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A typical note-taking app available on smartphones and PCs is Google Keep, which is widely used worldwide because Google Keep is available with a free Google account.
On the other hand, many people may wonder if Google Keep is an app that can also be used for business, given the background that Google Keep is generally used for private purposes.
Therefore, we will focus on how to use Google Keep memos. This article is for below people.
- I want to use Google Keep memos at work.
- I don’t know how to use Google Keep in detail, so I want to see an explanation with images.
- I want to use Google Keep to manage my notes smoothly.
This article will help you understand the features and usage of Google Keep and manage your memos efficiently.
Contents
What is Google Keep?
This section introduces the features, functions, and frequently asked questions of Google Keep. If you keep the following contents, you can get a concrete image of Google Keep’s usage.
Features and Usage of Google Keep
Google Keep is a notepad app provided by Google.
Unlike other note-taking apps, it is not “device specific” and can be used on both Android and iPhone. In addition, Google Keep has the following utilization methods.
- Leave notes not only in text, but also by voice or handwriting
- Organize notes by color coding and labeling
- Prevent missing tasks with reminders (notification function)
You need to open a Google account to use this service, but you can use all the features for free.
Features and basic screens of Google Keep
The features and basic screens of Google Keep are as follows.
Functions and Features
| Functions | Features |
|---|---|
| Labels | Allows you to divide your notes into categories. |
| Archive | Hides notes that are used infrequently. |
| Color coding | Allows you to visually classify memos by changing the color of the memo itself. |
| Fix | Allows you to fix a specific memo and manage it in an easy-to-understand location. |
| Voice memo | You can record what you have recorded from your phone’s microphone. |
| Handwritten memo | Leave handwritten memos with your fingertips or a special pen. |
| Checklist | Draw a strike-through line in the text by simply tapping a check box. |
| Share | You can share your notes with other people. |
| Reminder | You can set reminders for your memos to prevent omissions. |
Screen of Google Keep
The above functions and screens allow you to easily leave notes regardless of time or place.
5 Frequently Asked Questions about Google Keep
The following are the five most frequently asked questions about Google Keep.
＜Where can I find Google Keep?＞
On iPhone and Android, it is in “the apps list”. Also, on Windows and Mac, access it from your web browser.
If it is not in the app list on your phone, you can install it from the “App Store” for iPhone and the “Google Play Store” for Android.
＜How do I get Google Keep out?＞
Following the steps below to open Google Keep.
- Launch Chrome and login with your Google account.
- Click [Apps] on the right side of the screen.
- Scroll down the screen and select [Keep].
＜Where is Google Keep stored?＞
Google Keep notes are stored in the cloud (a location managed on the Internet).
Since they are not stored directly on your device, even if your device should fail, you can still access your notes with your account information.
＜Can other people see my notes on Google Keep?＞
Google Keep notes cannot be viewed by third parties without permission.
However, you can set co-editors for your Google Keep memos, so unless you cancel them, the people you share them with will continue to be able to access them.
＜What are the demerits of Google Keep?＞
The demerits of Google Keep is that it is not suitable for business use.
For example, it is not possible to share multiple memos at once, or it is difficult to find memos, which is troublesome. On the other hand, Stock, an app that allows instant sharing of memos, is equipped with “folders” for sorting memos, so you can reach the desired information quickly.
How to use Google Keep?
This section explains how to use Google Keep, which you must master. If you make sense the following basic operations, your employees will not have trouble using the app after it has been introduced.
Usage 1｜Create a new app
First, open Google Keep from the list of apps on your smartphone and open the main screen.
Tap the [+] button in the lower right corner of the screen, and a new memo will be created.
Usage 2｜Modification
Tap the memo to open the edit screen, where you can modify it.
However, be careful not to accidentally overwrite important information, as Google Keep does not have the ability to check or restore the editing history.
Usage 3｜Deleting
To delete a note, tap any note, then tap [︙] in the lower right corner. Then select [Delete] and you are done.
Note that all deleted memos will be moved to the “Trash” folder, but it will be emptied after 7 days. Note that the Trash folder can also be emptied manually.
Usage 4｜Archive
Archive is a function to hide some notes. By using the archive, only important notes are displayed on the main screen, so you can quickly find the information you need.
To use this function, simply swipe left while tapping any memo, as shown in the image below.
All archived memos can be viewed from [Archive], which is displayed by tapping the three-line symbol in the upper left corner of the screen.
Usage 5｜Labeling
You can categorize your memos by attaching labels.
To use this function, tap [︙] displayed in the lower right corner of the memo screen, and then select [Label].
To create a new label, enter a label name, and to attach an existing label, tap the checkbox.
To see only the notes with a specific label, tap “the three-line symbol” in the upper left corner of the screen. Then, by selecting the appropriate label from the list of labels displayed, you can conveniently view a list of memos.
Usage 6｜Color coding
You can decide the importance of a memo by color-coding it.
First, open the memo whose color you want to change, and select any color from the [Palette] mark on the lower left of the screen. There are 12 colors in total.
As shown above, the colors are displayed on the main screen and the edit screen, so you can easily see the differences from other memos.
Usage 7｜Pinning
By pinning a note to the main screen of Google Keep, you can manage it in a place where you can always see it.
To pin a note, open any note and tap the [Pin] icon in the upper right corner of the screen.
The pinned memo will appear at the top of the main screen for easy access.
Usage 8｜Change the display method
Google Keep notes are displayed in a list, but you can change the way they are displayed.
To do so, simply tap the [Gallery View] or [List View] icon in the upper right corner of the screen.
It is recommended to change the display to an easy-to-see format so that you look back on the memos easily you have created later.
Intermediate level: How to use Google Keep
From here, we will explain how to use Google Keep for intermediate users. Master the following contents and get rid of the conventional cumbersome note management.
Usage 1｜Text Memo
A text memo is one of the basic functions of a memo app, allowing you to freely enter text without any text restrictions.
First, tap the [+] mark.
When the screen for creating a text memo appears, enter [Title] and [Note].
Usage 2｜Voice memo
Voice memo is a method of writing a memo by converting voice into text.
With voice memo, you can easily leave a memo even when you are on the move and cannot input text. First, tap the [+] symbol at the left lower of the screen, and then tapping [Recording]
When “Please speak” appears, speak into the phone. And when you return to the main screen, the memo you created will appear as shown above.
Usage 3｜Handwritten memo
A handwritten memo is a method of taking a memo by drawing using a fingertip or a dedicated pen. This is useful when you cannot input text, or when you want to leave a diagram or graph.
First, tap the [Pen] symbol at the bottom of the screen.
As shown in the image above, there are many variations of pen “type,” “color,” and “thickness,” so you can create a memo that suits your purpose and preference.
When you return to the main screen, as shown above, the memo you created will be displayed.
Usage 4｜Image memo
Image memo is a way to attach a photo or image as a memo. Since you can also write text memos, you can manage the descriptions of photos and images together.
First, after tapping the [Image] mark at the bottom of the screen, select either [Take photo] or [Choose image].
Then, the text input screen will appear as shown in the image above, so enter the “memo title” and “memo content” related to the photo or image.
The memo you created will be displayed when you return to the main screen, as shown in the image above.
Usage 5｜Checklist Memo
Checklist memo is a way to leave a memo with bullet points.
First, tap the checklist icon at the lower left corner.
In addition to the above, if you tap each checkbox, a strike-through line will appear in the text to clarify the status. You can also reorder the checklist by long-pressing the “six dots icon” shown in the checklist and sliding it up and down.
Advanced lebel: How to use Google Keep?
The following is an explanation of how to use Google Keep in an advanced way. There are many functions that are useful for business, and if you can master them company-wide, your workload will be greatly reduced.
Usage 1｜Sharing Function
You can easily share notes in Google Keep with other members.
This is convenient because you no longer need to take a screenshot of the note and send it to others as you used to do. First, select [Send] or [Collaborators] from [︙] under of the screen.
The difference between “Send” and “Collaborators” is as follows.
- Send
- Collaborators
You can send from communication tools such as AirDrop, Mail, Messages, etc.
If you enter the email address of the person you are sharing with, you can co-edit on Google Keep.
Usage 2｜Task allocation function
You can further subdivide checklist items created in a checklist memo.
As shown in the image below, simply select any memo and slide it to the right while tapping the checklist you want to subdivide.
By utilizing the above, checklists of the same classification can be grouped together even when the list becomes complex by increasing tasks.
Usage 3｜Reminder function
One of the demerits of note-taking apps is that you cannot check your notes without opening the app. However, with the reminder function of Google Keep, you will be notified of set deadlines, so there is no need to worry about forgetting task deadlines.
First, tap the [bell mark] in the upper right corner of the screen.
Then, set the date and time you want to be reminded as shown in the image above. If you select [Pick place], you will be reminded when you arrive at the specified location.
Below we introduce an best app that allows you to store and share memos more easily than Google Keep.
Google Keep does not allow batch sharing of memos, and specializes in management of personal memos. Therefore, it is not suited to operations where memos are deployed within a company as knowledge, or where information obtained through sales activities is utilized by a team.
In addition, Google Keep does not have folders to organize memos, so it may be difficult to find the necessary memo. Therefore, to manage work memos, introduce a memo app that allows you to easily “create, manage, and share” in one place.
However, since there is a risk that employees may not be able to properly use a multifunctional app, the best choice is Stock, a memo app that is simple enough that even those who is not good with IT can use it intuitively.
Information left in “Note” of Stock are immediately shared with any member of the team, and are managed in intuitive “Folders” by category of note, so that information is not mixed up. In addition, the “Tasks” are also tied to the “Note”, making it easier to prevent missing notes.
Stock｜An intuitive app that those who are not good with IT can use
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
Summary of how to use Google Keep
We have focused on an overview of Google Keep and how to use it so far.
Google Keep is a highly functional free note-taking app that allows you to leave notes not only in text, but also in voice and handwriting. Another great feature of Google Keep is that it can be used on any device as long as you have a Google account.
On the other hand, Google Keep has some demerits such as “notes cannot be shared in batches,” “notes cannot be restored if overwritten,” and “notes are hard to find because there are no folders. Therefore, a “easy to use memo app that replaces Google Keep” is required for business use.
To solve all the demerits of Google Keep, you can choose “Stock,” which is simple to use and allows you to easily create and manage memos in one place.
Free registration takes only 1 minute, and Stock makes you and your teams to manage your business memos more efficiently than Google Keep.
