Tasks & lists

Steps and sub-tasks

Break a project into steps, and a step into sub-tasks, as far as it needs to go. Headings group steps into phases. The pie next to the project fills as steps are checked off.

When to use it

• Steps for each piece of a project, like “Pick paint”, “Tape trim”, “First coat”.
• Sub-tasks when one step has its own small list.
• Headings for phases, like Prep, Paint and Clean up.
• Things to buy on a step, so the shopping is next to the work it’s for.

Add a step

Or use ⋯ → Add Step. The same window has Heading and To buy at the top, for adding those instead.

Add a heading

1. Open Add Step (or the phone’s Step button) and pick Heading.
2. Type its name, like “Rough-in”, and add it.
3. Drag steps under it. Each heading shows how many of its steps are done, like 0 of 4, and folds to one line once they’re all done.

On a computer, ⇧⌘N (Ctrl+Shift+N on Windows) adds a heading straight away.

Check off and reorder steps

1. Tap the square box next to a step to check it off. A message with Undo shows for a few seconds.
2. Press and hold a step, then drag it to a new spot.
3. A small number after a step’s title is how many open sub-tasks it has.

Open a step

One tap highlights a step. A double tap opens it right there in the list, with:

• the box and the title (type to rename it),
• Notes,
• its sub-tasks, things to buy, photos and files once it has any,
• small icons along the bottom: When, Sub-task, To buy, Expense, Photo, File, open the step’s own page, and delete.

Press Enter or Escape, or tap outside, to close it.

Add sub-tasks

Sub-tasks check off with Undo, drag to reorder, and can have their own When day.

Pick several steps at once

1. Swipe a step left on a phone, or use ⋯ → Select Steps.
2. Tap the steps you want. Each gets a round check.
3. Use the bar at the bottom: When, Move (to another project, with their sub-tasks, photos, files and things to buy), Delete, or ⋯ → Mark as done.
4. Tap Done at the top right when you’re finished.

Turn a step into a project

1. On a computer, right-click the step.
2. Pick Convert to Project….
3. A new project is made with the step’s name and notes, and its sub-tasks become the new project’s steps. The step leaves the old project.

Questions

Still stuck? Send feedback from the ? menu at the bottom of the app bar on a computer. Back to the help center