Lists
Create and manage lists
Learn how to create lists, add sections, and organise your tasks and notes into meaningful groups.
What are lists?
Lists are containers for organising your tasks and notes. You might create a list for a project, a trip, a shopping run, or any area of your life you want to keep separate. Each list can have sections to break things down further.
Creating a list
On mobile
- Tap the Lists tab at the bottom of the screen.
- Tap the + button, labelled New list.
- Enter a name for your list.
- Tap Save.
After you save, you'll see a "List created" message and we open your new list so you can add tasks and notes straight away. It also appears on the Lists screen.
On the web
- Open Lists and select New list in the bottom-right corner, or press C. From any page, you can also select Create in the sidebar, then New list.
- Enter a name for your list in the panel that opens on the right.
- Select Save.
After you save, we open your new list so you can add tasks and notes straight away. It also appears on Lists.
On the free plan you can own up to five active lists. Lists shared with you and lists you've archived don't count, so archiving a list you no longer use makes room for a new one. With PRO you can create as many as you like.
Editing a list
To change a list, open it, select the menu button at the top right and choose Edit list. You'll see the same options as when you create a list.
- Name — what the list is about, such as "Groceries" or "Work".
- Details — anything else you want to keep with the list. They're optional.
- Cover image — select Add cover image to choose a background for the list. Categories marked PRO need a subscription.
- List settings — select it to show two options, both on for a new list:
- Show tasks on the Tasks tab keeps the list's tasks on the main Tasks tab, alongside those from your other lists. Turn it off to see them only when you open the list, which suits a shopping or packing list.
- Show notes on the Notes tab does the same for the list's notes on the Notes tab.
Select Save to keep your changes.
A list can also have an icon.
On mobile
Tap Add icon on the same screen to give the list an icon.
On the web
This isn’t in the web app yet.
Adding sections to a list
Sections let you divide a list into groups — for example, "To do", "In progress", and "Done", or any categories that suit your workflow.
On mobile
- Open a list.
- Tap the menu button (⋯) at the top right and choose Add sections. Once the list has sections, this reads Manage sections.
- Type a name into the "+ Create section" field at the top of the sheet.
- Tap Create.
On the web
You add a section as you put a task or note into the list:
- Open a task or a note. On a note, select Edit first.
- Select the chip showing its list's name, or Add to list if it isn't in one.
- Select the arrow beside the list you want.
- Type a name for the section and choose Create "…". The task or note goes into the new section.
- Select Save on a task. Notes save on their own.
Inside a list, tasks are grouped under their sections. To move a task to another section, or to a new place in its section, drag it there. In the mobile app, touch and hold the task first.
Managing sections
On mobile
To reorder sections, open the menu, choose Manage sections and drag the sections into the order you want. We save the new order when you close the sheet. You can also rename, archive and remove sections there.
On the web
This isn’t in the web app yet.
Adding tasks and notes to a list
There are two ways to add items to a list:
- From the list — Open a list and select the + button. On the Tasks tab it adds a new task to the list, and on the Notes tab it adds a new note. The button isn't shown on archived lists. In the web app, the + beside a section's name adds a task straight to that section.
- From a task or note — Open the task or note and select Add to list (if it is already in a list, select the chip showing the list's name instead). Choose the list, and optionally a section. Subtasks always stay in their parent task's list.
Moving items between lists
To move a task or note to a different list, open it, select the chip showing its current list's name, and select the new list. On a task, then select Save. If the task has subtasks, they will move with it automatically.
Archiving a list
When you are finished with a list but want to keep it for reference, you can archive it instead of deleting it. Archived lists are hidden from your main view. To find them, select the Archived filter at the top of Lists, next to Active. The filter appears once you have at least one archived list. Tasks and notes in an archived list don't appear anywhere outside it, and they're read-only until you unarchive the list. Archiving also turns off the list's share link.
On mobile
To archive a list, open it, tap the menu button (⋯) and choose Edit list. Then tap Archive at the bottom of the screen and confirm. To restore it, tap the Archived filter and open the list, choose Edit list from the menu in the same way, then tap Unarchive at the bottom and confirm.
On the web
To archive a list, open it, select the menu button at the top right and choose Archive list, then select Archive to confirm. To restore it, select the Archived filter and open the list, then choose Unarchive list from the same menu and select Unarchive.
Deleting a list
Nothing has to be moved first: if the list has tasks or notes, you can delete them with it, and anything you keep stays, just no longer in a list. Only the list's owner can delete it, and deleting a shared list also deletes it for the people you shared it with.
On mobile
To delete a list, open it, tap the menu button (⋯) and choose Edit list, then tap Delete at the bottom of the screen. Tick Delete tasks and Delete notes to remove the list's tasks and notes too. Tap Delete list, then confirm with Delete.
On the web
To delete a list, open it, select the menu button at the top right and choose Delete list. Switch on Delete tasks and Delete notes to remove the list's tasks and notes too, then select Delete list.
Deleting a list cannot be undone. Consider archiving instead if you might need the list later.
Sharing lists
You can share a list with others to work on it together in real time: with one other person on the free plan, or up to nine with PRO. For how to share a list, manage who's on it, or join someone else's, see the Share and collaborate on lists article.
