Let’s be honest: we all have that mental checklist running in the background of our brains. It’s a chaotic mix of "buy milk," "email the accountant," and "call Mom for her birthday." For years, iPhone users have stared at the default Reminders app, assumed it was too basic, and immediately downloaded a complicated third-party productivity app. But while you weren’t looking, Apple quietly turned Reminders into a powerhouse productivity tool.
If you are still using Reminders solely as a digital sticky note, you are missing out on some of the most intuitive features iOS has to offer. The app is no longer just a static list; it is a context-aware assistant that knows where you are, who you are talking to, and how you like to organize your groceries. Whether you are a busy parent, a student, or just someone trying to keep their head above water, these hidden tricks will help you finally master your to-do list.
1. Let Your Location (or Your Car) Be the Trigger
The biggest flaw with a traditional paper to-do list is that it doesn’t know where you are. Writing "pick up dry cleaning" is useless if you don't remember to look at the list when you are driving past the cleaners. One of the most powerful "hidden" features in Reminders is the ability to attach a task to a specific location—or even a connection status.
Instead of setting a time (like "Remind me at 5:00 PM"), you can tell your iPhone to remind you when you arrive at a specific place, leave a specific place, or even when you get into your car. This is a game-changer for errands.
How to set it up:
- Create a new reminder (e.g., "Buy flowers").
- Tap the "i" (info) button next to the task.
- Toggle on Location.
- Select "Arriving at Home," "Getting in the Car," or search for a specific address (like your local florist).
Pro Tip: Do you have a habit of forgetting your lunch in the fridge before work? Set a reminder to "Grab Lunch" and set the location trigger to "Getting in the Car." As soon as your phone connects to your car’s Bluetooth or CarPlay, the notification will pop up before you pull out of the driveway.
2. The "Remind Me When Messaging" Trick
We have all been there. You need to ask your spouse about weekend plans, or you need to remind your boss about that signed document. You tell yourself, "I'll ask them next time we talk." Then, you end up texting them back and forth for twenty minutes about something completely different and forget the one important thing you needed to say.
Apple has solved this with a feature that buries itself in the details menu. You can tag a specific person to a reminder. The next time you start typing a text message to that person in iMessage, a banner will appear at the top of your screen with your reminder.
Here is how to make sure you never forget a talking point:
- Type your reminder (e.g., "Ask Sarah about the potluck").
- Tap the "i" button for details.
- Toggle on When Messaging.
- Select the contact from your list.
Now, the moment you open their chat thread to say "Hello," your iPhone will nudge you: "Don't forget to ask about the potluck." It is socially seamless and incredibly effective for those who communicate primarily through text.
3. Stop Sorting Your Groceries Manually
If you are running iOS 17 or later, the Reminders app has a specific superpower for grocery shopping. In the past, creating a shopping list meant typing out a chaotic stream of consciousness: "Apples, soap, bread, cheese, dog food." When you got to the store, you found yourself running from aisle 1 to aisle 10 and back again because your list wasn't in order.
Apple now automatically categorizes grocery lists. When you create a list and designate it as a "Groceries" list type, the app uses machine learning to automatically sort your items into sections like Produce, Dairy, Breads & Cereals, and Pet Care.
To activate this magic:
- Tap "Add List" in the bottom right corner.
- Name it "Groceries" (or whatever you prefer).
- Change the List Type from "Standard" to "Groceries."
- Start adding items. Watch as "Bananas" jumps to Produce and "Milk" jumps to Dairy automatically.
Note: If the app gets it wrong—for example, if it puts "Almond Milk" in Beverages instead of Dairy—you can drag and drop it to the correct category. The app will learn your preference for next time!
4. Master the Art of Subtasks and Images
Sometimes a single line item isn't enough. "Plan Vacation" is too big of a task to check off with a single tap. It’s daunting, and daunting tasks lead to procrastination. To combat this, you can turn a single reminder into a mini-project management hub using subtasks and attachments.
Visual learners will particularly love the ability to attach photos. If you are sending your partner to the store to buy a specific brand of gluten-free crackers, don't just write "Crackers." Take a picture of the empty box, attach it to the reminder, and share the list. It eliminates the "I didn't know which one to get" excuse forever.
Organizing complex tasks:
- Create Subtasks: Create a main task. Then, drag and drop other tasks on top of it to turn them into subtasks. Alternatively, swipe right on a task and choose "Indent."
- Add Images: Tap the "i" button or the camera icon in the toolbar above the keyboard to scan a document or take a photo right inside the reminder.
This is perfect for packing lists. Your main task is "Pack for trip," and your subtasks are "Socks," "Chargers," and "Toothbrush." You can collapse the list to keep your view tidy and expand it when it’s time to get to work.
5. Smart Lists and Tags: The Power User’s Secret Weapon
If you have multiple lists—Work, Home, Kids, Side Hustle—it can be annoying to jump between them to see what needs to be done today. This is where "Smart Lists" and hashtags come into play. These features allow you to slice and dice your to-dos based on context rather than just which list they live in.
You can add tags (like #urgent, #admin, or #phonecall) to any reminder in any list. Then, you can create a Smart List that automatically gathers every reminder tagged #urgent across all your different lists into one single view.
Real-world example:
Imagine you have 15 minutes of downtime. You don't have the energy to start a big project, but you could make a few phone calls. If you have been tagging tasks with #call, you can tap your "Calls" Smart List and see every person you need to phone, whether it’s a work client or your dentist, all in one place.
Creating a Smart List:
- Tap "Add List."
- Select "Make into Smart List."
- Set your filters. You can filter by Date (e.g., Today), Priority, Tags, or Location.
By using these filters, you stop working for your list and start making your list work for you. You are no longer scanning endlessly for what to do next; you are simply opening the view that matches your current energy level and context.