Tasks & lists
Areas and projects
An Area is a part of life that never ends, like Home, Garden or Outdoors. A project has a finish line, like “Paint the guest room”. Areas hold projects, and they can hold small to-dos that don’t need a whole project.
Everything is shared between the two of you, except projects you make Private.
When to use it
- An Area for each part of life you keep coming back to.
- A project for anything with more than one step and a clear “done”.
- An Area to-do for a single small thing, like “Buy furnace filters”.
- A private project for a surprise, like a gift you’re planning.
Make an Area
Phone
- Tap the round + at the bottom of the Home list.
- Tap New Area. A new line opens at the end of the list.
- Type its name. Press Enter or tap away to save; an empty line just closes.
Computer
- Click + New at the bottom of the Tasks menu.
- Pick New Area and type its name.
Give it an icon, rename it or delete it
- Open the Area. Tap its name to rename it.
- Tap ••• next to the name for Change Icon (pick an emoji), Add Categories, Delete Area and Share.
- Delete Area asks first. Its projects stay, with no Area, but its to-dos are deleted with it.
Add a project
Phone
- Open the Area you want it in, or stay on Home for a project with no Area.
- Tap +, then New Project. A new line opens.
- Type the name and press Enter.
Computer
- Open the Area and click ⋯ at the top right, then New Project. Type the name and press Enter.
- Or click + New at the bottom of the Tasks menu and pick New Project.
Inside a project, tap the title to rename it. Notes sit right under the title; tap them to write.
Add a to-do to an Area
- Open the Area.
- Tap + (on a phone) or click ⋯, then New To-Do (on a computer). Type it in.
- Tap the square box to check it off. A message with Undo shows for a moment.
A to-do can have notes, sub-tasks, things to buy, photos and files. On a phone, double-tap it to open it. On a computer, click it to open it in the right pane, where Convert to project turns it into a full project.
Move and reorder
Phone
- Press and hold a project or to-do, then drag it to reorder.
- To move a project to another Area, hold it over that Area’s name until it lights up, then let go.
- Press and hold an Area’s name and drag to reorder the Areas.
Computer
- Drag a project in the Tasks menu or on an Area page to reorder it.
- Drop it on another Area’s name to move it there.
- Or right-click it and pick Move… (⇧⌘M).
Finish a project
- Open the project.
- Tap the round pie next to its title. That’s the project’s check box.
- It’s marked done (with Undo) and moves to the Logbook. Tap the green check to bring it back.
Make a project private
- Open the project and tap ⋯.
- Tap Private. The message reads Private: only you see this now.
- A lock shows on its row and a Private chip under its title. Tap the chip to share it again.
Tip: To keep a surprise off the other phone from the very start, use New Private Project in the + menu (or + New on a computer).
Questions
What’s the difference between a project and a to-do?
A project has steps and a finish line, and shows in Today, Upcoming and Anytime on its own. A to-do is one small thing that lives in an Area.
Can a project have no Area?
Yes. It sits at the top of the Home list, or after any Area where you drop it.
Does the other person see my Areas?
Yes. Areas and their projects are shared. Only private projects stay yours.
What does the pie next to a project show?
How many of its steps are done. It fills as you check them off.
Still stuck? Send feedback from the ? menu at the bottom of the app bar on a computer. Back to the help center