Feature handbook

Capture Tasks Faster on iPhone, iPad and Mac

Add one task, paste a whole list, or save a link from another app. Follow simple steps and find any missing task fields.

By Mustafa Yusuf3 min read

Get the thought into Tasks while it is fresh. Start with a short title; you can add the useful details afterward.

1. Save one clear action

  1. Open the project where the task belongs and choose the + button to add a task.
  2. Type what you need to do, such as Book the hotel.
  3. Check the selected project and save the task.
The iPhone task composer with Sign the lease and the Work project selected.View full size (opens in a new tab)↗
Write the action, check the project at the bottom, then use the blue arrow to save the task.

If you type a date in your title, check any date suggestion before accepting it. For example, with Book the hotel tomorrow, make sure tomorrow is the date you meant.

2. Add only what helps you act

Open the saved task. Add a date if there is a deadline, or a tag such as Travel if you want to find it alongside other trip tasks. You can leave the other fields empty.

The Add Tags screen, with family entered as the tag name, a purple colour and a family icon.View full size (opens in a new tab)↗
Creating a tag: enter its name, choose a colour and icon, then save with the checkmark. This example creates family; you could create Travel the same way.

3. Paste a list instead of typing each task

  1. Copy a list with one action on each line, such as Book hotel, Check passport and Pack charger.
  2. Open task creation, open its … menu, and choose Add Multiple Tasks (Bulk Add). Paste the list.
  3. Review the proposed tasks, remove any lines you do not need, and save.

4. Capture from wherever you are

What you have What to do
A thought while your hands are busy Ask Siri to create a task in Tasks, then check the result.
A webpage in another app Open the app’s share menu, choose Tasks, and save an action such as Compare this hotel.
A thought while working on Mac Set up Add Anywhere in Tasks settings, then use your chosen shortcut.

For a voice shortcut you can reuse, follow the Siri and Shortcuts walkthrough.

Before you finish, reopen your new task once. If the title makes sense and it is in the right project, capture is done.

Explore all 13 related features

Browse the related features below for more detail.

Quick capture

Add a task without setting up the whole project first.

Natural language

Recognises useful task details while you type.

Voice command

Dictate a task and review the transcribed result.

Bulk Add

Paste plain text or Markdown and review several tasks before saving.

Project-aware creation

Shows the fields and statuses that belong to the selected project.

Share extension

Turn content from another app into a task.

Action extension

Create a task from supported system action menus.

Add Anywhere on Mac

Use a configurable shortcut to capture from anywhere.

Mac Services capture

Create a task from selected text through the macOS Services menu.

Create Task control

Open task creation from Control Center on supported systems.

Paste images and PDFs

Paste supported media directly into task creation.

Tag and date suggestions

Surfaces useful choices while a task is being created.