How to Turn Gmail in the Best To-Do List Ever

Having Gmail to-do lists isn’t a new practice, but it has gained popularity, especially with teamwork. Now that email has settled as an essential tool for professional communication, it’s more important than ever to make it work for you: Gmail to-do lists included.

Customer-facing roles, for example, deal with higher amounts of messages through email and other platforms, so they need to keep track of what’s going on in their inbox. 

With that in mind, users need to find the best methods to implement to-do lists with easy access from their inbox.

Why should users turn Gmail into a to-do list?

Because most tasks begin and end as emails. Whether it’s customer support, sales, marketing campaigns, or even scheduling appointments with your clients, emails are key. So having everything accessible can make your workflow faster and more efficient.

Is it possible to create built-in to-do lists in Gmail?

Yes, but it isn’t as straightforward. Users can set up their own inbox system to keep track of tasks and schedule their work priorities. Here’s how:

Star important emails

• Use stars or importance markers to highlight emails that require action.
• Regularly review your starred emails as a to-do list.

Create an email log

• Email yourself a list of tasks for a work period
• Reply at the end of the day to review completion

Use filters and automation

• Automatically label or star emails based on sender, subject, or keywords.
  • Example: Filter all emails from a specific client into a “To-Do” label.
• Use Gmail’s Snooze feature to temporarily hide emails until you’re ready to act on them.

These methods can be used in combination to fit and adapt to each workflow needs.

What’s the advantage of using Gmail to-do lists?

Mostly ease of access. Everything is already in your inbox, so it’s easy to search for conversations and tasks.

Are there limitations to Gmail built-in to-do lists?

Yes, mostly a lack of automation and potential inbox clutter. It’s good for individual users who need a free and easy solution, but it may not be enough for teams that receive hundreds of emails a day.

Do to-do list apps integrate with Gmail?

Yes, there are multiple options of to-do list platforms and project management apps that work well with Gmail extensions. Those add new functions to your inbox, such as adding emails to your task list, creating deadlines and even sharing your calendar with team members.

Which users benefit from using extensions to create to-do lists in Gmail?

Anyone who requires more project management functions in their workflow. Ideally, these solutions can add a new layer of customization and integrate your inbox so that you don’t have to manually insert each new task into the team’s queue.

Are there cons to to-do list Gmail extensions?

Yes, while these extensions can bridge the gap between your inbox and your task manager, they are still lacking collaboration features for the most part. If multiple team members are working on a task, there’s still some back-and-forth required. Plus, they require using an entire new platform, which is a learning curve.

Is there a method to turn Gmail into a to-do list easily?

There is: a shared inbox. Shared inboxes are collaborative workspaces that allow teams to read, manage and reply to emails. Including adding them to a to-do list. 

Our solution, DragApp, transforms emails into task cards that are sorted into project boards according to your specific workflow need:

Drag’s purpose is to centralize your work in one single place, so you won’t need to switch between different tools, tabs, or apps. There’s no need to email yourself or highlight multiple emails. Instead, you have:

• Custom tags
• Deadlines and checklists
• File uploads
• @mentions and internal chats to collaborate with your team

How can Drag help beyond Gmail to-do lists?

When it comes to managing tasks, Drag also works perfectly for other workflows, such as a sales pipeline or Help Desk. Instead of tasks, cards can represent leads, customers’ inquiries, or anything else. Examples of what you can manage from kanban boards are:

• Keeping track of customer conversations
• Managing pipeline in a Gmail CRM

Which Gmail to-do list method is right for you? Quick comparison

How to manage your Gmail to-do list in one place

The first step, of course, is looking into your Gmail inbox and understanding how your workflow involves email-based tasks. With that in mind, you can define the steps and use a reliable tool to manage them according to your needs.

With Drag, you can turn your Gmail inbox into a powerful workspace for emails, tasks, and teamwork. No need to switch tabs or sign up for multiple platforms. It helps you organize your schedule, enhance productivity, and manage everything from your to-do list directly inside Gmail.

FAQs about Gmail and to-do lists