If you love using post-its to organize your life but hate that you can’t take them with you wherever you go, you need to learn how to use Google Keep. I utilize this app at work and in my personal life. See below for 9 tips and tricks about how this app can change your life for the better!
1. Color Coding
I know color coding isn’t for everyone, but if you’re like me, this strategy is life. I love that you can color code each note (which is like a virtual post-it) to match its category. For instance, I have green notes for anything relating to camping. My green notes are labeled “Camper Refills,” “Camper Set-Up,” “Camper Tear Down,” and “Favorite Camping Sites.” For my business, everything is pink. I then have pink notes labeled with “Blogs,” “Orders,” “Shopping List,” and “Tips.” With the many color options (both in dark and light mode), you can have a lot of different categories without repeating colors. Google also has backgrounds that give you even more options to spice up your note appearances.
2. Checkboxes
I love the checkbox feature because a lot of my lists are recurring. When we are camping, I go through each set-up and tear down item, checking them off to be sure we didn’t miss anything. Then the next time we camp, I’m able to click the boxes back without having to retype my lists each time. This is a huge timesaver, and I need as much time in my life as possible — who doesn’t?
3. Mobility
I used to have a thousand post-it notes all over my desk at work with my to-do lists. They were organized by priority and who I needed to talk to or do the task for. The problem was, when I’d take work home, I’d need to peel up every post-it and put it in my bag to be sure I knew what my tasks were. Another issue with this was if someone talked to me on the fly in the hallways (I’m a principal, so this happens daily!) about something I needed to follow up on, I didn’t have my post-its in hand. Google Keep can be used on your computer and as an app on your phone. I have it on my first screen, so when something comes up, I type it in my app. The glory of Google is then it’s on every device since it syncs automatically. I no longer need to carry paper around or transport all of my notes back and forth between work and home.
4. Pin Notes to the Top
This feature is super handy when it comes to recurring items I need to address on a regular basis. For instance, I have a weekly note pinned on my Google Keep at work that has everything I need to do each week. I then have a monthly one. Using the checkboxes, I know I’ve completed all of the tasks, and I can bring them back easily for the following deadline. The reason I love pinning these at the top is because I don’t have to scroll through all of my notes to find the ones I use regularly. Instead, they are at the top every time I open Google Keep.
5. Add Collaborators
This feature is extremely useful when you share to-do lists with a family member or colleague. One of my notes at work is called “Summer Items,” and my secretary and I share these duties as we can get them done. By adding her as a collaborator, we’re able to keep a live updated record of what’s been done because we both have access to the note.
6. Photos and URLs
You can add photos and url links in your notes, which can be super beneficial for a few reasons. Each year, I create a Christmas List note. When I have ideas for people, I add the link into the note so I have easy access when I’m ready to actually purchase it. I also take a picture of something I see at a store or a screenshot of something from social media if I think that’d be something to look at later. You can share this note with others without making them a collaborator. See how in number 7. (Sidenote: You can also add drawings, but I honestly have no idea why this would be beneficial, but hey, to each his own.)
7. Sharing
If you do not want someone to have access to actually edit your note, you can share it with others as an email, text, or file. You can also post it to social media. As mentioned in number 6, you can add url links. If you’re a teacher, this is a great way to share sub plans with your colleagues. You can create a note with all of the necessary information and share it as an email. The teacher you sent it to could pull it up on your smart board or post the link on a Google classroom for students. Yes, you could do this too, but if you’re too sick and already have this ready for emergencies, then it’s a simple one step way to share your plans. If you’re on a team, this is another great way to collaborate! You can also turn your note into a Google Doc, so that opens up another opportunity to utilize your note in a different capacity.
8. Labels
You are able to give each note a label name. Like I said in number 1, you can color code your notes, but you can go the extra mile by adding a label. I have labels for “Home,” “Work,” and “Business.” Using this feature, you are able to go into the search bar at the top and search by the label. If you select your “Work” label, for instance, then all of the post-its labeled with “Work” will be on your screen. This is another way to save time when you’re looking for a particular note. Google also does a crazy analytical thing where it creates its own categories from items typed into your notes.
9. Alerts
You have the ability to set an alert to a specific note, so if you are one who forgets a lot of things and needs reminders, Google Keep has you covered. You can set it once or as a recurring alert. You can also add a location to your post if it involves you picking up something or someone! These can be turned off at any time,too.
Next time you look at your desk or office space and think that the paper clutter of to-dos and reminders is too overwhelming, consider using Google Keep. It’s mobile, has a ton of organizational features, and saves you time and your sanity!
