Google Keep vs. Google Tasks vs. Apple Notes — Which Is The Best Note-Taking App
Features, Limitations, and how I use them?
Over the years, I've shared a lot of different apps to help you take notes or create lists.
The three I often mention are google keep, google tasks, and the notes app, which comes standard on iPhones.
I realize that they all seem so similar that it can be perplexing. Therefore, I will discuss the distinctions and how I apply each one in today's essay.
They are immediately connected to your account, whether your Apple ID or your Google Account, enabling you to access your data from various devices.
1. Google Keep.
Google Keep is a free note-taking service from Google.
It is connected to your Google account, so you can access it on multiple devices, similar to virtual sticky notes.
Features that excel — Google Keep.
- You can color code your notes to assign each note a color, unlike google tasks and the notes app, which have a default color.
- You also can uncheck an entire Checklist in one click. Unfortunately, the notes app and google tasks do not allow you to do that.
- You can add multiple labels. So google keep the labels working almost like folders. You can attach a label to a note and view all the notes under that label.
What's unique about Google Keep is that you can have multiple labels. So you can access the same note through those various labels. So it can almost be in more than one place at one time.
Also, create a note within Google Keep by using the sidebar within a Google Doc, Google Sheets, Google Slides, or even an email. It will automatically create a link to that document or email within the Google Keep note.
Google keep will also allow you to set reminders for a specific location.
So I could tell Google to keep reminding me to buy butter when I arrive at a specific grocery store.
You can also insert an image and then grab the text from the image. So Google will analyze the image, take any text, and turn it into actual text that you can copy and paste.
Google Keep also allows you to copy a note directly to a google doc. You could copy and paste from google tasks or the notes app, but it will not automatically open up a google doc with that information.
You would have to open a Google Doc and copy and paste, whereas Google Keep will cut out the middleman and do it for you.
Limitations — Google Keep.
- Google will not allow you to quickly move text or images from one note to another besides copying and pasting.
- Also, if you add an image to a note in google keep, you are limited to 10 megabytes and 25 megapixels.
How do I use Google Keep?
I'll be honest and say that I used it far more often when I was teaching than now when I'm just running my own business.
When I was teaching, I always had Google Drive open on my computer, so it was effortless to access through the sidebar. My absolute favorite way to use Google Keep is for recurring checklists.
I also used it to link to slides that I was teaching.
2. Google Tasks.
Google Tasks is a free list-making service from Google. Once again, it is connected to your Google account, so you can access it on multiple devices.
It's just a virtual to-do list. Since Google tasks focus on lists, I will say there are fewer unique features and more limitations.
Features that excel — Google Tasks.
- I love that you can quickly move tasks from one list to another.
- Within the notes app, you would have to copy and paste, and within google keep, you would have to copy and paste. In Google Tasks, you can take a task you have already written up all of the details and move it from one list to another.
- Another unique feature is that Google Tasks are linked to your Google Calendar. If you assign a specific date and time to a task, it will appear on your google calendar.
So if you are date and time driven and forget due dates, google tasks is great because you will have the reminder on your calendar.
Limitations of Google Tasks.
- You cannot open Google Tasks full screen, unlike the notes app or Google Keep, unless you use a chrome extension.
- Also, every task you add to a list has a checkbox. So it's not going to work well for just taking notes or adding images which you can't do on google tasks.
- Another limitation is you cannot duplicate a list or a task. Whereas within notes or within Google Keep, you can duplicate something you've already created, making it easy to go in and make minor changes.
You are also not permitted to share your tasks or lists with others. At the same time, Google Keep, and the notes app can be shared.
Finally, there is no exporting it into another format unless you just copy and paste it.
How do I use google tasks?
I use it to organize all of my to-do lists. For example, I have a future to-do list, a weekly to-do list, and a power list.
I love being able to move items quickly from one list to another.
So at the start of each week, I will move tasks from my future to-do list to my weekly to-do list so I know what to focus on that day.
As I mentioned, because it is connected to my Google Calendar, I like to use it for reminders, such as paying my powerlifting coach, so I don't forget.
3. The Notes app.
The Notes app is a free note-taking app that comes standard on Apple devices.
It is connected to your Apple account so that it can be viewed on multiple devices, even PCs.
Features that excel — Apple Notes.
First of all, you can lock individual notes using a password. The Notes app also has a scan feature. It will allow you to take a picture of a document and automatically turn it into a pdf file.
- The notes app also has more formatting options, such as bolding, italicizing, and changing the text size. Whereas with Google Keep and Google Tasks, you're limited to the default.
- Also, within the Notes app, you can share entire folders, automatically sharing all the notes within that folder. Whereas with Google Tasks, you can't share it all, and within Google Keep, you can only share one letter at a time.
Limitations — Apple Notes.
- You can create checklists within the Notes app but cannot uncheck all of the items simultaneously like you can on Google Keep.
- Just like on Google Keep, you cannot move text or images from one note to another unless you duplicate the note or copy and paste it.
How do I use Apple notes?
I do store a lot of my account information, my usernames passwords. I have it on a password-protected note, which makes me feel more secure.
I could never remember them all anyway.
I also use it for note-taking, which requires more formatting but doesn't need to be in a Google Doc. Google Docs is a very formal way of taking notes in my opinion. So, for example, I outline my YouTube videos in Google Docs.
The notes app is more like when I need to write a caption for an Instagram post. But I need to be able to space things out, and I feel like the Notes app is best suited for that.
Finally, I do have a shared folder with my wife, and that’s where we keep track of our grocery lists, joint account information, and certain things we need for the house.
It's all in one location, and we both have access. We both can edit it, and any changes she makes will automatically show up on my end and vice versa.
Wrap-up.
So, that's the comparison between Google Keep, Google Tasks, and the Notes app.
Keep in mind I use all three, but you don’t have to. You could stick to just one or two. It’s all about knowing what is best for each and finding a way to make it work for you.
