How to use Google Keep Notes like a Pro! (Tips & Tutorial)

By | February 18, 2020


– Today’s video is sponsored by Deepstash. Deepstash is the app
that breaks down articles into bite-sized pieces so you only get the good stuff. Don’t have time to read
a 900 word blog post? Let Deepstash provide you with a summary and key points so you can learn more and remember what’s most important. Whether you love self-improvement, time management, or any other topic, try Deepstash for yourself. Available now on the App
Store and Google Play. (air whooshing) Are you frustrated with
the ability to organize all of your notes within Google Keep? Or perhaps you’re
relatively new to Keep Notes and you don’t fully understand the power of labels, reminders, and notes. Well, in today’s video,
I want to show you how to get so much more out of Google Keep, and it all starts with archive. One of the most frustrating things with Google Keep is that every new note that you create is going to end up here on the note home screen
or the note home page, and even if you add labels, you can see that all of my notes here– I’ve got things like work,
family, volunteer, personal. They’re all labeled,
but they all remain here on the home screen. Yes, I can go over here to the left and click on family and there’s my family note, but I don’t necessarily
want it in two places. I don’t want it amongst dozens and dozens, maybe even hundreds of notes here on the Google Keep home screen. Well, in order to clean this area up and make it more manageable, what we’re going to do is
to start archiving some of our notes. Now here’s a quick
keyboard shortcut for you. If you’d like to archive your
notes quickly and easily, all you need to do is select
the E key on your keyboard. So for this first one here,
I’m gonna hit the E key, I’m gonna hover over it… And I’m going to hit E on my keyboard, and there it goes into archive. I’m going to take this
next one, hover over E, I’m gonna to hit this one, hit E. It’s immediately gonna go into archive. Now you might be saying to
yourself, “Scott, I still “want to search for these notes. “I still want to interact
with these notes.” No worries. They haven’t been deleted. They haven’t gone away. Yes, you can click on the archive folder and see where they are, but if we look at this new
office design, for example, it’s labeled work. I can go to my work label
and it’s still there. It tells me it’s in the
archive, but it’s still there. Let’s go back to that notes
home screen for an example. I’m gonna hit E here, here, and here. Now my note screen is
completely free for new notes. I can use this for
processing new information. Maybe I only wanna use
this area for things that are due or things
that I’m working on, but I can now go to my
labels and all of my notes are still there. They’re labeled under archive, but it has kept my notes
area nice and clean. Now we wanna combine this
with using reminders. Something that often, a
lot of people don’t get as much out of when they’re first using, or even if they’ve been
using Keep for some time. So I want to take a look at an example that I set up earlier today. So this is a note. It’s called review customer contract. I gave it the label work. Remember, you can use
a hashtag if you want to add that label quicker
than just selecting the drop-down menu here as well. Now I’m actually gonna
unarchive this because this is gonna give you an example of how this really works. You can see that at the reminder here– I set a reminder for earlier today. So this one is actually
already been triggered. It’s already been fired, and as a result, although it was still in archive because it had a reminder, it graduated here into my notes workspace. Let me give you a closer
example of how this works. If I go into reminders,
you can see that that’s not the only one that has a reminder. It’s the only one that’s been fired. It’s the only one that’s been triggered, but I’ve got a couple of other notes here that are due soon. So this red one, for example. I’ve got a reminder for
later today at 8 p.m. So if I go to my notes home screen, you can see that I’ve
just got the one note here at the moment, but this
is what’s going to happen. As soon as 8 p.m. comes
along, not only is this one going to move up here to the fired section within reminders, but
this note is also going to appear here on my notes home screen. It’s gonna appear here in due date order, right up at the front. So I can deal with it, I can review it, I can check it off. Whatever that note
represents, it won’t get lost. I won’t have to click on reminders. I won’t have to go and find
it under my family label. It’s going to automatically come here into the notes section,
just like this work note did earlier at 10:15 a.m. And remember, if you have
desktop notifications enabled, you’ll also receive a notification here on the desktop version. If you have your notifications
set up on mobile, you’ll also receive a
notification there as well. So let’s go back to our
labels ’cause I want to show you something else
that may be helpful to you. You’ll notice that these
labels are always listed in alphabetical order. And if you have a small number of labels, like you see here, that might be okay. It’s pretty easy for me to
find these different labels. But what if you have many many more? What if you have 10+? You obviously work with some
labels more often than others, so here’s a very quick but simple trick to help you reorder your labels. Under edit labels what we can do is that we can put a number in front of the labels that we would like to
order in a particular way. So let’s say I use work more
often than anything else. I’m gonna put a one in front of that. And let’s say I would like
my personal label to be next. So I’m gonna put a number two beside that. You don’t necessarily
have to number every one of your labels, but
maybe there’s just a few that you’d like to keep
at the top of the list. I’m gonna hit done, and now
you can see those labels will always appear at the
beginning of this list. So if you wanna clean up
your notes home screen, I would encourage you to start
using the archive function. Yes, that means archiving
almost every single note. Once you’ve decided what to do with it, set a reminder as to when you
would like it to reappear. You can keep your note
screen nice and clean. And remember, when that
reminder is triggered, when that time comes across,
it’s going to graduate, not only here to the fired area, but it’s also going to appear here in your notes area. I hope you enjoyed today’s video. If you have further
questions or suggestions for future videos about Google Keep or other productivity tools, be sure to let me know in
the comments down below. As always, I want you to
remember being productive does not need to be difficult. In fact, it’s very simple.

47 thoughts on “How to use Google Keep Notes like a Pro! (Tips & Tutorial)

  1. Simpletivity Post author

    Big thanks to Deepstash for sponsoring this video!
    Get it for free and start learning more from online articles: https://dsta.sh/Simpletivity-v1

    Reply
  2. Andy Wall Post author

    I find it more visually appealing to use special characters (eg ! @ / “ etc) or emojis (which are ordered by Codepoint https://emojipedia.org/emoji/)
    Although it’s a bit trickier getting the order right with emojis 😂

    Reply
  3. Mark Tristan R. Ocampo Post author

    For those who do not know yet, there is NO "untitled" or "unlabeled" label. When you reach tens or hundreds of notes, you might get lost finding something, especially when you are looking by hashtags or labels.

    Solution: When creating a new note, immediately label it with an "unlabeled" or "untitled" label or something similar. I simply use "no label yet". You can name yours "dunno where to put" or something funny. If I know what to tag or label it in the future, then I update my label. I don't use 2 or more labels for 1 note.

    Reply
  4. Mark Evans Post author

    Great tips, very valuable when efficiently organising lots of notes.

    Reply
  5. James Strickland Post author

    Thank you for continuing to "Keep" Google Keep fresh and relevant. This system could really work for me and gives me a new strategy in using Keep. The "E" key was a cool shortcut. I had no idea. Thank you for making my work flow and reminders a little more "simple" #punintended

    Reply
  6. m.nageh Post author

    Why archive it ? Just send it to trash ….
    And I got a problem in the mobile app I can't search for text inside notes !

    Reply
  7. Productive You Post author

    I use Evernote to organize my entire life, including thousands of notes

    But this is a great alternative 👍 👌

    Reply
  8. Greg DeBrun Post author

    Another great video Scott with clear explanations (thanks for the cred btw). I also like to add recurring reminders to lots of my notes especially with my daily/weekly routines, they'll show back up at the top of the list at just the right time to review. On Android phones, add the widget and choose reminders as the display default and you have a descent workflow with the same view.

    Reply
  9. Victor DiGiovanni Post author

    Using the 'hover and archive' trick doesn't work for me. Maybe one in ten times does it archive the note I'm actually hovering over. Most of the time it's a random note from somewhere else on my page, with no consistency between the notes that are actually selected (meaning, it's not 'two over and one down" every time.)

    What am I missing?

    Reply
  10. Stephen S Cornelius Post author

    Does the "hover and archive" trick work for WIndows? I can't get it to work on my Windows 10 laptop.

    Reply
  11. primadellapioggia Post author

    I think keep is tremendously useful if combined with Trello in a workflow process. Keep is the quickest way to annotate everything and then Trello is a more organized space to place a more structured idea. So first keep and then Trello is like a ninja combo.

    Reply
  12. Roy Danby Post author

    I use keep exclusively as my note taking tool. Works seamlessly with Google Calendar, Drive and Gmail to make a very efficient GTD system. Thanks for another informaive video.

    Reply
  13. cocteaufan Post author

    Thanks for this Scott. I learned at least a couple more things from this and have indeed been wanting to be more organised with keep.

    Reply
  14. Dirk van Dijl Post author

    Simplivity – thanks for your comments on Keep but you are still missing some real strengths like:
    – sharing notes
    – using colours to categorize them (only on desktop version to my knowledge)
    There are also lots of limitations which I hope Google will address over time. I live in Keep. It's fantastic. Like your show Scott Keep it up

    Reply
  15. Zandanga Post author

    Thanks for this video. I have tried many note & reminder apps but Google Keep has long been my favorite. But I didn't realize the power of labeling combined with archiving. For years I wouldn't archive hardly anything because I was afraid it would end up being deleted or I wouldn't be able to find it again. Good job. And now I do a better job with my notes and use reminders more. Thanks again and a bunch … 👍

    Reply
  16. Camilo Torres Post author

    When would you use task instead of keep?
    Can they be linked somehow?

    Reply
  17. Unit Codes Post author

    Hey! That "E" shortcut was the highlight of this video I guess, among another amazing tips of archiving. Despite the fact I do follow you for a while and been up to date with your channel, still have to ask you as I might have missed it, but do you have a video where we can integrate G Calender events( all kinds of 'pings') with our G Spreadsheets? or maybe coming up perhaps?

    Reply
  18. d11ita Post author

    Great tips! Now Google Keep could be more useful for me. I was an Evernote user but the two device limit (for free service) is a problem sometimes. Keep is in every device and is simple and cool. The biggest downside, in my opinion, is the homepage full of notes arranged without a fixed order. But with your advice the situation will improve. Thanks!

    Reply
  19. Jeff VanHee Post author

    So if you rename your label with a leading number for order reasons….does your hashtag still work or do you have to modify that process also? Thanks.

    Reply
  20. Chuck C Post author

    Ahhh Google Keep… The life force to my organized day. I love keep. I knew most of this but it's always good to get a refresher. Thank you.

    Reply
  21. Jessica Eden Post author

    What keeps me coming back to keep is how it works like an inbox. This is how it can remain contextually relevant in daily life.

    Reply
  22. AlexXx Post author

    Keep doesn't have structure, only labels. No go, as a serious tool.

    Reply
  23. Wes Humphrey Post author

    Every time I listen to a Google Keep video, you cause me to add more value to Keep. Thank you.

    Reply
  24. Burt Harris Post author

    Every time I see a video on Google Keep….they are displaying more columns than I'm able to get on my computer. Can anyone tell me how to get 4-6 columns on Google Keep? I simply cannot find a setting to widen the view.

    Reply
  25. Antonio Tyler Post author

    You're doing the things that Google itself should be doing.

    Reply
  26. JMVD48 Post author

    Thank you for this video 🙂 I have an app in my mobile that is called Groceries, here you can add Grocerie names, a square box appears for each name, after switching on this box the message is not necessary, if you disabled the box, then the required Croserie moves above.
    Can that also be arranged in Keep?

    Reply
  27. Nick Cornaglia Post author

    I'm lost between loving Keep and believing it's unintuitive to organize requiring work around and tricks to make it work the way you need it to.

    Reply
  28. Banteng Music Post author

    you sound exactly like the father of Morty (Rick and Morty)

    Reply
  29. Stelian Radu Borlovan Post author

    Please tell me if you know, why sometimes ''Keep'' preserves the originel size of images uploaded and sometimes not…thank you!

    Reply
  30. TLY Post author

    Thank you! I've been trying to get productive with Google but it's been overwhelming.

    Reply
  31. Cassio Alexandre Post author

    This video is absolutely helpful to me! How can simple hints make such a difference in the way we organize our tech stuffs? I will change my Google Keep visualization based on what I've just learned. Thank you very much for this, Scott! And congrats, your visual explanation is awesome!

    Reply
  32. Patrick Post author

    Instead of archiving your notes to clean up the homepage can you have the Google Keep app open to a specific label?

    Reply
  33. David Buderim Post author

    Tasks works best for me. Particularly adding email to a task. If there was a bit more integration between keep and tasks then I could us keep. As it is they each have half of what I would ideally like.

    Reply
  34. Sergio Rodrigues Post author

    I use Keep basicaly for taking notes, reminds, errands and check-list.I would like to use it as to-do list replacing Todoist for this purpose, but I am affraid of making it too poluted visually!

    Reply

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