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Google Keep: 11 Hidden Tips for Better Digital Organization

Hi friends - Want to make the most out of Google Keep?

In this guide I share 11 little-known tips to transform how you capture, organize, and process information on Google Keep.

Whether you're managing meeting notes, saving web content, or building a reliable productivity system, these tips will help streamline your digital workflow. Let's get started!

Watch it in action

Resources

Google Keep Search URL String: https://keep.google.com/u/0/#search/text%253D%s

Color-code URLs:

  • Red - https://keep.google.com/u/0/#search/color%3Dred
  • Yellow - https://keep.google.com/u/0/#search/color%3Dyellow
  • Blue -https://keep.google.com/u/0/#search/color%3Dblue
  • Dark Blue - https://keep.google.com/u/0/#search/color%3Dcerulean
  • Gray - https://keep.google.com/u/0/#search/color%3Dgray
  • Teal - https://keep.google.com/u/0/#search/color%3Dteal
  • Green - https://keep.google.com/u/0/#search/color%3Dgreen
  • Orange - https://keep.google.com/u/0/#search/color%3Dorange
  • Purple - https://keep.google.com/u/0/#search/color%3Dpurple
  • Pink - https://keep.google.com/u/0/#search/color%3Dpink
  • Brown - https://keep.google.com/u/0/#search/color%3Dbrown

Tip #1: The Quick Capture System

Build a more efficient note-taking workflow using keyboard shortcuts:

  • Press CMD/CTRL+T
  • Type note.new or keep.new, and start capturing ideas instantly.
💡
Pro tip: Pin Google Keep as your fourth browser tab to access it using CMD/CTRL+4, then press C to compose.

Tip #2: Optimize Your Settings

Keep your interface clean by disabling rich link previews.

Bonus tip: Keep's reminder defaults actually affect Gmail's snooze times - customize these settings to match your workflow.

Tip #3: Advanced Search Capabilities

Set up a custom Chrome search engine for Google Keep to search your notes from any webpage. Simply press CMD/CTRL+L, type "keep," press Tab, enter your search term, and find notes instantly.

Tip #4: Text Formatting Essentials

While Keep's formatting options are intentionally minimal, you can use:

  • Numbered lists
  • Bullet points (asterisk + space)
  • Hyphens

Create section headers using double equal signs for better visual organization.

Tip #5: Seamless Information Transfer

Access Keep directly from Gmail's sidebar to reference meeting notes while composing emails. Instead of pinning notes, use the archive feature and a "Reference" label to maintain a clean, actionable inbox.

Tip #6: Calendar Integration

Connect notes to calendar events by creating them directly from meeting invites. This helps maintain context and makes reviewing meeting-specific notes more efficient.

Tip #7: Web Content Management

Use the Keep extension to save webpages with a single click. Create a "clipped" label to centralize all saved links, maintaining a clean interface with disabled rich link previews.

Tip #8: Color Coding System

Filter notes by color using specific URLs, perfect for organizing different types of content (e.g., blue for reference, red for high-priority tasks).

  • Red - https://keep.google.com/u/0/#search/color%3Dred
  • Yellow - https://keep.google.com/u/0/#search/color%3Dyellow
  • Blue -https://keep.google.com/u/0/#search/color%3Dblue
  • Dark Blue - https://keep.google.com/u/0/#search/color%3Dcerulean
  • Gray - https://keep.google.com/u/0/#search/color%3Dgray
  • Teal - https://keep.google.com/u/0/#search/color%3Dteal
  • Green - https://keep.google.com/u/0/#search/color%3Dgreen
  • Orange - https://keep.google.com/u/0/#search/color%3Dorange
  • Purple - https://keep.google.com/u/0/#search/color%3Dpurple
  • Pink - https://keep.google.com/u/0/#search/color%3Dpink
  • Brown - https://keep.google.com/u/0/#search/color%3Dbrown

Tip #9: Advanced Checklist Features

Use keyboard shortcuts (CMD/CTRL + brackets) to indent/unindent items. Parent checkboxes control child items, and you can reset recurring checklists using the "uncheck all" feature.

Tip #10: Mobile Features

Extract text from photos of handwritten notes or business cards using optical recognition. Even archived images remain searchable. Record voice notes with automatic transcription for quick thought capture.

Tip #11: Standalone App Option

Install Keep as a standalone app through the three-dot menu for those who prefer not to keep it as a pinned tab.

If You Enjoyed This

Check out my Google Workspace productivity playlist for more advanced tips on maximizing your digital workflow!