Google has several productivity apps that can be confusing for newcomers. Even for us, who are familiar with the Google ecosystem, we may not know all the differences and latest updates between Google Keep and Google Tasks. In this updated comparison for 2025, we’ll delve into Google Keep vs. Google Tasks, showing what each tool offers, how they’ve evolved, and which one you should choose for your needs.
Table of contents
How did we test these apps?
We have used Google Keep and Google Tasks extensively over the years, becoming proficient with their features and functionalities.
Our practical knowledge of these tools is based on continuous and up-to-date use in diverse environments and real-life scenarios, and also because we created a real-time synchronization service between Notion and Google Tasks.
For the purpose of writing this article, we have also reviewed specific functions to provide the most accurate and current insights into their use.
Google Keep vs. Google Tasks at a glance
| Feature | Google Keep | Google Tasks |
|---|---|---|
| Core purpose | Notes & lists (visual, flexible) | Personal to-do lists & deadlines |
| Ideal for | Capturing ideas, checklists, images, voice memos, and shared lists | Scheduling tasks with dates/times; inbox → task follow-ups |
| Collaboration | ✅ Share notes for real-time co-editing | ❌ No native sharing/assignment |
| Subtasks/checklists | Checklist inside a note (simple) | ✅ Subtasks (one level) per task |
| Recurring items | ❌ No native recurring reminders | ✅ Recurring tasks (daily/weekly/monthly/custom) |
| Reminders (time-based) | ✅ Time reminders (now sync to Tasks/Calendar) | ✅ Due date & time; shows in Google Calendar |
| Reminders (location-based) | ✅ Yes (e.g., “at supermarket”) | ❌ Not supported |
| Calendar integration | Via reminder sync → appears in Tasks/Calendar | Tasks appear on Google Calendar Complete sync with 2sync |
| Gmail integration | Keep panel in Google apps; Chrome web clipper | “Add to Tasks” from emails; Gmail/Calendar sidebar |
| Rich text formatting | ✅ Basic formatting on web (headings, bold/italic/underline) | ❌ Plain text only |
| Images/drawings/audio | Images, drawings, voice notes | ❌ Not supported (text + email link only) |
| OCR (grab text from images) | ✅ Yes | ❌ No |
| Organization | Labels & color-coded note cards; pin/archive | Multiple task lists; star important tasks; order or by date |
| AI / Assistant | Voice dictation in app; reminders flow into unified system | Assistant/Gemini can be added |
| Desktop experience | Full web app (keep.google.com) | Primarily sidebar in Gmail/Calendar; mobile apps available |
| Mobile | Android & iOS apps | Android & iOS apps |
| Offline | ✅ Yes (syncs when online) | ✅ Yes (mobile app) |
| Copy/export | ✅ “Copy to Google Docs” | Export via Takeout; no doc copy |
| Cost | Free (Google account) | Free (Google account) |
| Best for | Visual note-taking, shared lists, and location reminders | Structured to-dos, deadlines, Calendar/Gmail-centric work |
When to choose Google Keep
⭐ Choose Keep if you capture ideas and reference info, not only tasks. It’s flexible, visual, and fast for mixed content.
- Add images, drawings, and voice notes; grab text from images (OCR).
- Share notes for quick collaboration on lists and ideas.
- Use labels, colors, pins, and archives to keep things tidy.
- Set time or location reminders; time reminders now sync to Tasks/Calendar.
- Keep is a full web app; copy notes to Google Docs in one click.
👉 Learn more: Best note-taking apps • Organization apps
When to choose Google Tasks
⭐ Choose Google Tasks if you want a simple to-do list that lives where you work. It’s ideal for deadlines and routine planning.
- Turn emails into tasks from Gmail; see tasks in Google Calendar.
- Use due dates/times, recurring tasks, and one-level subtasks.
- Star important tasks and group work in multiple lists.
- Works with Google Assistant/Gemini to add and manage tasks.
- No collaboration; it’s built for personal task tracking.
👉 Learn more: Sync Google Tasks ↔ Notion • Best to-do list apps
What’s new in 2024–2025
Google unified reminders: time-based reminders set in Keep now appear in Tasks and on Calendar. This removes the old silo and reduces missed alerts.
- Keep: Basic text formatting on web (headings, bold/italic/underline) for clearer notes.
- Tasks: Tighter Assistant/Gemini support to add tasks by voice or prompt.
- Net effect: Use Keep for capture and context; use Tasks for scheduling and recurring plans.
Google Keep vs. Tasks: What are all the differences?
Both apps are free and part of Google Workspace, but they solve different problems. Here’s what matters in day-to-day use.
1. Features
Keep is a note-first tool with checklists, images, drawings, voice notes, and basic text formatting on the web. It supports labels, colors, pin, archive, OCR, and “Copy to Google Docs.”
Tasks is task-first: multiple lists, subtasks (one level), due dates/times, and repeats. It’s plain text, but tightly integrated with Gmail and Calendar.
- Keep strengths: Rich capture, collaboration, location reminders, and visual board.
- Tasks strengths: Deadlines, recurring tasks, email-to-task, and calendar visibility.
2. Notifications and reminders
Keep supports time and location reminders; time reminders now sync to Tasks and appear in Calendar.
Location triggers remain unique to Keep.
Google Tasks supports time-based reminders and recurring schedules. Tasks do not have location triggers, but they surface on your calendar for easy planning.
💡 Tip: If you like location reminders and recurring deadlines, use Keep for context-based nudges and Tasks for scheduled work.
3. Interface and user experience
Keep uses a visual board of cards; switch between grid and list. It’s great for scanning, dragging, and pinning important notes.
Tasks is minimal and fast, mostly in the Gmail/Calendar sidebar on desktop. It keeps focus with a clean list and quick keyboard actions.
- Standalone: Keep has a full web app; Tasks is mainly a side panel.
- Search: Keep search is powerful (including images via OCR); Tasks search is basic.
4. Collaboration and sharing
Keep lets you share notes and co-edit in real time. It’s perfect for shared lists, quick plans, and lightweight brainstorming.
Tasks has no sharing or assignments. For teamwork, use a project tool or sync Tasks to a central workspace like Notion.
👉 Learn more: How to share a Google Calendar • Time-blocking guide
Integrations and ecosystem
Keep integrates with Docs (copy notes), Drive, and the side panel in Google editors. A Chrome extension lets you save web content to a note in one click.
Tasks integrates tightly with Gmail and Calendar for email-to-task and scheduling. You can also add tasks via Assistant/Gemini on supported devices.
Need a broader workflow? Use 2sync to connect tasks and events with Notion or other tools for one source of truth.
👉 Start here: Google Tasks ↔ Notion • Notion ↔ Google Calendar • Sync Todoist
Common workflows
Use Keep for capture, then elevate deadlines to Tasks. This keeps ideas, lists, and media in one place while your calendar drives execution.
- Personal: Grocery and packing lists in Keep; bill payments and appointments in Tasks.
- Work: Meeting notes and screenshots in Keep; action items and follow-ups in Tasks.
- Shared life: Family to-buy list in Keep; personal routines as recurring tasks in Tasks.
Limitations and disadvantages
- Keep: No recurring reminders; flat structure (no folders); reminders apply to the whole note, not each checklist item.
- Tasks: No images/files; no sharing/assignments; no location reminders; subtasks are one level only.
- Both: Easy to duplicate effort if you mix tools without a simple rule (e.g., “Keep for capture, Tasks for deadlines”).
Conclusion
Use Google Keep for notes; Google Tasks for to-dos.
Keep is best when you need visual, collaborative notes with media and location reminders. Tasks is best when you need simple lists with deadlines that live in Calendar and Gmail.
Many people use both: capture ideas in Keep, plan execution in Tasks. With the 2024–2025 updates, time-based reminders now sync, so your nudges appear everywhere.
If you outgrow Google’s basics, connect your stack: sync Google Tasks ↔ Notion, or pair tasks with events via Notion ↔ Google Calendar. Build one reliable source of truth.
