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In this series on productivity, author Jess Stratton takes you through the latest tools that will help you run your business and life more efficiently. Each installment covers a particular feature or technique in a different online tool, such as Google Apps, Skype, YouTube, Mint.com, Etsy, and more. Check back every Monday for tips on topics from recording and publishing video chats to managing your finances online.
Hi there, this is Jess Stratton, and welcome to Monday Productivity Pointers. The problem with today's task managers is that they're simply not robust enough to handle our busy work schedules, crazy personal lives, and a packed calendar, and a to-do list. So enter Wunderlist, an easy to use app, that in its simplest form has a really great and much improved to-do list. Now, in this video, I'll be showing you what makes Wunderlist different from other to-do apps. Which can sometimes be too many features and can make your to-do list, which was already crazy, look a little bit daunting and even more complex.
Which is just what we're trying to stay away from. Wunderlists gives you just what you need. Things like sub-tasks, notes and sharing with other Wunderlist users. There is a desktop app, a tablet and smartphone edition, and you can even use the full functionality right on your browser. I'm going to be using the desktop edition. And in fact I'll be using the pro version, which contains some more options, such as the ability to assign tasks to other people, the ability to have unlimited sub-tasks, and some extra backgrounds to choose from.
So let's get started, and I'll show you how easy Wunderlist is to use. I've got Wunderlist open, full screen right on my Mac. The first thing I'm going to do is just give you a quick tour. Up here on the top left, I can see my logged-in name. If I click on it, I can see the e-mail address that I have associated with Wunderlist, and I can see the list time it synced with the Web version and all my tablets. Now this little icon here, the gold star, means that I'm using the Pro version of Wunderlist. In the middle here, I can see any notifications, such as reminders for any tasks that I've assigned.
On the left, here's where all my Wunderlists are. So you'll see that down here are the ones that I've created myself. Now, there's some that have to do with work projects. Here's a regular to-do list. Some that have to do with my personal life. Some I'm sharing with other people. I'll show you how to do that. I can see how many tasks there are in each list. And up here, here's the canned lists that come with Wunderlist. For example, you get an inbox, which is just a place to put any old task before you filed it to any list.
You can star the really important tasks. And you can even see the ones that are due today or this week. Finally, you can get a flat view of all your tasks. So right now, I've got my to do Wunderlist selected. And so this is just a basic personal to-do list. Right, I can see anything that I haven't done yet is unchecked at the top, and all my completed items have check boxes and strike throughs next to them so that I know that they're done. I can double-click on any list item, and here's where the really neat things are.
For example, I can set a due date. It can even be a repeating task. For example, it can be repeat every day, week, month or year. I can put a reminder on it, and I can create sub-tasks. Now sub-tasks are additional tasks that have to do with this base task. For example, you know, to record this video I need to prepare the video I can hit Enter and get a new sub-task. And I can also add notes. When I'm done, I can click out the screen and it goes back to my regular to-do list.
At any time I can just double-click to get this big list back on the right hand side. Let's create a brand new list. I'm going to come down here on the bottom left hand side and click Add a List. I'm going to suppose that I am planning to speak at a conference coming up soon, so I'm going to create a new Wunderlist for this conference. This way I can tidily plan everything in one place. I'll call it Conference and hit the Enter key. Now that I'm in that Conference list, I can start adding task lists like I would with any other to-do list.
For example, I have to register for the conference. I have to book my hotel. I have to book my flight. And I have to plan my session. And I also had to have a packing list. So here's where the really neat thing of project planning comes into play with Wunderlist. I have my conference list, I have my basic task, but each task I can extend a little further. For example, I can click on packing list. I could set a due date or a reminder if I wanted to, but I can actually put a packing list in here.
For example, chargers, phone, I need my tech kit which I never go anywhere without. I need medicine, my laptop and of course clothes. I can even put notes in here. Three dress shirts, shoes, slacks, anything I want. The neat thing is, as I pack things in my packing list, I can place check boxes beside each thing I packed. And only once everything is packed can I know that it's okay for me to finally check off my packing list. So I still have the rest of my project planning here.
And in fact, once I've booked the hotel, I can come in here and include my notes, such as my reservation number. So, I can come in and include any notes or sub-tasks that I want for this entire conference. I can even extend this further. Let's suppose I'm going to a conference with another coworker or a family member that uses Wunderlist. I can right-click and select Invite People And I can add people that I used before.
Or I can go into my contacts, if I have a contact list on this computer. Or I can even link it to Facebook. So, I can just click the little plus icon next to the person's name. And it's going to send an invitation to Shay. So now, Shay can have this list show up on her Wunderlist, and see all these items. I can also come down here to the very bottom of the screen and get an Action pane in which I can print items. I can even email my list, or just the selected item.
There's one more thing I want to show you with Wunderlist. I can exchange Wunderlist to my email program. For example, if I'm getting a lot of emails and I want to get them into this Wunderlist system so that I can start, assigning them to lists, I can actually forward those emails to an email address. And I'm going to type it up here so you can see it, email@example.com. If I forward any email to this address, it's going to show up in my inbox here.
The only caveat is, is that I have to send it from the email address that I have assigned with Wunderlist. It currently doesn't support multiple emails yet. So if I send something from my lynda.com account to firstname.lastname@example.org, it's going to show up in my inbox. Which remember, and this is a place where we can temporarily put unfiled to-do lists. So here's one that I've already forwarded. I'm going to double-click on this. Now this is what it looks like. It keeps the subject line intact when I forwarded it.
It keeps the entire email intact. And it even keeps any hyper links intact that were in that email. So I can click my link right in the to-do list. It's in my inbox. Now this is something that I have forwarded to myself because I wanted to add it into my read later list. So I'm going to put it in my reading list. So I can click on this to-do list, drag it with my mouse, and let go over the list that I want to add it to. It gets removed from my inbox and put in my Read Later list.
So when I'm ready to read it, I can double click on it, click the link I wanted to read, and then mark it as completed. So that's how you can use Wunderlist to manage all aspects of your life, including sub-tasks. In the next video, I'm going to show you how you can extend Wunderlist to the browser. If you install the browser extension, you can start filing items that you read on the web
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