How to create and manage multiple Reminders Lists using Apple devices

One of the best Apple apps for organizing tasks is Reminders. How to create and manage lists in Reminders to increase productivity.

Image: iStockphoto/Blackzheep

Whether you’re working at your desk or on the go, creating and updating tasks, lists, and tasks is an important step in maintaining productivity and driving success. Just writing down goals increases your likelihood of achieving them by 42%, which is a significant increase by any measure. Fortunately, the Reminders application included with iOS, iPadOS, and macOS makes it easy to create, edit, update, complete, and otherwise manage tasks and lists across multiple devices from almost anywhere.

As mentioned, there are many ways to harness the power of Apple’s Reminders app. The first tip was to use and customize multiple lists. Lists — the independent categories that allow tasks, subtasks, checklists, and corresponding responsibilities to be organized across entirely separate groups — help you better coordinate projects and improve task organization and tracking, whether you’re using an iPhone, iPad, or iPad , Mac , or any combination of these devices .

SEE: iCloud vs. OneDrive: Which is Best for Mac, iPad, and iPhone Users? (free PDF) (TechRepublic)

Creating a new list with an iPhone

To create a new list in Reminders using an iPhone, tap the Reminders app. From the My List view, as shown in Figure Atap on the Add List option that appears in the lower right corner.

Figure A

My Lists menu on an iPhone
Image: apple. The iPhone Reminders app allows you to create multiple lists to better manage individual projects, checklists, and tasks.

Next, enter a name for the new list and add any tags or filters to further help manage different tasks and lists with the Smart List menu. Specify a color if you want to use colors to distinguish between lists. Then select a representative icon when you want to differentiate projects, rather than just the default “list” icon (Figure B). Tap Done in the top right.

Figure B

My Lists color and icon options.
Image: apple. With the iPhone Reminders app, you can customize list colors and icons, and even add tags and filters to better help manage different projects and tasks.

Creating a new list using an iPad

The steps are the same on an iPad, but the Reminders app menus appear differently thanks to the larger screen size of the iPad. However, in case you jumped straight to these iPad instructions, here’s how to create a new reminders list using iPadOS.

First, open the Reminders application. From the My List view, as shown in Figure Ctap on the Add List option that appears at the bottom-left center.

Figure C

Reminders app menu on an iPad
Image: apple. The Reminders app displays more list information on an iPad than the iPhone because the iPad has a larger display.

Next, enter a list name, add tags or filters, specify a color, and choose an icon. When you have everything the way you want it, tap Done in the top right.

Creating a new list using a Mac

Reminders and the new list menus appear differently on a Mac. While the look and feel immediately mimics creating new lists on iPhones and iPads, there are a few differences. To create a new list using macOS, open the Reminders app and click on the Add List option on the lower-left corner as shown in the image Figure D.

Figure D

Reminders app menu on a Mac
Image: apple. Just like its iPad counterpart, the Mac Reminders app takes advantage of the computer’s larger monitor to display more list and to-do information.

Next, enter a name for the new list (Figure E) and specify the color from the on-screen menu. You can also specify the symbol or click an existing symbol to bring up a pop-up menu with dozens of different flag, emoji, and symbol options to choose from. Then check the box if you want to associate tags or filters with the new list and click the OK button.

Figure E

Color and icon options for reminders on a Mac
Image: apple. Although the menu looks slightly different than it does on the iPhone or iPad, the Mac Reminders app allows lists to be customized, including applying colors, icons, and tags.

Sync reminders across devices with iCloud

Thanks to iCloud, changes you make in Reminders—including adjusting individual tasks, adding notes, marking tasks as complete, and creating or updating lists—are automatically replicated across all your Apple devices. To ensure that new lists, tasks, and related information sync, turn on reminder syncing in iCloud settings on each device.

On iPhones and iPads, open Settings, tap your Apple ID, tap iCloud, and confirm that the Reminders radio button is checked (green). On a Mac, open System Preferences, click Apple ID, and confirm that the Reminders radio button is checked.