How to Use Todoist for Task Management

Step by step

1. 2 min

   Create your first project

   Click the plus icon next to Projects in the left sidebar. Name your project using a clear, action-oriented title like 'Website Redesign' or 'Q4 Marketing Campaign.' Choose a color to visually distinguish this project from others. Projects group related tasks and provide focused views of specific work areas.

   Note: Use project templates from the Templates gallery to jumpstart common workflows like event planning or product launches.
2. 3 min

   Add tasks with natural language processing

   Type tasks using everyday language and Todoist automatically detects dates, times, and recurring patterns. Write 'Submit report every Friday at 5pm' and Todoist creates a recurring task scheduled for 5:00 PM each Friday. Include project names with # symbols and labels with @ symbols directly in your task description.

   Note: Use 'every other week' or 'every 3 months' for complex recurring patterns that traditional schedulers struggle with.
3. 2 min

   Set up priority levels and due dates

   Click the flag icon when creating or editing tasks to assign Priority 1 (red), Priority 2 (orange), Priority 3 (yellow), or Priority 4 (no color). Add due dates by clicking the calendar icon or typing dates naturally like 'tomorrow' or 'next Monday.' Priority 1 tasks appear at the top of your Today view automatically.

   Note: Reserve Priority 1 for truly urgent tasks. Most productive users have only 1-3 Priority 1 items at any time.
4. 3 min

   Organize with labels and filters

   Create labels for contexts like @calls, @errands, or @waiting_for by going to Settings > Labels. Apply multiple labels to any task for flexible organization. Build custom filters by clicking Filters & Labels in the sidebar, then Add Filter. Use queries like 'overdue & @calls' to see all overdue phone calls instantly.

   Note: Create an @agenda label for meeting topics, then filter by person names to generate instant meeting agendas.
5. 2 min

   Use the Today and Upcoming views strategically

   Click Today to see all tasks due today plus any overdue items. The Upcoming view shows the next 7 days with a timeline layout. Drag tasks between dates in Upcoming view to reschedule quickly. Focus on completing Today view entirely before looking at future tasks to maintain momentum.

   Note: Enable 'Add overdue tasks to Today' in Settings > General to automatically surface neglected tasks.
6. 3 min

   Set up task templates and recurring workflows

   Create task templates for repeated processes by making a project with all necessary subtasks, then duplicating the project structure. For recurring workflows, use subtasks with individual due dates. Set up project templates in Settings > Templates or use Todoist's template gallery for common scenarios.

   Note: Use task dependencies by writing subtasks like '1. Research vendors 2. Request quotes 3. Compare options' to create automatic sequencing.
7. 2 min

   Configure notifications and integrate with other tools

   Go to Settings > Notifications to customize reminder timing and delivery methods. Enable email notifications for daily agenda summaries and overdue task alerts. Connect Todoist to calendars, email clients, and other tools through Settings > Integrations. The two-way Google Calendar sync keeps your tasks and events aligned.

   Note: Use the Todoist browser extension to quickly capture tasks from web pages, emails, and online articles without losing context.