Todoist 101: All you need to know in 70 minutes | Janosch Herrmann | Skillshare

Todoist 101: All you need to know in 70 minutes

Janosch Herrmann, Tools for web design & productivity

Todoist 101: All you need to know in 70 minutes

Janosch Herrmann, Tools for web design & productivity

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10 Lessons (1h 11m)
    • 1. Introduction

      1:55
    • 2. App walkthrough

      9:38
    • 3. Adding projects and tasks

      15:50
    • 4. Project management in Todoist

      7:45
    • 5. Todoist integrations

      12:28
    • 6. Todoist templates

      4:19
    • 7. Todoist karma

      4:38
    • 8. How I use Todoist

      9:48
    • 9. Todoist for teams

      3:29
    • 10. Outro

      1:32
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About This Class

Are you looking for a productivity tool that can replace dozens of others, help you manage your personal & work life and much more all within one easy-to-use software?

Are you looking for a to-do list application that you can trust to manage all of your tasks & responsibilities?

Then Todoist is exactly right for you!

Todoist is the to-do list application that is trusted by millions because of its great features, ease of use & amazing cross-platform compatibility.

In this course, we'll go step-by-step through everything that Todoist has to offer, so that you will be able to understand the software from beginning to end.

We'll cover topics like:

  • Creating projects & managing tasks

  • Todoist filters & labels

  • Todoists integrations with other software

  • Tips & tricks for advanced productivity

  • How to use Todoist with your team

& much more!

I hope to see you in the course. Take care!

- Janosch

PS: Click here to access the class resources

Meet Your Teacher

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Janosch Herrmann

Tools for web design & productivity

Teacher

Hey, I'm Janosch!

A web designer, online video creator and computer science student based in Berlin, Germany. I love to talk about great software that makes my life easier! 

My mission is to create great tutorials on the software tools I use to do my daily work, like Notion, Todoist, Zapier, WordPress, Elementor and Figma :)

See full profile

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Transcripts

1. Introduction: Welcome to need to do is one-to-one course. My name is Ganesh and in this course I want to show you how you can use the to-do list application to manage your tasks more effectively and to increase your productivity massively to deal with is one of the most popular to-do list applications in the world. Millions of users love it because of its ease of use. It's strong feature set and also its great cross-platform availability. In the course, I want to show you how exactly you can take advantage of that will cover things like managing tasks and projects we've introduced will also cover features like labels and filters that help you organize your tasks further and help you find certain subsets of your tasks quicker. I'll show you how you can easily get started and make your life more productive by using shortcuts and templates we've introduced will also cover to do integrations, like the integration for Gmail, for calendars, and also for your browser. You can use these to access through its wherever you are and to easily add tasks to your workspace. We'll also cover project management introduced and how you can easily set up your projects for nice collaborative work with your coworkers or external collaborators. I'll show you how I personally used to do it and the strategies and tips that I use to save even extra time much, much more. So pretty much everything about us will be covered in this course. Sites embed the course will also always stay up-to-date with new updates and feature changes introduced will always be sure to provide extra content for that. You also get access to a student's only Q and a section where you can ask any of your questions, and I will personally answer any of them. And lastly, you'll also get access to the course resources, which are additional materials that we collected for you so that you didn't even quicker learn how to use to-do list for your work and personal life. And I'm really looking forward to teach you all about this brilliant tool. So see you on the other side. 2. App walkthrough: Welcome to this course on to-do list. My name is Ganesh, and in the next videos, I want to guide you through the todo is application and show you all of its capabilities. If you have any questions during the course of feel free to ask them in the Q and a section, and I'll gladly answer any of them. And also throughout the course, I will be referencing resources that we have collected together in the course. Resources, which also will always be linked down below. To start off, you'll have to create your own account. You can do that by going to need to do is website, which is also linked down below and also show up the link in this video on the to-do list, our homepage. We can go to the premium section and then you can take a look at the plans that to-do is has to offer. Now, there is a free plan of to-do list and it allows you to access all of the basic functionality. But if you want to access most of their features that we want to discuss in this course. You will want to upgrade to the premium plan of to-do list. This is the version that pretty much has all the features that it has to offer. And this is the version also that I will be using throughout these tutorials. There's also a team option which is best suited for teams that want to work within one central hub, which gives you access to some additional features like managing users and also having a team inbox for all of your team related tasks within to-do list. Now you just have to sign up for to-do list and then I'll see you in the to-do It's dashboard. So now we're in the to-do-list dashboard. This is what you'll see when you first log into your account, obviously without some of the projects that I've created. But generally speaking, this is kind of the view that you'll see now to-do as has lots of additional software tools that you can install in various places to have a synchronized experience and all of your devices. So it's best practice to install them now. So there's browser add-ons like for Chrome or Firefox and Safari. There's also a mobile apps for both iOS and Android. There's desktop applications for both Mac and Windows, and there's even one for the Apple watch. Again, you'll find links to those extensions and additional downloads in the description down below, just install those are relevant to you and we'll cover them later in this course, just so that you know, I personally like to use the web based browser version of to-do list. And I also have the app on my phone, as well as the Chrome extension and also the 2S for Gmail G Suite or Google workspace extension add on. Alright, so now let's go over the to-do list application. So when you first login to your dashboard, these different areas that you'll see right here. This is our inbox and this is generally speaking, the content area of to-do list. This is where you'll see your tasks. You can check them off. You can rearrange them like this by dragging with this little icon right here. And you can also add new talks by clicking right here. Just as simple as that. Now to the left we have the to-do list sidebar. And this is where you will have an overview over your different project tasks and you'll have different views to view your information and your tasks in different ways. Let's start off with the inbox. Now, the inbox right here, this is the place where all of your tasks go when you have not assign them to any other project. Or for example, if you don't know where I belong, this as well go so you'll see these don't have a project assigned to them, and that's why they stay in here. Now, next we have the Today view. This is just a view of all the tasks that you have assigned to do today. So you can add dates to tasks. And then whenever this task is due on this day, it will be shown up here in the today view. The upcoming view shows you the tasks that you'll have to do in the coming days. So you will have, as you see today, tomorrow, Sunday, and then you can scroll down and you'll see that in the top right here. This grows with me. So you'll see how you can scroll through the next couple of days, couple of weeks. And you'll see how many tasks you have to do an each day and what is due to be done. On what day next. I have so-called filters, which I'll go over later. These are too advanced for now. And then we have projects, and projects are pretty much the basic organizational unit in to do it. So you can organize your tasks into different projects. For example, if you have a client project or if you have a certain book project, create a project for that. And then you can assign your tasks into these individual projects so that you can more easily sort through them and see which tasks are relevant to which project. You can easily add new projects down here, but we'll get to that later as well. And you can see your archives projects right here. And then we have two more options. First we have labels and then we have filters. Again. These are things that we'll take a look at later because they are too advanced for now. But just so that you know that they exist and that you can access them. All right? Now, one more thing, you can collapse these as well. So you have a more cleaner sidebar. And you can also, if you go up here to this icon, you can close the menu that you can just focus on your task view. The next part of the to-do list application is the header power. And we already discussed the close menu right here. And next up we have this little home icon. And what this does is it always takes you back to your Today page. So if I was to go into my personal page and then click back on this icon. You see I'm going back to the Today view. Alright, next we have the search bar. You can just use this type in web design. For example, groups could type in web design and then it finds. Project. You can always, you can find tasks, you've confined labels, you can find projects. You can find pretty much everything through this search. While Next we have the Quick Add Task options. So this is just a link to add a task quickly. So you can add it from anywhere. Yeah, not much to it will go into the task adding process later. Then we have the productivity ICANN. And what this does is it kind of tracks your progress, how many tasks you actually check off per day. And then it gives you like some kind of statistics on that. We'll cover that later as well. Some nice handy tool that Lewis has implemented. Next, we have the notifications. So these are just your notifications you get. This will be really relevant for you if you are working in a team, but it should just work for yourself introduced. You'll use this too often. Alright, then there's also the settings in to-do list, and we can access them by clicking on this little gear icon in the top right. And then you have loads of options were in here. You have the option to manually sync your workspace to other devices. To us does this automatically, but you can also do it manually. You have the option to access all of your settings. And there's lots more options like you can check out to do his business and so on. You can print out pages. These will usually not be irrelevant for you. So we'll just focus on the settings. So here you will be able to quickly access all of your account options, like those general options you can add in a profile picture and so on. Don't have to go without too much. We'll check out the general options that you can edit, the language, date and time, how many if you want to receive emails and so on. So this might be relevant for some people. You can also do things like manage billing, and also the theme introduced. And this is something that's quite a nice, fancy feature. It allows you to change up how your workspace looks. So for example, I could choose the dark theme right here, and right now we have the standard to do his theme. But if I click on the dark theme, you see my whole workspace turns dark. And if I go back into to-do list, you'll see everything has turned dark as well. This is just nice to. For example, if you're working at nighttime, you can change this to dark. I usually like to use it in either the dark, oily standard to do this color combination. Alright, but now let's go back to the normal theme. And then you have other settings like karma. You can change up how you want to receive reminders. You want to receive notifications, you can make backups, you can manage your integrations and so on. So not that much that we have to go right now. Alright, that's it for this video already. In the next video, we'll cover how you can quickly add tasks to do is they have a really fancy and handy feature to add tasks using natural, natural language like typing in the date. And then to do his knows that you have typed in the date, and so on. So check those out in the next video. So stay tuned and I'll see you then. Bye. 3. Adding projects and tasks: Welcome back. In the last video, I gave you an overview of how the application works and what it looks like. And in this video, we want to talk about the ability to add tasks and projects introduced because to-do list has a way of really quickly adding new tasks using natural language. An exit so powerful, let's check it out right now. If you're like most people, your work is usually project-based. So you have different projects in your work and your personal life where there are many tasks assigned to this project. And this is a workflow that you can easily visualize introduced by, for example, like to organize different parts of my life into different projects. So I have different client projects right here. I also have the online courses as one project. I have my college as one project, personal tasks and so on. And this is a really handy way of organizing your setup. Let's actually create your first project right now. So we'll click on this ad project button here in the sidebar. And then we can give our project a name. So we'll just call this Test Project. And we can also assign it a color. And this is what's being used right here on the side. If you see that two silos color and also later in the karma view. So we'll just go with great for this one. And now you already have the ability to add it to your favorites. You can do that later as well. What this does is it will add your project on top here with your inbox today and upcoming view. But if you don't want to do that, you can just leave this unchecked. Next, you can choose between the ListView and the board view. This is a new feature introduced which we'll cover later. So let's stick with the normal ListView for now. Alright, so we'll just add this project. And you see it appears right here in the sidebar, projects have the same abilities as tasks do. So what this means is that now that we've credit or test project, we can just move this around. And this way we can change the order in which our projects appear. You can also have sub-projects. So you can have one big project and assign multiple projects within that, just by, again clicking this button and then dragging it a bit to the right. And then you'll see this little button appears indicates that this is a subproject now of the product roadmap. Now that we've read it, your first project, let's add some tasks to it. This can be done either by clicking on this Add Task button in your project or by clicking on the Quake at Tasks option in the top. And if we open this, you'll see this window pops up. And by default, if you add a task within that project, this is well, will be shown. So if you want to add a project to a different page, then you will have to specify that. Let me just quickly give you an example of this. So if we use the Quick Add option up here and just write in test task, and we click. Task, you'll see it appears within our test project. So if we wanted to have an Task appear in a different project through the quick add option, we can just add test task number to call two. And now you can assign a different project using the hashtag. Though if you click hashtag, you see a menu appears of other projects that I have. And I could just add it to the launch project. Project. And if I now click Add task and we navigate to the launch project, you'll see the task appear, appears right here. Now back in our test project will add a new task, call this test task three. And now we want to add a date to it so this can be done in the to-do list using natural language. So what we can do is we could, for example, say tomorrow. And you see this turns red and todo is recognises that we want to do this task tomorrow. So if I click on Add task, you'll see this label appears tomorrow and it also already assign a date to it. Tomorrow is the 31st of October, and this was automatically recognized by To-Do list. The same also works for other date formats. So for example, let's add another task and let's call this, whoops. Let's call us four. And now let's say we want to add it to the 21st of December. And as you see, this also gets recognized by To-Do list. The same also works for time. So now that we have the data side, let's say we want to do this at, let's say 03:00 PM. And as you see, this also gets recognized by to-do list. If we add the task, you'll see this is the day we just assigned. Now, another functionality that we have is the ability to add a recurring task. So let's add one more task, tests, task number five. And let's say we want to do this every Monday. Now. It's it gets assigned to the next Monday, which is November second. And then this will be due every every week from then on. And this works for months. You can do every month, every year, every day, and so on. So no matter how often you want to do a task, you can easily add that two to-do list using natural language. The next thing that we can add is a priority level, and this can be done by using the P shortcuts. So there are four different priority levels. There's P1 to P4, p1 being the highest priority, and P4 being the standard. And now if we assign a P1 status to it and add the task, you see this kind of little flag appears. And you see this outline turn red, which indicates that it's a high priority task. Let's just put the do this with the other statuses as well. So we can do a priority status to, we can do test task and make an API three. And now you see the colors that are assigned to those. So highest priority is red, then yellow, then blue. And then the normal grey outline like it is up here. And this can be useful if you want to sort your tasks, for example, by priority. So if you click that button, you see this is the order in which they appear in the project, but we're not finished yet. There's mall to these tasks. So if you click on one of these tasks, you'll see there are many options that you have in here as well. So first of all, you can create subtasks which worked just like the normal tasks. So you could have a subtask one and you can also have that have a priority. You can even assign a date in here so we can say every day, for example, and John just added in here. And these again could have subtasks if that is what you want them to have. So if you need this kind of a gradual downstream of tasks and subtasks, you have the ability to do so in to-do list. Next we have the Commons tab. This is where he can write a comment and this is also where you can attach any information to the file. So if you are working in a team, this is really useful. But also if you're working on your own and you just want to enrich your tasks with the relevant information. This is where you can do that. So I'll write a comment and just write k, and then just add the comment. And also, you can attach files of up to 100 megabytes. If you have the premium version, you can attach voicemails and you can also have reactions. So if somebody else writes something in that you're working in a team, for example, then you can react to those messages in here. Lastly, there's the Activity tab, and this is just a kind of record of all of the things that have happened with your tasks. So for example, as you see in here, I've added a task and you can see if somebody, if somebody checks of a subtasks, for example, you can see when somebody comments on the task and so on. And this is just a nice way to keep track of what's happening with your task. Again, this is something that's most useful if you're working on a project with multiple people at the top, you can, again quickly access the information that we added earlier so you can re-select a project. You can assign a different project too, that you can assign a label which we'll cover shortly. You can change the priority status so we can make this a priority two, you can add a reminder. So if you want to be reminded of a task or a certain time in set certain point in time. This can be done here. And also you can rename the task three to task and so on. In addition to these basic capabilities to do, it's also offer some more advanced features that help you further organize your tasks and work. First of all, we have labels, and labels are pretty much a way to tag your tasks with certain keywords. For example, to make your working process more easily accessible. For example, you could have labels based on how long you think a task will take you. So for example, if you have a task. That takes you five minutes. You can have a five-minute label, and you could have a 30-minute label, a one-hour label and so on. So this can be useful. For example, if you know, you just have like 15 minutes left to do some work before you have to go off to a meeting, for example. Then you could use this to see which tasks will fit in a small chunk of that small kind of a time slot of work. You all you could do the same with doing work at home or in a cafe, or when you're in the city. So you can have these kinds of labels to make your work more accessible and to make it easy for you to filter to certain subsets of your tasks. This is also what I do. So I use these to differentiate between tasks that I have to do at home and tasks that I can do when I'm in a cafe or on a train, on a plane, or in the car somewhere. This is what I differentiate. So I always know if I'm on the go, what kind of tasks I can do and what kind of tasks I have to put off for later while I'm back at home at my desktop. The way you can add these is pretty simple, so we'll just use a tasks that we've already created. Let's use this test task for it here. And then click on the task up here to edit it again. So click this button and now we use the at symbol to choose between different labels. So now we can type in, for example, home and click the Enter button. And now you see this label has been assigned. We can save this. And if you close it now you see this home label appears right here below our task. Next we have filters and photos again, are a great way to filter to a certain subset of your tasks too quickly, just see a certain part of your workspace. So if you have lots and lots of tasks, this can be really helpful because you can filter for multiple attributes. So you could say, I only want to see tasks that I do today that have a priority of one and that are in a certain project. And this is really helpful again if you have lots and lots of tasks. So I don't use this too much. But if you have lots and lots of tasks, it can be really helpful. The way it works is by adding a clicking on this filter menu down here and adding a new filter, you can give it a name, you could say like test filter for example. And then you have to type in your filter query. This is what to do is then we'll recognize to filter through. So if you add in a priority one and due today, what then to-do list will filter for. For example, you could use the node date filter. So this just filters out all of the tasks that have no date assigned to them. Again, we can choose the filter color and we can add it to our favorites if we want to. Now let's just add this. And you'll see down here it appears, and we see all of the tasks that I have in my workspace that don't have a certain date assigned to them. Now, there's many, many more of these filters. I will leave a link to a full guide on all of the options you have filters down below because it would just be way too much for this video to free to check that out. If you want to learn more about all of the options you have, all the different queries that you can ride and so on. The last thing I want to cover in this video are reminders. We already saw these reminders back in our task project up here, u. So you see these reminders what here where you can add them. This is a feature that to-do is, has, and there's many ways you can implement this by default to do it reminds you of tasks that have a certain due date. So if you assign a time to your tasks, like we did in this test task. But here you already see that there is a reminder assigned to it. And this is done by default. You can change these default settings in your truest settings, but you can also add custom reminders to individual tasks if they have a high priority, for example, or if you want a reminder at a certain time. So we could do this by just clicking on this add reminders button. And now we have the ability to change up when we want to receive this reminder. We can also type it in ourselves. So we can also choose from the dropdown. So we'd say one day before and then add the reminder. Now this is the normal clock based or time-based reminder. But to do it also has the ability to remind you based on location. And that's pretty cool. So you could add in the dislocation option and then type in your location. And then to do is, we'll remind you either if you enter that place, that GPS location, or if you leave it. So for example, I could say, well, I don't have a certain address right now, but let's just say New York, USA. And then you can choose between when I arrived and when I leave. And then you will get a notification on your device. This obviously only works if you have a mobile phone that you have the to-do list app on, but it's a really, really nice feature and it works really well. All right, so now we're at the end of this video. I hope this wasn't too much. I know we covered a lot of information interests, but I'm sure that you'll get the hang of it really fast through this isn't that much of a really complicated application. So just using it for a short period of time will already get you familiar with all the functionality that you have. And again, we will also go into more detail and will strengthen your knowledge of these features in the next videos. So stay tuned for that. In the next video we'll cover project management introduced. So yeah, I hope I'll see you then and take care. Bye. 4. Project management in Todoist: In your work life, you will probably often have projects that require you or your team to accomplish and achieve many, many tasks in one project. And in these cases, just having a massive list of tasks introduced just might not be enough. So this is why we will cover the project management capabilities that to do in this video. All right, so let's get started right away and will again go back to our test project. And we'll take a look at that. So first of all, what you want to do in to-do list, if you have a bigger project, is to get some organization going. So one feature that to do as has the next is really easy to do is by adding sections to your lists and your projects. So you can do this by just going below the Add Task button, and you'll see this ad section. I can appear right here. Just click on that and then you can add a new section, you can name it. So you could say like preparation, let's make this our first section called preparation. And now you can organize your tasks into these different sections. You can easily drag in tasks into this section like this. And you can obviously create as many of these sections as you like. So let's just create one more. Let's just call this brainstorming. Whoops. Brainstorming. Then we'll add one that is design sprint. I don't know what kind of product this would be, but let's just go with it. Design sprint. Then we do development and do the launch. And this will be our structure for this project. Now, again, we can just add in these tasks to these different areas like this. You can also add these tasks to the sections in a another way. And this is by using the slash commands. So just for this task, you typed in slash. And now we see an overview of all of the different sections that we've just created. And now we can, for example, add this to our development section, and it's done right. Now. You see this is a development section. This also works if you are within a different project, then you just have to reassign the project first and then type in the slash command to choose the section. These sections again have the same features as tasks. Tasks and projects have. So you can again just drag them around like this and change the order of the process in this way. And additional feature that to-do is has introduced just like a couple of months ago, is the ability to change your view of the off your list by. And this is what we saw earlier when we credit our project. And it's what we'll cover right now. So if we click on this little menu right here, you see this new view as a board option. And if you click on that. Our whole project gets rearranged. So all of these different sections become different columns in this Kanban board. And if you don't know what a Kanban board is, it's basically a technique that was introduced in the 20th century, comes from Toyota. It's what they used in the car production. So in our case, we could see how our progress is going. So if we're being on time, if we're actually, if we're doing the tasks in the assigned time, if we're not doing them, if we're staying on track and so on. And this is just a new way of working introduced. Again, there's not that much new things to it, so it pretty much works just the same way. You can add tasks to the different, the different views in the same way. And so not that much changes. And we can always go back to the usual list view by clicking on this button. And then as you see, we're back in the Normal view. Just one more thing that I want to cover is that you can obviously just drag these tasks around just like you can in the normal list view. So we could drag this task, but here we could write them right like this. We can also this whole, whole section and move this around. And we can also, if we hover in-between these, we can add a section between them as well. So these are all the features that we have access to in this sport you now to successfully plan your projects into dualist, I recommend that you have a certain process and place in which you plan your projects. And I just quickly want you share my a planning process right here. So first of all, you obviously have to create the project as we did earlier as well. This is the first step. Then I recommend, think about the end outcome. So what do you have to achieve to complete that process? To complete that project? Because projects are meant to be finished at some point. And if you don't know what the end goal is, then the product will stay there forever, and the products will just stack up until you have like hundreds of projects. So have the end goal in mind before you start planning. Then I usually write down all the things that I have to do. So all the tasks, just brain dump them into the list and do this in like five to ten minutes, just right on everything. If you're working in a team, you can also let your colleagues right in tasks as well. And then in the next step, this is where you'll then organize these tasks. And how you do this is by using these sections that are really helpful to do just that. So that you can create little pieces of your project that make up a certain part of the end goal. And this way you can organize your tasks easier once that's done, adding subtasks to really have this granular control of all the things that have to happen in order to finish a project so that you don't forget that some small details and that these like bigger tasks that are not that clear will be broken down into smaller steps. To finish off, you can add the deadlines and priority levels to the different tasks so that you know what has to be done in what order. And also so that you know when certain parts of your project have to be finished. Lastly, you want to add your contributors. So if you're working in a team, you'll probably how the team version already. And then you can add in the different collaborators. And if you work with external people, you can add them to the project as well. And then what you wanna do is assign them to the specific task. So if you know that a certain person has to do a certain task assigned to it. And this way, you can easily be sure that they know what they have to do. And to finish off, you obviously need to add in any additional information. If you have information concerning certain tasks like PDFs, documents, images, or just text scripts, you can add them using the comment feature in to-do list. If that's done, you're all set for a really successful project with to do is as we kind of project management tool. And that will wrap up this video already. So in the next video we'll talk about the Tudou. It's integrations, will talk how about how we can use to do is in conjunction with other platforms to make it even more powerful to synchronize to your calendar, for example. So stay tuned for that. That's all coming. Next video. I hope I'll see you there and take care. Bye. 5. Todoist integrations: Let's talk about the integrations that make to-do is even more powerful than already is to do it has integrations with a whole suit of different tools, will not be able to cover all of them in this video. So we'll just focus on some of the most important ones. But you will find a link in the description down below to an overview of all of the different available integrations. Alright, so let's get started right away. First of all, we have the calendar integrations. And this is one of the most essential integrations in my opinion, because it allows me to synchronize my counter to my to-do lists. And this works in two different ways. It's available for pretty much all of the major telecom providers, like Google Calendar, calendar. You can do it in Outlook and so on. And there's two different ways, and they are not available for all of the platforms. So there's first of all, the one-way synchronization and the two-way synchronization. The way the two-way synchronization works is when I add a new task and to-do list and assign a date and time to it. It will then be added to my calendar. And the same works the other way around as well. So if I add a new appointment, for example, in my calendar, then this will show up in my to-do list with the assigned date as well. The advantage of that is obviously that you have all of your accountabilities in one central place. So both your calendar and your to-do list have all of the relevant information for you. There's unfortunately is only available for Google counter, but you can have the one-way synchronization with tools like the Apple Calendar and outlook as well. So what this means is that you can add tasks introduced that will show up in your calendar, but not vice versa. So everything you add into your counter will not be visible in your to-do list account. To set up this integration, you have to go to your settings introduced. And there you will have to go to integrations. Now, depending on the provided that you want to integrate, there's different ways to do this. So if we go to, for example, Apple Calendar, you see that we can add this file to the Calendar feed, and then this will enable the synchronization. In Google. This works differently, so you can just sync up the 2S account with a Google account. And there you have some set settings available to you that I want to show you right now as well. So you can click on Customize. I have the integration already obviously. But now these are the options that you have. These are premature. Some defaults that you can add edit. So you can see you change the default event duration for new tasks. This determines the length that's assigned to a new task that you add in from today's through your Google calendar. And by default, this will be 60 minutes long. Now, you can also determine whether you want tasks without a due time to be sent. I usually don't do that, but you can also sync them as all-day events. So they will show up in the top bar of your calendar and will not be placed on the actual timeline. You can also change if you want to leave the completed tasks on your calendar, or if you want to remove them once they're completed. And you can change the label that is assigned to tasks. Imported from Google calendar within to do is I want to keep the settings as they are solved. Just click save, and that's it. Now as we covered, these tasks will be assigned a default length within your Google calendar. So if you want to change that, when you're adding a task introduced, you can use a quick little shortcut that you can use to determine the actual length that you want to task to have in your Google Calendar. Let me show you how this works. Alright, so to make this comparison, we'll just add two new tasks to my Google Calendar. And the way we'll do this is by choosing a name for it. So we'll say test1 again, and then we will assign a time to it. So we'll say 04:00 PM. So this will be assigned to my Google Calendar at 04:00 PM at task done. Alright, and now we'll do the second method. And this time we'll say this task will be at 05:00 PM. But now we want to assign a different length in my Google Calendar, because the first task will get assigned to the default length, but we want a longer task. So what we can do is we can use these brackets and we can determine a different time by using this format. So you can add to the brackets and then add the amount of minutes that you wanted the task duration to be just complete that moved an m and then add the task. Now as you see in my Google calendar, the first task gets assigned the default length of 60 minutes, but the second task now gets assigned a length of 120 minutes because that's what we specified in the task introduces the next type of integration that we have for today. This is the browser extension, so I use the Chrome extension, but there's also, as I said earlier, a version for both Firefox and Safari. And this is really helpful in multiple ways, as I'll show you right now. So we're now on the dualist block, and I have the extension activated. And as you see up here, we have this little icon that if we click on it, the to-do list task manager preimage shows up within our browser window so that we don't even have to go back to our to-do list tab to have a look at our task. Now, this works just like the other likey normal application as well. You can navigate between different projects. You can click on tasks and so on. So you have pretty much all the functionality available to you that you have in your native to do is tap, but there's also some additional capabilities. Let's quickly change this back to a ListView test project. And now if you scroll down, you'll see this new button appears right here. And this allows us to add this website as a task. So if you click on that, you see to do it pulls out the information from this task. It pulls out the URL and the title. And it allows us to add this directly into a to-do as page from the website that we're on. So for example, that we could read this later if this is what we wanted to do or that we could, for example, just keep this in the back of our mind. It's something we might want to reference in the future. So let's just quickly add this. You can obviously scattered as well. You can add a priority and so on. And if you click Add task, you see it gets added in here. Now, let's go back to our to-do its tab and go back to the test project. And now if we scroll down, you see in this launch section, this is the length that we just add it. And if we click on that as well, then will instantly be taken back to the page that we added to list. The same also works if you do a right-click. So the worry, this is in German right now, but this just means add to-do list. And if we click this, the same thing pretty much happens. But instead of being assigned to a specific project, the task now will land in our inbox. So as you see right here, we have this task again. Again, if you haven't installed the extension yet, you'll find a link to it in the description down below, you can just download it from the Chrome webstore and then you have access to all of this functionality as well. Next, we have the Gmail integration for tourists, which again has two versions. There's both a extension for the Google work stays, plays or formally G Suite. And then there's also just a standard extension for Gmail. These are pretty much the same with some slight differences. So the Google workspace extension is available on more platforms and also works well on mobile. And the Gmail extension has some limitations, but in the end, they do pretty much the same job. Let me show you how this works right now. So I'm now in my Gmail account and I've clicked on this mail by Mail Chimp, which is to some mail about the change of policies. But let's say I want to read more about this policy change later on. So I want to save this email as a task to very about later. The option I have now is to click on this little to-do list buttons. So asked you to do is up here. And this allows me then to add this task anywhere in my Lewis account. So again, I could say I want to add it to my inbox. Let's just leave it like this at task. And now going back to my inbox, you see this mail has been added right here in the Google workspace extension. You can additionally do this by clicking on the sidebar. Then again, like choosing the inbox or choosing a different project, editing the task contents, setting a due date, a priority, and then adding the same task. It just does the same job, but it's a different way of doing this. Another neat feature that to-do list has is the ability to forward emails as tasks to, to do it. And how this is done is by accessing a link in an email address for your project and then just sending emails to it that you want to add as tasks. Let me show you how this works right now. So going back to our project, will go to the test project. And we'll click on this little menu up here. Now, we can go down to this option, email tasks to this project. Click on this. And now we see this email address right here. We can copy that to our clipboard, and then we can just go back to our email. So I'll just demonstrate this by sending a default mail to the dress. So we'll paste that in and we'll say test email sending loops. And then we can send that directly into our project. And now we can also add in meta information like a priority level, or we could add in a date and time. These have to be in a certain format and they have to be at the top of your email, email to get recognized by to-do list. But it definitely works. And this is a nice way, again to add tags to project and something that you usually won't use for smaller projects. But if you have a huge project where there are many people involved and lots of the communication is done through mail, then this might be a perfect way of adding these males as tasks into this huge project. Now, clicking send, go back to our project. Now, this might take a couple of seconds, but now you see this email appear right here. Same also works for emails that you want to forward. And again, it's a great way if you have a large project to collaborate with your other colleagues through us and mail. Now, these are just the most important integrations that Purdue is, has to offer. There's obviously lots more of them. So we're here on the integrations page, and I'll just show you some more of the other really useful integrations that to-do list has. So for example, there's tools like Slack that you can integrate with to-do list. You can integrate the voices systems like Google Home or Alexa with your account and also automation tools like If This Then That or is a pure can be integrated into to-do list. As you see right here, there's lots of them. So just have a look around. You see all the options you have. And if you click on them, you also see how this works, what you can do with these integrations. So yeah, have a look around. You'll find the link in the description down below. So just check it out and that will be it for this video and the next video we'll cover to do as templates. So stay tuned for that and I hope I'll see you then. Take care. Bye. 6. Todoist templates: When working with project introduced, you'll find that you often have kind of these recurring projects where you have similar processes over and over again. That's why to do it introduced templates for to do is this is a way of having recurring sets of tasks that you can easily import into your workspace with a couple of clicks. Also, if you're new to do is this offers a nice guideline for you to know how you construct your projects. And it gives us easy access to common workflows introduced. So let's get started right away. To do this, you have to navigate to the US. And let's page, you will find a link to this in the description below. And this is where you then we'll be able to check out all of these different templates. So there's ones for Marketing and Sales, for the silent product, development support and so on, also personal ones and Education ones, and many, many more. And if you want to use one of these and just click on the project to preview it so you'll see what this project is about, how you can use it. And if you want to use it, actually just click on the US Template button. Now, it will prompt you to again, to click, use this template. And if you click this, then the project will be imported into your to-do list workspace. So as we see right here, I've reported this earlier as well. And now again, we have a new copy of the product roadmap. And this comes with all of these different tasks and different sections already assigned to it. Now what I find even more useful and this feature is the ability to create your own templates. So if you have a certain project that is unique to you, but that you have to reuse over and over again. So for example, if you have a web design agency and you do pretty similar client projects each time. And you might want to create a template for a web design project that you can reuse for every time you actually create a project or I have a new client. And the way this works is if you just, if you just go back to our test project, we can go again into this menu and we can actually click on export as a template. Now, there's two ways to do this. So first of all, we can export this as a file, which we can then store on our local computer. And you can always re-import once you would want to actually use that project template again. And then there's also the option to export a shareable URL. The way this works is that you get a link that you can copy and you can send to other people, which then will be able to import this project into their own workspace using the link. One useful option in this case is the relative dates feature. So you can change whether you want to use absolute or relative dates. What this means is that to-do list will automatically change dates like tomorrow from being a absolute dates. So for example, if you have the 15th today and tomorrow is the 16th, then a to-do list. We'll change this from being the 16th to being ax plus one. So whenever you import that, it will be the next day event. And this can be really useful if there's a certain timeline and if there are certain deadlines in a project usually, then you can use this to credit template for this time and once, and then reuse it over and over again. If you want to actually import it template, it works the same way. So for example, you could create a new project, tests two, and just add this. And then you could go up here and you can go to import from template. Now you can drag in the file that you save to your computer and the tasks will appear in your truest workspace. That's an already for this short video and the next one we'll cover to do his karma and the productivity, accountability and kind of gamification aspects of to-do list. And how you can use them to analyze how you're doing, how productive you are being. So stay tuned for that and I'll see you the next one. Take care. Bye. 7. Todoist karma: When you're working on your projects and tasks, that will always be times on days when you'll be less motivated than on other days, even if you're working on your passion projects, that will always be times when you'll be less motivated than usual key. And in this case is, it can be really helpful to have some kind of accountability system in place. And to do AES has implemented this using to-do as karma, which is a system that kind of gives you scores and gives you like levels and that you can achieve depending on how productive you are. So today's calmer basically works like this. You get points when you add a new tasks, when you complete tasks, and when you use advanced features, and you lose tasks if you add tasks that you never achieved. So if you add new tasks with a due date and then you never do them and you keep on rearranging them or rescheduling them into the future. This way, you will keep collecting points when you're being productive and you will start to lose points once you kind of start to slack off and you're just not as productive anymore. These points then get added up to form different levels, which you can see in your karma dashboard pretty much so if you go back to our workspace and up into this corner right here, we can see our productivity dashboard pretty much now. First of all, we will see that I have already completed nine out of five tasks today, which is solely due to the fact that I'm recording this course right now and I'm constantly adding and checking out new tasks. But this is where you will see this and also you will have a street. So right now I only have two days in a row. I had 17 days until a couple of days ago when I wasn't able to finish all I much work in one day. And you also see what kind of tasks you completed in the last week or so. If you have different projects, these progress bars will be color-coded depending on these projects. So you see this green bar right here. This coincides to this project right here, and so on. So you see also if you have a close look at it, what projects you are actually making progress on. You can also see the weekly view, which is up here. And then again, you see how many tasks I have finishing this week. And you see the streak again. And also, you see what I spend my time on. So what projects I'm actually moving forward on and where I'm getting things done. And lastly, we have the karma view. And this is see how you're progressing through the karma levels. I am right now at the master level, this is where you see the different levels. So you start as a beginner and then you can move all the way up to become enlightened, which is where you get to if you have more than 50 thousand points in to-do list. And you can also see the progress right here. So these are the latest updates. As you see, I got 16 points from adding tasks, completing tasks, and using advanced features. You also get points for reaching your daily goals and your weekly goals. So yeah, this is the way this works. And it's just it's not necessary, but it's just a nice feature that to-dos has implemented, helps you keep track of how you're doing, how productive your being and so on. Now that said, if you don't like to have Karma activated in your account, you can also go into the settings, change things up, or deactivate karma completely. Let's go into this right here. So we'll click on this karma goals and settings option. And as you see up here, we can disable karma completely. And also we can edit the goals. So right now I have the goal of achieving the five tasks per day and per week. And you could change this, and also you could go ahead and change your days off. So these are the days where to do. It knows that you're not working. So if you're not being productive on that day, it will not count towards your karma. And also you can turn on occasion mode if you're really serious about your karma points. So that when you're on vacation, you will not lose your streak, although you're not working on your regular or irregular works days. That's it for this quick video again, and the next video, I want to show you how exactly I use threw it out, the things that I do, and some additional tips and tricks that I use to quickly manage my tasks and to be as efficient as possible. So stay tuned for that. And I'll see in the next one by. 8. How I use Todoist: Welcome back. In this video, I want to show you how I personally used to do is to manage all of the different tasks and all the different projects that I do. At the end, I'll also show you some of the advanced tricks and strategies that I use to make my workflow even more efficient and to be even more productive within to-do list. Just as a bit of context, I work as a web designer as well as a online course instructor. And also I'm a student at a university in Berlin. So I have lots and lots of projects to do and lots of tasks to manage. And this is all within my to-do list application. Alright, so let's dive right in. So first of all, I have different project setup for each one of my clients that are actually doing work for right now. So these are at the top right here. I also have this project, which is some project alone launching probably in the next one or two months, which is a online course project. Then I have, I'm involved in some startup as well. So I have a project for this as well. I organized my online courses into a project as well. So that's right here. I have kind of the internal project for eternal tasks for my web design and other businesses. This is where I actually manage things like bookkeeping, recurring tasks, and so on. So these are usually task set out on a monthly or weekly basis. And that's a theme that I've generally adopted in my workspace, is to have more and more recurring tasks that can be automated. So I want to always be reminded of all of the things that have to do on a regular basis so that I don't have to worry about them and I just see the task whenever it's due. Next, I also have a project for college, which is pretty empty right now. And I also have a personal project. Now, as I am a person that doesn't have too many tasks to manage at once. So I'm not like a Fortune 500 CEO that has thousands of things to manage. I don't really need to have too many labels and filters because I feel that this would actually get in the way of me being productive and will usually just be a waste of time. Usually if I don't have a really specific use case for it. So I only have two labels and two filters, which are pretty much the same, is as I said, the outside and the home filter and label as well so I can label my tasks home and outside. And what this does is it allowed me to kind of separate between task and I have to do at home where I met my desktop. I have a big screen and I'm using a mouse and I'm just in my usual and full-scale work environment. And then there's tasks that I can do from a cafe, because a task I can do on my small little laptop. So I have to differentiate between them. And then I always know what I can do whenever I'm like on a train. Or I'm on the plane, I am in the city in a cafe or so on. And this is just really useful to me. But present from that I don't really use labels and filters too often, adds one to quickly show you how I set this up. So within the labels you see the hope and the outside label. And there's also an Alexa label. I've gotten Alexa at home. This gets generated automatically as well as the Google Calendar label. But these two labels alone aren't that useful to me because I need to have tasks that are at home and do today. And this is why I created a filter for this. So click on the home filter and I'll just click on edit filter. You see that I have set the query to be today and at home. So all of the tasks are shown that assigned to you today and that has to be done at home. Also, as I am a freelancer and I don't really have a team or don't often work in a team environment. I usually keep my projects really simple and I also really never used the ability to add contributors. So this is something that you can do always. So if you go to your test project, if up here you can always click on this button to invite new people to your workspace through email. Or if you have them assigned to a, another project, you can assign them from them. But I don't really need this all that much because usually this is just my workspace where I have my tasks and I do project management with other companies in other tools, usually the tool that that company is using. Now let's get to the tips and tricks that I use to make my life into two, it's even easier. First of all, we have a really handy short kind of life hack in and to do it, which is the ability to add rows in a text, for example, as individual tasks we've introduced, the way this works is best shown by using the example. So in here I have a list of five tasks that are indifferent rose, and you wouldn't want to have to enter all the tasks and manually. So if you have like 50 tasks in a row, you wouldn't want them to have to be entered in manually. So a nice way around this is to copy these tasks, then go back to your workspace. And then wherever you want them to appear, click on Add Test and just paste them. And, and now you get this pop-up that says, do you want to add five tasks? And you will say add tasks. And now you see that all of these have been, have been added to our workspace, individual tasks. The next life ag is a feature in the mobile version of to-do list, which is the ability to use the plus button to drag a task in between other tasks. So to do this, just hold down on the plus button in the todos app and then just drag it anywhere where you want the new task to appear. And then you can enter in the task name and so on. And this is just a quick way to organize your tasks immediately without having to organize it later. Next, we have another really helpful feature, which is the ability to set a due date for a recurring task based on the last completion. So what this does is, for example, if you have a task that you want to do once a month. Once every 30 days, but you have not done it in the last six weeks, so you have your kind of behind and then the next iteration of that task would come up in like two weeks. But you only need to do it every 30 days. So what we could do is use a little life hack in to-do list. And we can do this by adding a new task, test, task 25. And then we can set the recurring timer using the every exclamation mark and then every month. And now this will be due once every month. So whenever you last checked tasks off, then it will be again, due in one month time and so on. So this can be done, for example, for a weekly tasks as well. So if you have to do something once per week, this is a great use case. So again, a really helpful feature. Next, there's the ability to batch edit your tasks using control and select. So click control on your keyboard and then just select some tasks like I've done right here. And now you see these options pop up here at the top. You can schedule them all to be on one single days. So you can say they all should be due tomorrow and you see all of them get bits assigned to denuded of tomorrow, assigned to them. Now again, if we select them, we could all at a priority free to them, and so on. Next we have a piece of content by to do is that I really like, which is their quiz on productivity methods and productivity systems. So it's always great to have a scent productivity method in place that you use throughout your work. And to do this has graded a quiz that checks out different productivity methods and determines which one is best suited for you. And also they have lots of guides on all of these different methods so that you can read about them and learn how they can be implemented. I've left the link to this quiz in the description and in the resources, so check it out. Lastly, we have some really quick shortcuts that you can use a into two is to make your life easier. First of all, you can quickly open the Quick Add menu using the q shortcut. So just click q. And as you see, we opened this quick to add task menu. We can close this again. Now we have the option to collapse the sidebar using the M shortcut. We can also quickly jump to the search bar by clicking the app shortcut, so it will automatically highlight the search bar. So we can easily directly search in it to find a certain tasks that we're looking for. You can also quickly switch between the lists and board view using the Shift V shortcut. Just like this, we can easily switch between both of the abuse. Next, we can add a section to our project using the shortcut. So just like S, and it will jump right down to the page and you can easily add a new section. Alright, that's it for this video again, I hope you enjoyed it. I hope it was helpful to see how I use my, my workspace and also kind of these tips and tricks that you can implement. I really hope I'll see you in the next video. We will cover how you can use to do this for your team. Until then, stay tuned and I'll see you next one. 9. Todoist for teams: To finish off this course, I want to show you how you can use to do it for your team. To do that, I have logged into the account of one of my friends and business partners. And I want to show you how this is different to the to-do lists for a personal user. Now, the main difference between the personal plan and the team plan is that you will receive a team inbox. So this will be a place where all the tasks will go that all of your team access to. You can, just as in the personal plan, create your own projects. You can have your personal projects that you just you have access to and then you can share them obviously with the other team members. Tasks in the team inbox can obviously be seen by anybody in the team, but then you can have your personal projects as well where you decide who in your team has access to them. So, for example, we could create a new project right here. We'll call it Test Project. And oh, just added to our Dashboard right here. And then what we can do is within our project, we can go to the add contributors tab and then just type in an email address. So in this case, here is the person that we want to add to the page will just invite him. And now he will also have access to this project. Now, the only other difference is within the settings. So the team plans have additional settings that you can see in the today's business admin right here. So first of all, you have the User Management and I also have to grow these, this information outright here. So sorry for that, but there's obviously has to be done. But what you can do here is you can see the members that are active in this workspace. You can see how many are active, How many are invited. And you can also invite new users to your dashboard. And also you can see when they were last active and you can edit the settings of these individual users so you can reset their password. You can make them admin users, or you can remove them as well. Also, you have the ability to set whether or not you want your team members to be able to share projects with people that are outside of your organization. So for that, you have this sharing menu right here. And you can choose whether or not the people in your workspace are able to share projects with people outside of your team. And also whether people can join shared projects outside of your organization. Lastly, you just have some more capabilities for account management and billing. But that's not too interesting. And I obviously and again, have to blot it out. But just to let you know what you can do with this additional feature set from US business. That's already, as I said, a rather short video because there's not that much different between the team and the normal Pro plan. The main difference, again, being that you have a team inbox and, but it's much easier to work within your organization, to collaborate with other people in your organization and so on. That's it. You're at the end of the course. There's just one more video which is the outro. So I'd love for you to wash that as well. But we're finished now and yeah, I'll see you in the outro. Take care. Bye. 10. Outro: All right. As I said, we're now in the outro. Thank you so much for watching to the end. I really appreciate that. And if you've watched this point, you're on the best way to becoming a super productive to do is do user. I wish you all the best and I really hope that I was able to help you on your way to becoming a tourist probe. And again, if you have any questions, if there's anything that's uncertainty, you feel free to reach out to me and I will personally answer you and try to answer any of your questions. If you enjoyed this course, I'd really appreciate if you gave it a review, it really helps me out. And also please tell me if there's anything that could have improved because that again, helps me to prove my materials and to better tissue the software also not at your task management probe. It might be time to take a look at a, another tool that can help you manage your tasks, but really manage your life, which is called notion. It's my, actually my favorite software tool, just one spot in front of tourists. And it's really powerful because it combines all of the functionality of tools like Trello, Asana, and other tools like Google sheets all into one cohesive software that actually does get the job done very nicely. That's really flexible. If that sounds interesting to you, I have a course on that topic as well. You can check that out through the link and description. And yeah, otherwise, I hope I'll see you in the next course. Take care, have a great day and bank.