about them. When we start to get a little more advanced with to do it, I'll share how I use filters and the filters that I use in why used them and and so on. But for the purpose of this video, let's just focus on the filters feature itself. So to create a new filter, just click on the plus here, and let's give this a name. So let's say maybe two labels in one filter, so we'll see what this conduce now. The filter Queary is the actual search that will be doing. You can probably guess there's an infinite number of searches that we can do, depending on what it is we want to find. I think about how many different ways you can search on Google. You could type in a single word. You can type in multiple words you can use quote to give billions and so on. So with that in mind, there's a tot of different filters. Weaken do. But let's keep this simple. So I'm gonna search for, let's say, phone comma space and then desktop from using the at sign there. So what I'm looking for here, those are labels, Okay, because of the at science, you can see what this filter is going to show is any task that has thief phone label applied to it. And then we'll also see any task that has the desktop label applied to it? Not necessarily. It doesn't have to have both just one or the other, because we're using a comma. And then, of course, we can add a color if we want to. We've looked at all this stuff before, so it's It's pretty straightforward, adding a color, adding it to the favorites. Of course, we can change all that later on if we want to editing that as as as needed. So here you can see the result of our filter. So when this one filter were able to see any task that has thief own label, so you can see this has the phone label this has the phone label, and then we also have tasks that have the desktop label. So the desktop label here and the desktop label here. It also has another label, an Internet label. But because it has the desktop label, it's going to show up in our search. Now these labels are labels that I have. So again I could just click on desktop in order to see those. I can click on phone to see those, but it's a nice way of being able to see multiple things at once and really dialing down to that one thing that we want now. One really cool thing about this is if you remember from a previous video, we can use these filters in conjunction with something that we looked at earlier, and that is the start page. So let's say I use this filter a lot, and I really want to jump back to this whenever I get back to to do us Whenever I log into to us, well, we can come into our settings, and once we have that filter created under general, we can change the start page to be that filter. So now any time I log into to do it or any time I click up here, it's going to take me to this filter so I can go to my inbox and then I can click back up here and it's gonna take me back to my start page because I told my start page to be this filter. That is what it's going to take me to really, really cool stuff. Now, of course, once we have our filter, we can always go back in there and edit it so we can come in here to the three little dots . Edit this filter course added to the favorites, delete like we've looked at before again change the color, do whatever we want there. But we can edit this filter if you want. So let's say maybe we want to see the next seven days and those labels with phone and a label with desktop. Okay, so basically, what we're gonna be seeing now if we hit save is we're going to see. Once we give this a moment to refresh me, we click off, click back on. There we go. So now we're seeing the next seven days. The tasks are still the same, except we're focusing on the next seven days. So what we're seeing now is basically today. There's nothing that has thief, phone or desktop label, so that's not there tomorrow. In this case, I'm recording on a Monday. Tomorrow is Tuesday, so every Tuesday, this is a reminder. Every Tuesday, then that is on my phone. Okay, so that is a reminder on my phone that will show up tomorrow. So that's why we're seeing that there. You'll notice all the way down and is actually one that's missing. That one was to reminder to call Mom on Mother's Day and because Mother's Day is not in the next seven days. As of when I'm recording this, that's why it's not showing up. So that is essentially how filters work. And I know in this video we used some simple examples, but hopefully you can start to see how powerful they can be. Now, I would highly recommend as you're coming in here. If you come into edits on this query here, you can come up here to the query help, and there's a Thanh of help about how to use queries all these different things that you can use in order to creates the query that you want and don't forget. I'll cover some more advanced filter queries later on in this course that I use as well. But for now, let's take a step back from filters as we learned about yet another great time saving feature project templates. 21. Saving time with project templates: In this video, we'll learn about project templates into du ist project. Templates can be a great way to quickly create projects that are recurring projects and require the same tasks and settings in them. So to get started, we need to set up our project the way we want. OK, so let's walk through this. I'm going to start by creating a new project. So let's call this project we've been working with less. Let's just say this project is take out the trash. There we go. So we have this new project. Now let's start creating some tasks in the project. So at a task, this will be empty the kitchen trash. If I could spell that properly and I'm gonna add a label so home and let's say this is due today. OK, so now let's add in another task. So this is empty the bathroom trash at home, and this is due tomorrow and then just keep adding these in trash. This is due at home, but not necessarily do any specific day. And then let's say 11 more that say we need to take the trash bin to the curb. If I could spell that and that's also at home. And then Friday at 6 p.m. Kind of like what we had looked at previously. There we go. So we've added these in here looked at how to do all this earlier in this course. But once we have all of our tasks at it, we have our project ready to go. Of course, we can add as many tasks as we want, but you get the idea. So let's say we have our project ready to go. If you come up to three dots up here in the top, right hand corner of the project, we have to have the projects selected. Come up to the dot in the top right hand corner. Now we can come in and export this as a template. Okay, so there's ah couple different ways that we can do this. So when we export this, there's a few options. One, we can export this as a file. We can export this as a share. A ble you, Earl, Before we talk about those, though I do want to talk about relative dates. So when the template you remember, I used the word today and tomorrow as due dates, which is something that if you're using to do it for a while, you'll get used to typing in something that's do today or something that's due tomorrow because it's a relative date. Now when you check this that tells to do ist to keep that date relative. So, as you can see here tomorrow will get turned into plus one day. So whenever today is, it will be one plus one day today. Plus one day is tomorrow. It would be basically the math for how that works instead of If you don't have that turned on, then what that means is today would be Let's see, I'm recording this. Ah, October 28th. That would mean today is October 28th. And so any tasks that you have do today in this template will be due October 28th. Now, the fastest way to export this is as a share, a bill. You're out now, if you do this and you, the key here is basically sharing it with a friend who is also using to do it. When you do this, you'll get a URL. You can copy this to the clipboard and then basically you just open up a new tab, Send this to your friend. You can paste this in and then you're going to get this project that you can import, right? So you can use this template so you can share this with whoever you want, and then they'll get that template that they can bring in now, another way that we can do this rather than sharing this. Because perhaps you don't want to share this out there. Technically, if anybody has this your l If you have this girl, you would be able to import this project template. And so you can start to see how some people sometimes it might be kind of Ah, security concern there. Now, with that said, you can also come in and export to a file. So when you export this as a file, now it's going to export that as a CS V or a comma separated value. So we save that file, you can see that's been exported. And now let me pull this over here, and I'm actually gonna open this up in not in Excel, although that can work to I'm actually gonna open this up in Let me just drag this over already. Have it open one. Open this up in V s code Here. So here is what basically is happening is basically just a text file. She concedes comma separated values. So type to task content That is the task title. So empty the kitchen trash so we could change this if we wanted to. And this is the benefit of something like this is if we really wanted to weaken, come into this CSP and start to make edits to it so we can see the content. The ah, priority. The in dent level. Right. So the in debt level here, So priority level is four. The ah indent level is one. So maybe this here, maybe this is is ah, different priority level. Let's let's actually say this is ah, priority level to protecting three when I said to. So that's a priority. Level two. And then maybe this one here is going to be These are gonna be indented, right? So we're gonna get in Dent one so you can start to see how these work together. And so now if we come in, I'm just going to save this file here once this is saved. Now we can import this back into to do ist at any time. So we just come back in here. Let's import from a template. We could just drag that file in. Let me pull open this file here again. Drag this in and you can see it's going to import all of that. Not only that, but you can see the difference here. I wanted to import this into the same project. So you can see you notice I had this project open. That's why imported in there So you can see these are indented because of the Indian change that we made in the CSP. And this one here, you'll notice has a different priority level. This has a prior your level of priority level two because we changed that priority level in the C s feet. So the more you deal with templates, the more you can start making some really fast changes in that C S V file itself before importing it into du ist and get some of those recurring projects and recurring things into a template form and really start to speed up your work. Look. Okay, so in this video we learned how to create project templates. We learned how to import them using a share. A bowl, you, Earl, Simple copy and paste. We also learn how to import them using a C S V file. We even looked at how to make some edits to that file and to change what gets imported now in our next video will learn how to email tasks to our projects. 22. Emailing tasks to projects: in this video, we'll learn how to email tasks to projects into du ist. All right, so the first step of this is to find the project. We want the tasks to be emailed into. So let's work with this project that we created in a previous video. So over here, when we highlight the project in the Left navigation, there's the three dots. We click on that. And then there's email tasks to this project. Now, in this little pop up this area right here, this is the email address that we need now. We don't really need to select all of that. All we need to do is to just click copy to Clipboard and to do it is going to copy that email address for us once we have that copied a top over to our email so we can see what this looks like. So I'm going to just paste this in paste that, ah, that email address that it's sending two and let's say, give the subject. So the subject is going to be the task. So subject the email is the task name and then the body of the email, the body of the email is is the comment okay? So I'm gonna hit send and we'll see what this looks like on the other end. So here, we should see in a moment I'm not going to do any refreshing. I'm not going to touch anything. This should pop in. We get that task that has been added through email, so you can see the subject line is the name of the task right there. And then if we click on the comment, you can see the body of the email is the comment, and we also get an attachment. You can see the bottom left hand corner here. It's an HTML attachment of the email itself, just in case there's some formatting or something like that that doesn't come through in the actual comments inside of to Do list, they added as a an attachment as well. Now we can start to take this to the next level by adding some variables to this. Okay, so let's come in and I'm gonna come back here, make sure that I have this copied. Make sure I have that copy and let's hop back into our email and let's say here we're sending it there. And this is an email that's due tomorrow. Okay, so this is something that I need Teoh work on tomorrow so we can add a reminder because we have our default reminder set up into do ist. We can add a reminder by adding, if you remember a day and time, so by email, we're gonna add on open bracket here and then hit date tomorrow and then at 6 p.m. Give it a time and then close that, and we can continue to do this. So, like, just just like we would if we were typing this in. So the label is going to be an email and then priority. It's not pee like it is when we're typing it in inside of to do list. Instead, it is two exclamation points and then you type in whatever the number priority is so priority level to ah, in this case. So with that, what we should get on to do a side is an email that has the name. This email is due tomorrow that e mail should have a due date of tomorrow, a do time of 6 p.m. Which in turn will trigger are reminders. So we have a reminder. Set tenements beforehand. We will get a reminder at 5:50 p.m. that this email is due tomorrow because that's the name of our task. And then it will also have the label called email, and it will be a priority level two. So let's send this and see how it looks so should pop in down here. And if it any time, if you want to force a sink, if it's not sinking fast enough for you, you can come up into settings and force a sink. There. You can see this popped in pretty quickly. You can see the title of the task is this. Email is due tomorrow. It has a time of a date of tomorrow and a time of 6 p.m. And then it also has the email label automatically applied to it. Now what's really cool about this is you can start to get super complex by combining this feature with email filters, for example, for years I've used Jura as a project management tool with my colleagues, but I used to do it for my own task management. So when I get an email notification of someone assigning me something injera. Then I would set up a filter in Gmail toe automatically forward those notifications to to do ist so I'd only have one place to look for my tasks. Or there'll be another time where I was working on a big project with a colleague of mine, and I wanted to make sure that I replied to any emails before I left the office for the day . Of course, with filters in Gmail, you can't add text to the subject line. It just forwards the email, but you can do that with tools like I f t t t if this then that or zey peer. So using that, I would set it up in Z a peer. So any time I got an email and Gmail from, my colleague said that 10 times fast, it would get forwarded to to do ist the project email into du ist with a due date of today and the time at 5 p.m. Which, coupled with reminders, would mean that I would automatically get a reminder to reply to the email if I hadn't done so already. By the end of the day, there's so many cool things you can do by emailing tasks into to do ist had love to hear how you are using this powerful feature in your own projects. In the meantime, let's move on to our next video, where we'll learn how to back up our data from to do ist. 23. Backing up Todoist: in this video, we'll learn how to back up our data from to do ist. This process is super simple, but it's one of those things that you don't know what you don't know. So here's how we can do this. Let's hop into our settings. So come up to settings and then go down to settings. And over on the left hand side, we go to backups. Now, to do it will automatically create a backup of all your projects and tasks every single day . All you have to do is to grab a copy of that data and download that file. So here is the most recent backup. As of this recording that can hit download and that will download that zip file. So let's download that. You can see that gets downloaded. If we pull this over here, we can see Here is our zip file. Okay, so this is going to look somewhat like this year. I still have the C S V from when the video where we looked at the project templates. So this is gonna look pretty familiar, except it's going to be all of the projects that we have inside of to do. It's not just the one template that we exported, so I'm gonna actually export this into its own folder. So we don't just get this this mass of C SV's. Ah, once this extracts, there we go. Refresh that. So here we can see we have a C S V for each of our projects. So you can see we have all of these different projects here if you hot back to to do ist there really are all those projects there? I just have a bunch of them underneath their there in hierarchies. Right? So that's what we're looking at. There is all of these different CS fees. So if we were to open one of these up top back into V s code, that's our This is our template that we looked at earlier. But let's pull one of these open and we can see that pretty much it's the same concept we have type. So this is task the content. So this is this is the content of the task, which, in that case, we also have a label thrown in there. Ah, the priority level four. The in dense level is one. The author and which is me, of course. Ah, men we have. That's the user. I d right there. And then we have, um oops. I accidentally clicked there. I wanted to make this a little bit bigger. So we have the ah who is responsible and then we have There's nobody responsible is not a shared project. Ah, we have the dates. So every Wednesday again, it's a recurring tasks language and then time zone for that which is going to be set in our settings, but it automatically gets exported there. So basically, what we have is all the tasks from that project and all we would have to do is to import that the same way that we imported anything else. If we come into this here, if we import that, I'm sorry, not in these settings right there, imports. And then we drag that file over. It's going to import all of those tasks now, In this case, I don't really want to import all those tasks is already have them. But you have an idea of how that works. I minimized the screen there so you can see how you can import all of those tasks really quickly. from that backed up data. And actually, you know what? Let's go ahead and do that. Let's go ahead and import that, just so we can see just weaken, Verify. Right. There's mines will verify it. So I'm gonna take this. I'm gonna drag it in there, and we're gonna import that. We're going to see all of these different tasks that get added in so you can see Ah, some of these here they get at it in. And if we hop over to the the actual one that we had imported, you can see these are all the same, right? So these are the same tasks that we just imported in over here. Of course, we have some of these up top the ones that we actually added an earlier video. But you can see the ones that we've imported over there. Now I'm going to come in, and I'm gonna delete this project because I don't actually need all of that. So let's select this here. Delete the project, and that's going to get rid of all those tasks as well. But now you know how to download your backed up data and then how to import it later on if you need to. And that brings us to an end of this section about the premium features into Du ist knowing our next section will learn some more tips and tricks and some more advanced ways to use to do ist. 24. Advanced Todoist section introduction: have you been watching this course in order? So far, we've covered all the core features in both the free and premium versions of to do list. And by now you've got a good idea of how you can start using to do ist to be more productive in your own projects. With that said, from here on out will be going beyond just the features inside to do list and start looking at some more advanced ways to use to do it, for example, how to integrate it with Google Calendar or your Web browser I'll also share. How I used to do is to get stuff done from my favorite filter recipes that I've used for years to my process for capturing and organizing tasks and projects in to do ist. Okay, let's get started in our next video, where we'll learn how to sink to do ist with Google Calendar 25. Syncing Todoist with your calendar: Sometimes it's great to see things in a cow interview. And instead of building one into to do its interface and giving you yet another calendar to manage the team behind to do, it's decided to integrate with a calendar you already have. So let's start with one of the world's most popular online calendars, Google Calendar. So to integrate, all we need to do is to come up to his settings gear, come down to settings, going to integrations, and you can see I already have some integrations in here. But the one that we're gonna focus on here is Google Calendar. You can see this is a two way sink, which means not only do task that we created to do is show up in Google calendar, but we can make edits and Google Calendar and have that update to do it as well. Really, really cool stuff. So let's connect this, and it's really simple to do. We just connect and then make sure that was signed into our Google accounts and give to do ist permission to access our Google account. Of course, we can always revoke that later on if we want to. Once this is connected. We have the ability to choose what calendar we want. So you can either add it to one of our existing calendars in Google. If we want, I'm gonna add it to a new one. We can tell it what project we want. A specific project. Maybe maybe one of our someday project or a family project. Whatever we want specifically there. So we could do that. I'm gonna choose all projects. We can set the event duration. So by default, what is the event Duration. When you create something, when you create a task that gets created on Google counter, what is the event duration? So you might have, for example, the example we used earlier, you know, take out the trash at Friday at 6 p.m. Well, the event duration by default is going to be from six PM to seven PM because in to do ist, it doesn't really have an end time just the due time, and so that start that do time is gonna be the start time of the event. And then it needs to know what the default event duration is. Of course, you can always hop into Google calendar and change that if you need to, and then any time that there is a task that does not have a do time on it, you can tell Teoh to do is to say that is an all day event in Google Calendar. Or you can just say, Don't think that it all, I'm gonna leave. This is all day events so we can see what that looks like. And then if you wanted to change that, you can always come in and change that if you want to. So with this connected, once this finishes there, There we go. So now let's come over to Google Calendar and we should see our calendar show up here. We might need to come into our settings and make sure that this is integrated. Maybe let's refresh our settings here and see up. There it is. There's our to do list. Calendar showed up, so let's hop back over here and there we go. So now you can see there's it's on of things, so we have our ah, tasks that have been added, but this one here and so we can see some of these. Let's actually do this. Let's come in. Let's make this a little bit easier. So I'm gonna hop into Dave. You just so we only have one. Ah, one to really focus on one day. Okay, So you could see there's two tasks in here for today. One at, uh actually, there's a few more that have sink. So we have three of them. There's this at five. This it's six. Another one at six, and then we have an all day task. Okay, So if we hop into to do ist and close out of our settings here, we should see that in today we have four tasks. One of them does not have a time associated with it. That's this one here. And that is why it's an all day task. If you remember in the settings, we set that to be an all day task, if there's no time associated with it and then these have times associated with them. Five oclock. So on Google calendar, that's a five six o'clock, another one at six o'clock. You can see that there and then another one is six oclock to reply to an email and you can see that Ah, at six o'clock as Well, now, if we wanted to change that, we could say, you know what? This one here lets actually do that at four o'clock. Okay, so we've changed that. Now, if we hopped back into to do ist, it'll update. You can see that automatically updated because it's a two way sink. So it goes back and forth some really, really cool stuff that we can do. Of course, that works the other way, too. So if we add a new one here, let's say today at let's say, seven o'clock since we already have stuff at at six. So we add this in here now, if we hop back over here, we should see this show up there on Google calendar. Really, really cool stuff that will integrate between to Do ist and Google calendar. Now, the last thing I wanted to point out with this is if at any time you want to make changes, say we don't want thes all day tasks to sink, we can come over back over here to our settings into the integrations and edit this year in order to change it so we could come in and say, You know what I don't want to sink those without a due time. Let's say that. And now if we come back over here, that should automatically remove those. Once it starts to go through that process, we can force a sink here. There we go. Force that sink with that link and then this should start to clear out once it takes a moment, sometimes to actually go in there and start to clear some of those out. But that should start to clear some of that out forest. So that's how we can sink Google calendar with to do ist. But what if you're not using Google calendar? Well, there's a few other integrations that weaken do if we hopped back to integrations here. And, of course, if we wanted to remove that, we can just click on this here to remove that sink, and then that will revoke that permission. And then you would have to reconnect it, walk through those steps again. Now, down here, there's a few different ways that we can come in and sink this. Don't worry. I'm gonna issue a new A P I token later on. But what we can do here is we can access either are Apple Calendar. If you're using that or outlook now, I am using Windows so I don't have Apple calendar. But the process and outlook is going to be fairly similar. So here is my calendar in outlook. Now, if I wanted to integrate this, all we need to do is to click on this link here, pick the app. Let's open up outlook. Open that and you can see this little pop up here shows up. And then over here now in outlook, you can see it's starting to pull all of this in, and we can see we have our to do list calendar in here. Um, and you also notice that Ah, we have very similar concept here where we have our sink at 456 and seven. Those tasks that we added, as well as the all day task that we added in there so really similar stuff. Although one thing to keep in mind here is this is ah, one way sink. Google Calendar is the only one that does it to waste ink. This is a one wasting. So if we were to take, say, Chris's email and move it to one o'clock that will not show back up even if we come in here and do, ah do a sink here in outlook that will not sink back up over here in to do ist It's going to stay at that time because it is a one way sink. Okay, so in this video, we learned how to set up a two way sync with Google calendar. We also learn how to set up the one way sink without Look, now in our next video will learn how we can use to do ist in Gmail. 26. Using Todoist in Gmail: in this video, we'll learn how we can use to do ist inside of Gmail. To start, we will need to install the official chrome extension four to do ist, and that requires a browser that supports chrome extensions. Now, even though this is a chrome extension, it's worth pointing out. You don't necessarily have to be using Google's Chrome browser for this. You just have to be using a browser that supports chrome extensions, for example. In this case, I will be using Brave, which, like a lot of other browsers, is based on chromium, and it natively supports chrome extensions. So let's hop over to install this. I'm gonna hop into my settings and again, depending on the browser you're using, it might be in different locations. But I'm gonna hop to extensions, get more extensions, and that's going to take me to the chrome store here and let's do a search for to do list and Gmail. Now. One thing you want to make sure is that you are getting the official one from to do ist. I don't really think there are a lot of clones out there. I don't see this one is not necessarily officially from to do us, but it's also not meant to replace it. It doesn't look like I'm not familiar with this one, but make sure that you're using something officially from to do ist never hurts to make sure it comes from the right source. Once you have that click on add to chrome and even though I'm not in chrome, this will still work because it it works with chrome extensions. So this will go through the process of installing. There we go once it's installed. If we hop over to Gmail and give this a refresh so we can see we have our chrome extension installed and now at the bottom right hand corner, you can see we have to do ist here now with this down here, we can actually log into to do ist and access that to do its interface directly from inside of Gmail. If we wanted to do that, the key reason why I like to use this extension, though, really has to work with when you're inside of an email, you'll notice that you have this little button right here and now we can come in and add this directly using this interface. So I'm gonna pause the video real quick while I log in here. Okay, so now that I'm logged in, you can see that we can access the to do its interface right here inside of Gmail. And then, of course, you can access the menu over here to access all your projects and your labels. So you don't really need a new tab open if you don't want to. But now that we have this open, if we click on this little button right here inside of Gmail, we can actually add this task directly into our to do list. And what's really cool about this is not only does it add the task, but you notice it recognizes this is an email. So when I add this task now, it looks like I've logged off again. Now you'll see this task is actually a link as well. So if I hover over this, you can see it's taking me to mail dot google dot com, which is opening up Gmail, and it's gonna take me directly to this email right here. We can really see that if I come over here to my normal to do list here. Let's sink this so that we get our task in. We should see this task added in here. Let's make sure this actually sinks on this side. And then over here I task should So up there it is. All right, so with this now, if I click on this link that will open up the email directly, directly in Gino. Now, there is one thing I want to point out about this. And this is something that I've just learned over the years from experience. It has to do with clicking on that link in to do ist Onley to find an error, that it cannot find the conversation. And the reason for that does not have to do with to do ist. But it has to do with how Google has multiple accounts on the same computer so you can have multiple Google accounts. You can see I actually have multiple Google accounts that, like any of us, we probably have a lot of different Google accounts and their four different purposes. But if this task was actually in this other email than this link here, this is actually the link to this particular email. We wouldn't have access to it. Like if you try to actually type in that you're well, you're not gonna have access to my email just because you have that link. Instead, you need to be logged in. But the key thing here is this part right here slash u slash zero. Now, if this email happened to be in this one here, this is user zero. This is user one. This is user to user three, user four and so on and so forth. However many accounts you have logged into Google at any given time. So this one right here, you might need to change that. If this was actually from that other email, I might need to change that to user one in order to have that email link work. So that is something to keep in mind when you're hopping from a link into du ist. And I've really noticed this, like if you're using multiple computers. So if this is something I add on my computer at work and I'm logged into three Gmail accounts there at work, but I logged into him in a different order, I might be logged in the same Gmail accounts at home on my home computer, but I logged into him in a different order. So the order of those is different, so user number zero is different, that user number one on my home computer versus my work computer. I know it can get very confusing, but end of the day, if you notice that you're having issues with that link, it's not really a to do its thing. That's something to do with, Ah, the link in G mill itself. And if you think about it, it's a good thing you don't just want anyone to be able to get that link and see your e mails. Okay, so in this video, we learned how to use to do ist in Gmail and how to add emails as tasks directly in the Gmail interface. Now, in our next video will learn how it can use another extension toe. Add tasks into Du ist from any website 27. Using Todoist in your web browser: in this video, we'll learn how we can add tasks into to do ist from any website. So to start will need to install the official extension for to do it. And this is a different extension than the one we installed in the last video. That one is called to do list for Gmail, and it only works inside of Gmail, and the one we need for this video is simply to do it now. In the last video, I mentioned that you had to be using a browser that supports chrome extensions, and that is true for to do ist for Gmail for that extension. But for the base to do ist extension that is available outside of the chrome extension store. And if you go to to do ist dot com slash downloads. If you're on a Mac, it'll automatically forward you to slash Mac. If you're on Windows that automatically forward, you too slash windows, but you can change. You can go back and forth between them, depending on what operating system you're in. But if you scroll down under browser extensions, you can see there's the Google chrome extension. There is thes safari extension and Then there is the Fire Fox extension as well, and you can see that those are different than the Gmail extension that we added on earlier in the last video. So because I'm using brave again, I mentioned this in the last video that is based on chromium. So it's gonna work with chrome extensions. So in my case, I need to use the chrome extension, someone a click on this here and then just do a double check. It never hurts to double check the source. Make sure it's offered by to do. It's not com the official source and then add into my browser. Okay, so once this has been added to the browser now, over here, we can see that we have this drop down here and this is basically our to do list interface . So again, this is something I was referring to. A very beginning of this course was mentioning that the to do list interface, even though we're focusing on the Web interface throughout this course that to do its interface across all of these different extensions and such, it's really very similar. You can see it's very similar to the official ah Web version. It's just smaller version. And of course we can come in here and access our projects and labels and filters and all that. Uh, really. It's just a smaller version of the website itself. But what's really cool about this is now, with this installed, we can add tasks from any website. So let's say, Ah, let's go to charity water. Okay, so it's a great charity and let's say that we want to remember to donate. So I'm gonna come over here on this donate button. Let's right click and let's add two to do list. So when we add that to to do ist, if we come over here, we can see this will get added to the inbox. So here is that link that got at it, right? So this is something to keep in mind because in this case, I didn't have anything selected that was actually a button. And if you don't have any text selected, it will copy the title of the page. So this title right here comes from the title of the page itself, and then the task is going to be That's gonna be the name of the task and then the u R l If you hover over this, you can see the u. R l is the Ural of the page that you were on. So in this case, if I wanted a reminder to donate to this charity, then I would probably get a better reminder for my future self if I actually went to the donate page. So ah slash donate. And instead of just clicking somewhere on here, maybe let's find some tax. So maybe something like this, right here. Select this text right click, add to to do ist. And then if we hop back over to to do ist which we can do in our extension here, we can see now we have that text that's been added. Could we selected that text? Could have been any text, but in this case it's a reminder to sponsor a water project. And then, of course, that link is going to be to donate. And we can change this if we wanted to Ah, we can have at our reminder. So this is on the internets and, you know, have it be a reminder for whatever we want ad in our tags, we can added a date if we wanted to. We can really start to customize this the same way that we would any single task. Very, very cool. So just remember, you can select the text on a web page to make that the title of the task. And then the link will be whatever paid you are currently on. And of course, you can go into to do ist to move it to the project you want. If you wanted to move this to a different project, we could move it to a different project, you know, move it to our finances project or something like that. Depending on how your projects are set up, you can add labels. You can add a due date, anything that you would to any other task. Now in our next video will learn where to go to find our history inside of to do list. 28. Finding your history in Todoist: in this video we'll learn how to find our history into Du ist. So there are two different types of history we confined. One is for each of our tasks. For example, if you want to look at the history of a specific task So to do that we need to go into the task view. So let's open up this one here and we can come over to the activities tab and we can see the activity for this particular attack. Now, in this case, it was pretty simple. We just added the task. It was not not too complex there. Ah, but if we have a little more history here, let's come into another one. Maybe one of these recurring tasks here we can start to see some of the different types of activities so you can see Ah, the change. The title used to be changed. So this one here bandwidth reset soon download anything you want now. So pretty much I have ah band with ah cap from my I S P. And so before that ends, if there's still some left over, if there's anything else that I need to grab, are things that I need. Ah, before that cap resets, then I'll set myself a reminder to do that. But you can see we have history from From Long Time ago completed that task quite a while ago and so on, so you can start to see the history for that particular one. Now, this is really helpful. If you're doing collaboration with these tasks to be able to see the almost like an activity log of what's going on there Ah, but that actually brings up the other type of history. And that is more overall, that actually is called the activity Look. So that is under the settings, gear and view activity log. So in here, you can see to do ist keeps track of everything in your history at least is for us to do it is concerned, but we can start to see all of these different tasks based on different things. So let's say we want to filter by tasks that are completed. So these air, just the tasks that are have been completed, maybe tasks that have collaborators so other people that were collaborating with in this case, you know, just, uh, no completed task from our collaborators right, Nothing really going on with our shared tasks there. Maybe we want to see all of our tasks that have been deleted. So some of the task we deleted, like some of these that we were testing with and sending emails. And there's like that. We actually deleted those tasks. If you delete a task, you know, I mentioned earlier that there is no way to bring those back. You cannot bring the task back here. You'll notice hovering over this. There's no way to bring that task back. However, Just seeing that this task was deleted will make it easier to recreate that task if you need to. So even though I can't actually bring that task back, if I wanted to bring this task back in a kind of another way, I could just select this text, copy it or even just add it to to do ist I could copy it and come back up here and create a new task with that same information. So it's not really bringing it back, but in a way you can kind of get that back a little bit using the activity look and then, of course, we can also filter by the project. So if we just wanted to see deleted tasks in our inbox weaken do that. So there's a lot of different things that we can do here in the activity log in order to find things in the past, things that we might have accidentally deleted things, tasks have been completed, things that we might think that we might we need to find that, Ah, we can search here inside of to do list now the last thing I do want to point out since I mentioned search and completed task is something that we can do inside of to do ist searching through all of our completed tasks. So rather than searching by the activity of completed tasks, let's say we were searching for something and let's just say, um, let's do a search for Okay, so I was doing some tests with Ringer. So here is a task there, and we can see that is a task that has not been completed. But if we searched through our completed tasks to do us is going to go through that process and search through some of those there so you can see we have some previous tasks now with these because these have been completed, we could come in here, uncheck that, and now we're bringing it back. So that is a difference again. Between completed tasks and deleted tasks is the completed tasks weaken search through those and we can bring those back if we need to using the search feature up here, and that is a premium feature being able to search through our completed tasks. Okay, so let's move on to our next video, where I'll start explaining some tips and tricks for how I used to do ist so you can steal ideas for how you can start using it to be more productive. 29. Steal ideas from how I use Todoist: throughout this course, we focused on key features you can take advantage of in to do us from here on out. Ah, lot of it has to do with how you want to use to do ist How can you use it to be more productive? Well, if you're like me, then Ah, lot of times, the best way to answer a question like that is to see how other people are using it to steal ideas from how someone else's using something. Figure out which bits and pieces will fit into your own routine and which ones will not. What? That said I wanted to take a step back from the features of to do list and just chat about some of those features and how I use them so you can steal some of those ideas, take take with what works for you, and don't use what does not. Now, to be honest, these air not all my ideas like anything else there is nothing new under the sun. And like you, I've spent ah lot of time trying to find a way to be more productive, and over the years I've picked out things that work for me from family, friends, colleagues and plenty of others I can't even remember anymore. But many years ago I started using David Allen's Getting Things Done Methodology, and over the years I've customized how I organize things so I'm not adhering to G T. D as strictly as I used to. But if you're familiar with HGTV, a lot of the core concepts are still there, and some of them might look familiar. So let's start with projects. One of those concepts that might sound familiar from G. T. D is something called Area of Responsibility or a O. R. I use projects as a oh are my areas of responsibility Now an area of responsibility is an overall area that you're responsible for in life, not necessarily individual projects. And that's why it can be a little confusing when it comes to to do ist because to do ist calls them projects, which is fine. That makes sense, but I use them for areas of responsibility, so we'll make a little bit more sense once you actually see my projects. So here are the root projects that I have inside of to do list. There's others, there's myself. It will dig into these a little bit more and don't make a little bit more sense. And then there's nifty and nifty is my work. So that's my work area of responsibility, anything that has to do with work. And then there's someday and we'll talk about that here in a moment. But for example, inside the others project, I have anything that's relating to family and anything for family. I have anything for, ah, friends, maybe not necessarily family, but your friend project for friends that I need to get taking care of. Ah, for extended family. You can see that's a shared project with other family members. So I have basically a project that is not shared. That's only that only I can see. And then I also have one that is shared with some family members that they can see as well , in case they need to add things in there for me now, to give you an idea of what might go in the family area of responsibility, there's things like bills. There's finances, there's the chores, things that we talked about a lot throughout this course. There is, ah, project there for tours and of course, you know, shopping, listing like that I need to add into you'll notice that not every project has, ah tasks in them. And so because I'm not really using them as projects, I'm using them as areas of responsibility. Even though there's nothing in the shopping list right now, the next time I need to go to the grocery store need to add things to the shopping list. That is where they go, so it has a place. It is still an area that I'm responsible for if I need to go there. But, ah, it's not necessarily something that is always going tohave tasks in it, so those are areas of responsibility. But there is one project that's a little bit unique someday, and that is not an area of responsibility in G. Tedy, and that's that's where this one comes from. It's another concept that comes from HGTV. The someday maybe idea is basically something is somewhere where you throw all the task that you would like to do someday. That's really what all it means, right? So someday I might like to take a vacation, go to the beach, something like that, right, so not really sure when it's not something that's on my radar right now, but someday and so you throw that into someday, Maybe on. So the key here is maybe you'll decide to not take action on that project at all. But in there you put it in there and you figure that out at a later time. Now, that's where. Again. Coming, going back, Teoh Getting things done. Methodology. There are reviews, and in my case I do a review every other week or so to check that someday. Maybe project to see if there's something that I need to do. Ah, within the next few weeks or months that I need to pull out of that project and actually pulling to an active project. If not, if you know I don't plan on going to the beach in the next month or so. Then it stays, and someday maybe until I check it again the next time. So that is basically how I use projects. Now let's move on to labels for labels. I use those again. This is another GT concept context. So context, basically is the prerequisite to getting a task done. So do you need to be in a location. Do you need to have access to something? That is how I use labels. So let's look at some of these actual labels that I have. So here Ah, maybe probably one of the easiest one here is home. So anything that has Thehuffingtonpost label applied to it. I need to be at home in order to complete that task, not something I can do in the office. It's only something I could do at home. And same goes for desktop something that I have to be on my desktop computer in order to do not any computer, just my desktop computer. And that is where some of these others Cummins, for example, email Something to do with my email is open. I can have email on my desktop, but I can also have it on my phone, which doesn't necessarily require me to be sitting in front of my desktop computer. It just requires me to have access to email. Same with the Internet, anywhere that I can have the Internet that stop bone. I could be in the library and have access to the Internet. Ah, in that case, you know, there's also phone, but There's some things that maybe you're not going to do just with the Internet that you would do on your phone using making a phone call, having specific APS that you're going to use things like that. So hopefully you can start to get an idea of how those work together and how those labels helped build the context. So where do I need to be or what do I need to have at my disposal? And that's handy so I can look at the phone label and see these air the phone calls I need to make Okay, well, I have some time now. Let's Can I make these calls right now? Those those kind of things that I can ah look at in there. So again, projects are areas of responsibility or a R and labels are context. That's basically how I use those two features Now. Now let's get into kind of my productivity process. So here is how I work with things. Let's start with my process every day, so every day I will pick the tasks that I'm going to get done for the day when we're looking at karma. You saw my goal, my goal is five tasks. So, ideally, I will pick five tasks that I want to get done that day. Sometimes, as you saw in the karma, sometimes ah, there are a lot more tasks that end up getting on there. There are some recurring tasks. There are tasked to get added and automatically, maybe from an email of automatically forwards into to do list. We saw how to do that kind of thing. How to add emails or add tasks from email, things like that. Sometimes there are tastic, it added midday. Although little pro tip try not to add tasks midday. It's really sometimes you can't avoid it. But again, if somebody comes in and wants to add something midday, the first question that I ask is, Is this something I could do later? Do I have to jump on this right now? If not, and usually if you ask that people are usually pretty understanding, I've found, If not if. If this is something that can wait, then I will add it into due to do ist in my inbox, and then I will deal with it later. Go back to what I was working on. Don't have to worry about that task right now. If it is something, if it can't wait, then we have to remove another task. There's five key things that I want to get done every day, so we need to remove one of those task. If another one comes on, then I'm going to remove one of those other tasks. I still might be able to get it done, but I'm still going to ask if we can remove one of those other task or let somebody else know that you know what? I'm doing this for Bob now. And so I called John and say that I can't get that test that he wanted done because I need to hop on this for Bob, But I'll try to get that done tomorrow. Little things like that can help set the expectations. Now that's everyday. Now, every other week, I will clear out my to do list inbox, so those tasks that can wait that don't need to get done right away, Just in case I don't, uh, clear them out beforehand. I do set aside time every other week to make sure to clear out that inbox and make sure that everything is assigned labels and due dates. If there are any. If not, then I will start to schedule them based on how heavy you know, The workload is for specific days, and that is every other week Now. Every month I will clear out all of my inbox is all in boxes, not just the inbox into du ist. There are in boxes and email. There are inboxes if you like. I use Evernote. There's inboxes and Evernote. Um, there's no there's a lot of different places we can have in boxes. There's physical in boxes, you know, the mail that comes in. You might have physical mail you need to deal with, but at this point I will also check the someday, maybe project. Now. One key thing with this that I do every month is I will try to set aside at least 30 minutes in that while checking that someday project in order to do a brain dump. And really, what that consists of is sitting down and thinking Just take a step back from the screen and think what happened in the last month since the last time I did this on what's happening in the next month. What are the things that come to mind that in to take action on? Is there anything that I'm missing? You'd be surprised how hopeful that could be. Taking a step back, slowing down, forcing yourself. I try to dedicate at least 30 minutes of time to that. Just sit back and I think, write it down. You can step away from a screen if you need to write it down on a piece of paper. Type those in to do us later on. But just just think about the things that you need to get done. If there's anything missing that you that you need to take action on, that is a great time to do that. Who? Okay, So I know we covered a ton in this video, but now that you know how I used to do it, hopefully you've gotten a spark or an idea somewhere in there for how you can start to use to do ist to boost your own productivity. Now, in our next video, I want to walk through some of the third party integrations that I use with to do it as well. So we'll do that in the next video 30. 3 of my favorite third-party integrations: in this video will take a few minutes to walk through three of my favorite integrations with to do ist. Now, before we begin, sort of like to do list itself. I am not affiliated with any of these companies. I'm just a fan of the services they provide. Okay, so the first of my favorite integrations comes from a company called Toggle T O G. L in toggle is a timer. So throughout this course, you might have noticed this little icon next to each of the tasks as I hover over them. That is toggles timer, which it works across a huge number of different tools. Once you install the chrome extension Ah, lot like how we saw that you could add a task to to do it with chrome extension, except for toggle and add that little icon to start the timer. So all I need to do to start the timer is to go in there, click on that this little pop up comes up and then I can start adding time to that inside of toggle. And then when I'm done with that task, I'll hop on to toggle or pull it up on my phone and stop the timer or just start another one, and then that will automatically stop the last one. I've tried a ton of different timers to track my time over the years, and for the past few years I've stuck with Taco because it works for me. Now you can get the Taco Chrome Extension on the chrome Web store. I just want to point out once again, make sure it is the official one from Toggle and then install that and you should be good to go now. The last two integrations are very similar. There are I f t t t, which is if this then that and Xabier now basically the way I f t t t works is it. Hooks to tools together connects to tools together. So, for example, let's say in this example here, you can see it's looking to do ist with twitch, so it will create a task. When you're following a channel on twitch and it post a new video, it can create a task to remind you to go watch that video. So that will kind of give you an idea of what it can do. Or maybe you're using Trillo. If you're using trail Oh, somebody creates a new card, then you can have to do it automatically. Create a new task with a very specific label so you can start to see how these kind of connect together. Now zey Pierre is a concept that's very similar to I f T T T it's or if this, then that is very similar. So again in Trillo, if you're using trailer, you can add new cards to to do it as tasks. Ah, you can add start emails to to do it. And that's something I've done before. Where in Gmail, if you're just star a task our star an email that will tell to do us that you need to add that you don't even really need to use the to do list for Gmail added. At that point, you can Xabier handle all of that or and this is one I've used before, to if your team is using slack to talk back and forth, you can star a message in slack, and then that will trigger to do it in order to create a task for that. Once you have that hooked up again, there is another integration with slack that you can dio directly with to do ist But it kind of depends on how you prefer to work. What's your recommendation? Dark Now, as a general rule of thumb, I will try I f t t t first. And if that doesn't work, then I will use Xabier. So Xabier is a lot more powerful in my opinion than I f t t t It has a lot more tools. For example a tool that I use Ah lot is Jura. I've mentioned that before and I have t t t does not work with Jiro. So if you want to do something with Jiro you'll have to hop over into Xabier. Um but try I f TTC first because it's free and then if it doesn't work you can happen to Xabier and they have a free plane as well, but it really is worth the paid subscription if you're using it a lot to get a lot of those automation. Okay, So to recap in this video, I shared three of my favorite integrations to use with to do list that would be toggle for time tracking. I f t t T or if this than that for automation. And then when I f t t t doesn't work, Xabier. And as you can imagine, we're only scratching the surface of what you can do with automation tools like I, F, T, T, T and Z a peer. I would encourage you to take some time, start playing around with those services, find recipes. That's what I A t t t calls them or zaps from the community. That's what Xavier calls them and start seeing what you can use. Or maybe just start making some of your own in order to speed up your productivity. Now, when you're ready, I will see you in our next video, where we'll start going over some of the filter recipes inside of to do list. 31. Filter recipes section introduction: By now, you're ready to start using to do it on your own. Now I wanted to wrap up this course with some filter recipes. Each of the recipe videos is designed to be stand alone, so you don't really need to watch all of them if you don't want to. But they do require the knowledge of how filters work inside of to do it. So if you haven't already, I would recommend watching the video in this course where we cover filters before watching these filter recipes. Now these recipes are a mixture of things that I've used over the years and some new ones that out continue to add to the course. After all, if there's one thing that's universal about being productive, it's that there's always new things to learn. There are always new ways to tackle the challenges that arise each day. If you have any challenges for filters into do us you'd like to see covered, feel free to let me know. In the meantime, I hope you find these recipes helpful as you continue on your journey of being more productive 32. Filter recipes: Everything due at work today: in this video, we'll learn how to set up a filter and to do ist that will let us see all the tasks we need to do at work. Now, before we begin, every filter into do it will have some sort of a requirement for toe work. For example, if you call a project something different than I do, then of course, me using that project name in the filter isn't going to work for you because that project is called something different on urine. So requirement number one for this filter is to identify the project you use at work after you've done that requirement, Number two is to identify the labels that you use at work. As I explained in a different video, I use labels as contexts. In other words, I'm using labels, and to do is to let me know where I need to be or what context I need to be in to get a task done with. That said, Here is my filter, and I know it can look scary, but let's break this down. OK, so let's start with the first part here. So this first part here over says overdue and then that line there means or so basically what I'm saying is overdue. Or today, in other words, were telling to do ist to show us anything that is either overdue or do today. That's not so bad. So if we hot back to our, uh, filter now, the next step here are the parentheses. Now the parentheses, separate expressions. So with that in mind, this whole expression here overdue or today is one expression. Okay, so it's starting to make a little bit more sense how these are broken down. The next step here is and so basically that means and right. So what we're saying here is we're going back to that overdue, or today and and then another expression. In this case, that expression is the name of a project. If you remember in a earlier videos explaining my projects, I have a project called Nifty, and that is my work area of responsibility. So when we bundle all of this together, we are saying find tasks that are overdue or do today and in a project named Nifty. Now, when it comes to filters, something very important to keep in mind. Project hierarchy matters. So in my case, I'll show you a screenshot of my project again. You can see nifty is the very root area of responsibility that matters because telling to do ist to find anything in the project. Nifty also tells it to find anything in those sub projects as well. So I can have sub projects under there, and it's all in the same area of responsibility. Okay, so that entire first expression is wrapped in parentheses, as you can see right there trapped in those parentheses. So we can start to get an idea of the next set there so we can see this next one here is also wrapped in parentheses. And what that one means, basically, is if you if you go back here, you can see these two separated out here. But you'll notice there's a line, a bar, a horizontal bar. I'm sorry, vertical bar between those two expressions. So again, that means Or which means were saying okay, find anything that is overdue or do today do that and it has to be in the project nifty or find anything that is overdue and do today and any of those labels, and that's where it's it's helpful to find those labels. So again, let's break this one down just a little bit more. So we're saying OK overdue or do today. We looked at that before, and then the labels here were saying, and not only is it overdue, not only or not only was it overdue or do today, but it also and has toe have a label named Work Has, or it has to have a label named Internet or it has toe have, ah, label named phone and email, Ghira and so on. So that's why you need to know what the labels are that you're using at work in order to add those into that expression. So that final part, there is really just a list of labels that saying Okay, find me anything that's either overdue or it's due today, and it has to have one of the labels that I use at work that are contexts that I use at work. So putting all of this together, it starts with any tasks that are overdue and do today. I'm sorry, overdue or do today and in the project nifty so overdue and in the project nifty today and in the project Nifty, right, any of those. Or show me anything that is overdue or do today and has any of these labels, right? So that's basically all that that Felter does. And now that you understand, not we walked through that. Hopefully it's not nearly as scary looking at that filter. Overall, we're just really just saying, find something that is either overdue. I don't want to slip through the cracks something that's do today, and either in the area of responsibility project that have created or any of those contexts . So it might be actually in a different air of responsibility, like it might be in my fam, the family area of responsibility. But you know what? I do have access to the phone. So maybe over lunch, break at work, I can make a phone call and get something knocked out something like that. So that's why those are in there as well. And don't forget, if you love that filter, you can add it to your favorites know in my case, I use this filter all the time, so when I get to work, I can separate out everything that I need to get done today with Onley the things that I need to get done at work. I don't need to look at things that I can't do anything about at home when I met work and vice versa. Now is there something you're trying to get done as a filter into du ist? Let me know and it just might become another filter recipe for the course. Until then, feel free to check out some of the other filter recipes in this course to find inspiration for how you can get stuff done into du ist. Thanks for watching. 33. Filter recipes: Everything due outside of work today: in this video, we'll learn how to set up a filter into du ist that will let us see on Lee the tasks that are not at work. So this is a filter that I've used a lot so I can focus on work tasks at work. And then when I'm at home, I have a different filter to focus on the rest of my tasks and leave work stuff in the office. So there are some filter requirements. Every filter and to do ist will have some sort of a requirement for it to work. After all, you call a project something different than I do. Then if you're trying to type in the exact same filter that I'm using, of course, that's not going to work because your projects are called something different into du ist than minor. So the first thing you need to do really is to identify the projects that you use outside of work. And when I'm using project names in the filter, you just swap out your project names for the ones that I'm using. So here is my filter, and this is the filter here, and let's break this down a little bit more, Kate. So starting with this off part at the beginning, we're saying overdue. And then the bar, that bar in the middle, that vertical bar that means or so basically, what we're saying is show me a task that is either overdue or do today. Okay, So that part here, really, all that that's all that saying. And then we have around that we have parentheses. So the parentheses, separate expressions. Okay, so that part right there is one expression we are saying show me is task that are overdue. So search for that. Think of it kind of like math. We have parentheses. It's saying Okay, first, look for tasks that are overdue or task that are due today. Then we're going to add to that. We're going to say on top of that, and that's what that means. The ampersand, their means and and show me a task that is inside of this project. And that project is called others. That's the name of the project. So that is another expression. So we're putting those two expressions together into our filter. So basically, in a nutshell, that first part there is saying, find tasks that are overdo or do today and in a project that is named others now, one key thing to keep in mind with filters here is that project hierarchy matters. So here is a screenshot of my projects here, and you can see the project that's literally called others. Is that saints for other people, right? So it's others that is at the root, which really means when I'm searching for tasks using a filter. When I'm searching for tasks in that project, it's really searching across everything. It's searching not only that, but everything that is indented in a different level, right? So the hierarchy matters there now that first expression that we looked at that is wrapped in parentheses, so you can see that very 1st 1 there you can see the parentheses wrapping around that now, beneath that, we have another set of parentheses and that has wrapped around another. Another expression there. So really, what we're saying there, if you see the vertical bar that also again means or so really, what we're saying is we have this expression here or this expression at the bottom, and then the expression of the bottom is pretty much the exact same is the one that's above it. The only difference is the project name. So in that one again, we're saying, Find tasks that are overdo or do today and in a project named myself and you can see I said , others there, it actually is myself. I just forgot to swap that out, But you get the idea. You can see the project name myself in the actual filter up above. So putting all of this together, this is the overall filter. And this is the breakdown We're looking for tasks that are either overdo or do today and in the others project or because of the hierarchy. Any of these sub projects underneath the others project in the hierarchy. Or that's one expression or task that are overdue or tasks that are due today and in the project called myself. Now, don't forget, you can add filters to your favorites, as we learned earlier in this video, and that's one that I use a lot. So if I'm not at work, then I can see anything that is in those areas of responsibility outside of work and see the things that I need to get done or either done today or they are overdue. Okay, so in this video, we learned how to build a filter that will help you see only your tasks outside the office . Is there something you're trying to get done as a filter into du ist? Let me know. And it just might become another filter recipe for this course. Until then, feel free to check out some of the other filter recipes in this course to find inspiration for how you can get stuff done into Du ist. Thanks for watching. 34. Filter recipes: Someday/maybe: in this video, we'll learn how to set up a filter into du ist that I use for someday. Maybe so. That might beg the question. What is? Someday, Maybe now? I mentioned this briefly in a different video, but the concept of someday maybe comes from David Allen's Getting Things Done. Methodology. The basic idea is to throw all your future tasks or projects in there and then include them in your regular review. Now I review some day, maybe once a month. And basically what happens is if there's something in there that I want to work on in the next month that will pull out of someday, maybe and put it in a project that it needs to be put in, depending on the area of responsibility that it goes to now. If not, it will stay in there for another month until the next review, and so on. So this is the filter that I use that I will actually look through as someday. Maybe now there are a number of ways that we can tackle this, but the way that I do it is toe have a project for all those future tasks and potential projects. So that really means that the only key requirement for this filter is to have a project for someday, maybe tasks toe live in now. It's because into du ist tasks need to live in a project on the future of one of those tasks might actually turn into an entire project by itself. But until that time, it's just a task and just kind of a reminder for something to think about, uh, in the future. Someday, maybe it'll happen. Maybe it won't. But that's the whole point of someday, maybe, and that is pretty much the Onley prerequisite for this filter. So you can see I have a project called someday that those tasks live in and here is my filter. So rather than just looking at the project, which I could do, I actually have a filter that looks like this, and that is some my someday maybe, Let's break this down what this is and how this is different than just looking at the tasks in the someday project. So what? That bar means that bar there means, or that vertical bar. So basically what I'm saying is fine tasks that are in a project named someday. That's what that first part means, or any task that does not have a due date, a sign. So basically what this means is it's going to look through all of our tasks. And if there's not a due date assigned to it, that's going to show up in someday. Maybe because there are times where I forget to throw something into the someday project. And since I'm reviewing it once a month, it really doesn't take that long to go through and make sure that things actually either have due dates if they need them, or things that don't. I can look through them real quickly and see if they should be included in someday. Maybe so. It's a nice way of double checking, making sure that nothing slips through the cracks. And again, don't forget to customize the filter with your own projects. If you have, ah, someday maybe project that's called something different. Of course, you're gonna have to change that name. And don't forget, you can also add the filter to your favorites. So I do use this once a month, and sometimes I throw it in my favorite. Sometimes I don't once a month usually isn't enough to warrant putting in favorites. But if you do use this more often, of course, you can add that to your favorites as well. Now, is there something you're trying to get done as a filter into du ist? Let me know, and it just might become another filter recipe for this course. Until then, feel free to check out some of the other filter recipes in the course to find inspiration for how you can get stuff done into du ist. Thanks for watching.