- Create a note or a list
- Turn a note into a checklist
- Reorder and indent list items
- Choose where new items go
- Share a note or a list
- The one rule about deleting shared notes
- Settings to look at on a computer
- Where Keep fits in a working day
- A simple Keep routine
- Mistakes to avoid
- My verdict
- Frequently asked questions
To use Google Keep, open keep.google.com or the app and create a note or a list. Add checkboxes to turn any note into a checklist, drag items to reorder them and add collaborators to share. Everything syncs across your devices through your Google account.
Google Keep is the digital sticky note: quick to open, quick to type into, and there when you need it on your phone and your computer. It's not trying to be a project manager or a full notes system. That's its strength. Here's how to use it for notes and checklists, how to share a list with someone, and the settings worth changing in the first week.
Create a note or a list
Open Keep on your computer at keep.google.com, or open the app on your phone. On Android, tap Create List at the bottom right, add a title and your items, and tap the back arrow when you're done. A normal note works the same way, with text instead of checkboxes. There's no save button because Keep stores what you type as you go.
Turn a note into a checklist
This is the feature most people end up using. Open any note, tap Add at the bottom left and tap Checkboxes. Each line becomes an item you can tick off. It's the easiest way to turn a brain dump into a to-do list, and it works the other way round too, if you decide a list should just be a note.
Reorder and indent list items
- Reorder: tap and hold the Move handle to the left of an item and drag it to its new position.
- Indent: drag the item to the right to make it a sub-item. Drag it back left to undo.
- The first item: Google notes you can't indent the first item in a list, so start with a heading line if you want sub-items beneath it.
Choose where new items go
By default you might find new checkboxes appearing somewhere you don't want them. In the settings, under Display Options, there's a setting called Add new items to the bottom. Tick it and new checkboxes are added at the end of the list. Leave it unticked and new items go to the top. A shopping list works better with new items at the bottom. A daily priority list often works better with the newest at the top.
Share a note or a list
- Open the note you want to share.
- Tap Action, then Collaborator.
- Enter a name, an email address or a Google Group.
- Choose the person and tap Save.
On a computer the Collaborator button opens a dialog where you enter a contact name or email. People you share with can edit the text, lists, images, drawings and audio recordings in the note. Google adds that they can label, color, archive or add reminders without changing the note for everybody else.
| I want to... | Do this |
|---|---|
| Let someone edit the note | Add them as a Collaborator |
| Let someone read it without editing | Send the note with another app instead |
| Stop someone seeing it | Open Collaborator and tap Remove beside their name |
The one rule about deleting shared notes
Google's warning is short and worth remembering: if you delete a shared note that you own, it's deleted for everyone. Archive it instead if you only want it out of your way. Be careful with shared lists that other people rely on, such as a family shopping list or a team checklist.
Settings to look at on a computer
Go to keep.google.com, click Settings at the top right and review these options:
- List behavior: choose where new and ticked items show in your lists.
- Enable sharing: if you turn this off, future notes can't be shared with you. You can still share your own notes with others.
- Display rich link previews: shows a preview when you add a link to a note.
- Enable Dark Mode: a darker background that's easier on the eyes at night.
Where Keep fits in a working day
I'd use Keep for anything short and quick: a shopping list, call notes, a packing list, the three things to do tomorrow. It isn't built for long documents, task assignment or project timelines, so don't force it. If you outgrow it, tools such as Todoist and its alternatives or the ideas in my guide to using a monthly planner cover more ground.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
A simple Keep routine
- Capture anything the moment it pops into your head.
- Once a day, turn loose notes into checklists.
- Tick things off and archive finished notes weekly.
- Share only the lists that other people need to edit.
Mistakes to avoid
- Using it as an archive. Hundreds of untitled notes are impossible to search. Give notes a short title and archive anything finished.
- Sharing everything. Share only the notes other people need to edit, because collaborators can change the content.
- Relying on it for anything confidential. A note is easy to share by accident. Keep passwords and private details elsewhere, in a password manager.
- Forgetting who owns a shared note. If the owner deletes it, it disappears for everyone.
My verdict
Use Keep as a fast capture tool and a simple shared list, not a filing cabinet. Turn notes into checklists, set the new-item order to suit you, and check who has access before you rely on a shared note.
Frequently asked questions
How do I use Google Keep?
Open keep.google.com or the app, create a note or list, add checkboxes for a to-do list and share with collaborators if you want help.
How do I make a checklist in Google Keep?
Tap Create List, or open a note, tap Add and tap Checkboxes.
How do I share a Google Keep note?
Open the note, tap Action, then Collaborator, enter a name, email address or Google Group and tap Save.
What happens if I delete a shared note?
If you own the note and delete it, Google says it's deleted for everyone you shared it with.
Can I put new items at the bottom of my list?
Yes. In Settings, under Display Options, tick Add new items to the bottom.
