To collect project tasks in one view on your Mac, tag each relevant reminder with the same project tag, then create a Smart List that matches that tag. The Smart List displays matching reminders from their original lists; it does not move them or create a separate copy. This works well when project tasks already live in different lists but need a shared view. (Apple: Create custom Smart Lists in Reminders on Mac)

1. Choose and apply a project tag

Pick one short, distinctive tag for the project, such as #WebsiteRefresh. Apple’s Reminders tags begin with #; for a multiword tag, use hyphens or underscores, such as #Website-Refresh. Use the same spelling consistently so the Smart List can find every intended task. (Apple: Tag reminders on Mac)

In Reminders, select a task and add the tag in its Tags field. If the tag does not exist, type # followed by the tag name to create and apply it. You can also use the Tag button, or enter the tag in the reminder title or notes and select it from the suggestions. Repeat for each reminder belonging to the project, across whichever lists currently contain those tasks. A tag groups reminders across lists; it does not automatically tag every reminder in a list just because that list is named after the project. (Apple: Tag reminders on Mac)

2. Create the Smart List on your Mac

In the Reminders sidebar, click Add List. Name the list something recognizable, such as “Website Refresh — Project Tasks,” choose a color or icon if you want, then open List Type and choose Smart List. In the filter controls, set the first filter to Tags and choose the project tag. Leave Include reminders matching set to all if you add more filters and want every selected condition to apply. With only one tag condition, the all/any choice does not change which tasks match. Click OK to create the list. (Apple: Create custom Smart Lists in Reminders on Mac)

Apple’s interface also lets you build a Smart List from the Tags section of the sidebar: select the project tag, then choose File > Create Smart List and name it. If you select multiple tags first, the Tags pop-up controls whether the result uses All Selected or Any Selected. For one project tag, the new-list dialog is a straightforward route and makes the filter explicit. (Apple: Create custom Smart Lists in Reminders on Mac)

3. Decide whether to add another filter

A tag-only Smart List is usually the simplest project view: every tagged reminder appears, whether or not it has a due date or priority. You can add filters such as Date, Priority, or Flag when you want a narrower view. For example, add a date filter to see project tasks due in a chosen range. Check the matching rule before adding multiple filters: all means every condition must match, while any means at least one condition must match. Thus, “project tag” and “high priority” limits the list to high-priority items in that project; using any would also admit high-priority tasks from other projects. (Apple: Create custom Smart Lists in Reminders on Mac)

4. Keep the view accurate

When a project task is missing, open the reminder and confirm the project tag is applied as a tag, rather than appearing only as ordinary text. Check for spelling differences or an extra tag filter set to all that the reminder does not meet. When a task appears unexpectedly, confirm it is meant to carry the project tag and review whether the Smart List uses any conditions. Updating the reminder’s tag changes whether it qualifies for the Smart List; deleting a tag removes it from reminders and Smart Lists that use it. (Apple: Tag reminders on Mac)

Smart Lists require updated iCloud Reminders for the features Apple documents here; some features are unavailable with accounts from other providers. Also consider device compatibility if you use older Apple devices: Smart Lists created with certain filters on macOS 13 or later may be hidden on macOS 12 or earlier, iOS 15 or earlier, and iPadOS 15 or earlier. (Apple: Create custom Smart Lists in Reminders on Mac, Apple: About Reminders Smart List filters on Mac)

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