What are the disadvantages of Google Keep?
Google Keep is a free, easy-to-use cloud-based note-taking and organization tool developed by Google that seamlessly integrates with all Google Apps.
But while Google Keep is an excellent choice for many small teams, this simple tool lacks advanced organizational features that make it difficult to manage large volumes of notes.
If you’re considering using Google Keep to manage your notes, tasks, and ideas, you must know about the tool's drawbacks before deciding whether it's the right choice for you.
So, let’s take a closer look at the top disadvantages of Google Keep now.
Read more about Google Keep here.
Google Keep disadvantages
1. Limited formatting options
One of the biggest disadvantages of Google Keep is its limited formatting capabilities.
Unlike more robust note-taking apps like Google Docs or Microsoft Word, you can’t format your text with bold, italics, or custom fonts in Google Keep.
This can make organizing large chunks of text or more complex notes more difficult!
And while you can add checkboxes, that's pretty much the extent of the platform’s formatting options.
For example, you can’t add bullet points to your notes or structure your text like other tools can.
Additionally, if you want to create detailed, well-structured notes with varying hierarchal levels, Google Keep’s lack of formatting options may feel restrictive.
I suggest using Google Keep in addition to Google Docs or Google Sheets for more thorough note-taking.
2. Limited organization features
In addition to the limited formatting options, another disadvantage of Google Keep is its limited number of organizational features.
While Google Keep’s labeling and color-coding features assist with basic organization, there’s no specific folder system for more detailed organization.
This system can feel clunky for teams that need to keep many notes in specific categories or subcategories.
Additionally, you can’t build multi-level lists (like a parent-child note structure).
For more in-depth organization, you'll need to rely solely on labels and color coding, which may not work well for some businesses.
3. No advanced task management
Google Keep offers basic task management capabilities, such as time or location-based reminders and checklists.
However, if you want to use Google Keep as a fully-functional task management system like Asana, you’ll be disappointed.
You can’t create project timelines, subtasks, or due dates, and you can’t add priority levels to individual tasks.
This means that everything within Google Keep is treated equally in terms of importance, which may be a disadvantage for some teams.
I highly recommend using one of my Sheetify business toolkits for advanced task management features!
These Google Sheets business toolkits seamlessly integrate with Google Tasks for effective task management.
Additionally, as Sheetify products are built entirely with Google Sheets, you can use Google Keep to create notes alongside your Google Sheets template.
4. No collaboration features for shared checklists
Sharing notes with others and collaborating in real-time within Google Keep is possible.
However, you can’t add multiple people to edit a checklist simultaneously.
For example, if you're working on a project with your team, only one person can check off tasks at a time, which can be frustrating during fast-paced collaborations.
If efficient collaboration is important to you, I suggest using other Google Apps with comprehensive real-time collaboration tools, such as Google Docs or Google Sheets.
5. No offline access on desktop
One of Google Keep’s strengths is that it can be used across multiple devices through other Google Apps (or with the web or mobile dedicated Google Keep platform).
However, as a cloud-based solution, Google Keep only works if you have a stable Internet connection.
This means that unless you’re using the Chrome browser with offline mode enabled, you won’t have the same functionality if you’re not connected to the Internet.
This could be a limitation if you're often working on a laptop or desktop without an internet connection!
6. No export options for notes
I love that notes are automatically saved within Google Keep for easy accessibility.
But if you’re looking for a simple way to export your Google Keep notes, unfortunately, you’re out of luck.
You can copy the text manually to transfer your notes to Google Docs, but there is no ‘Export’ button to save them in a different format, such as PDF.
This can be a pain if you need to archive or share your notes in a more portable format!
7. No rich media functionality
Don’t get me wrong—being able to easily add images, drawings, or voice messages to your notes is a huge advantage of Google Keep.
However, Google Keep doesn’t support rich media types like embedded videos, maps, or other interactive content.
This limited functionality may not be enough for teams needing to incorporate various dynamic media types into their notes.
How much is Google Keep?
Google Keep is a completely free Google App that is available for both free and paid Google Workspace users
This means there are no subscription fees, paid plans, or hidden costs involved
All you need is a Google account to access it, and you can start using Google Keep across all your devices to create, sync, and safely save all your important notes and ideas.
How to use Google Keep and Sheetify CRM?
Okay, I know this article has focused on Google Keep's disadvantages
But for small business owners, using Google Keep and Sheetify CRM together might be the organizational note-taking solution you’ve been searching for
Basically, you can easily record notes and set reminders using Google Keep alongside the powerful tools in any of my three Sheetify CRM business toolkits
To add notes to your Sheetify CRM business toolkit with Google Keep:
● Select the Google Keep ‘lightbulb’ icon on the right-hand sidebar of the template (you might have to select ‘Get add-ons’ to install Google Keep).
● Add the client or contact’s name and a note about that client.
By utilizing the right-hand side panel in any Sheetify Google Sheets template, you can easily capture, save, and pin notes or to-do lists directly to your Google Keep account.
For those using all three Sheetify toolkits, I recommend organizing your notes with specific labels to group and keep your notes for each business toolkit in the same place.
The combination of Sheetify CRM and Google Keep automatically syncs your project ideas, client notes, and lead interactions across all devices.
Want to learn more about recording interactions and adding notes within Sheetify CRM? Find out more here.
