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1. Actions Show Manage Task Recurrence Dates and duration Scheduled start Wed 9 00 AM Scheduled end Wed 12 00 PM Total work 3 hours Yin OO f ys Research documentation tools Task TASK INSERT FORMAT TEXT REVIEW TXOR MM yA Q Save amp Delete Forward OneNote Task Details Taskline Mark Assign Send Status Recurrence Close Complete Task Report Actions Show Manage Task Recurrence Dates and duration Scheduled start Wed Scheduled end Thu Total work 1 day Now open your Tutorial Cal folder to see your tasks in Outlook s calendar The calendar shows exactly the same date and time information as the tasks it is just the view of that information that is different ga 10 11 p 1 2 3 4 5 Calendar task entries the appointments that represent tasks usually get deleted and recreated each time Taskline is run so it is best not to change them but rather change the task instead Tip You can pin calendar task entries so that they survive a Taskline reschedule This enables you to use Taskline to automatically schedule your tasks and then tweak those results manually You have finished the first three activities that describe how to start using Taskline Setting your work week a Entering tasks a Scheduling tasks a Viewing your schedule in Outlook s calendar Tip When you are working with your own tasks bear in mind that it is often difficult to p
2. For Outlook 2007 and 2010 only context right click menu support for calendar task entries is also added This has 4 menu items Open Task Complete and new Whole Task Is Complete and Pin features Taskline Standard Edition n Taskline Standard Edition now supports the same labels functionality as Professional Edition different labels colors can be assigned to different types of tasks What Was New in Previous Taskline Versions
3. Task priority Week commencing Work Description This field represents how important each task is so that Taskline can schedule the more important tasks first This field is equivalent to the Priority A1 value on the Taskline form A1 contains a letter and an optional number This field represents the same priority field used by FranklinCovey PlanPlus More ABC contains just the letter of Priority A1 if set This allows you to group Outlook views by this letter This is the date the task actually started It is only set for a task that is in progress or completed See Progress Fields on a Taskline Task for more information This is the external constraint on the task It can either be blank or set to one of Start on Start on or After Finish on or Finish on or Before More This is the date and time corresponding to any constraint If no constraint time is set a time of 0 00 is shown More This is same as the value for Work remaining but is always represented as a number of hours If this box is checked Taskline completely ignores the task This is used to limit how much time is allocated each day to a longer task More This is used to limit how much time is allocated each week to a longer task More This is the smallest duration that a task can be split into More This field is normally zero However when a task constraint can t be met Taskline sets Missed constraint to the elapsed gap between the
4. a Nothing happens when you click the Taskline button on Outlook s toolbar or the Taskline buttons are missing from Outlook s Ribbon or you get the message Taskline s Outlook Add In is not responding when you start Taskline a You get strange errors with Taskline or Taskline Setup for example User Defined Field UDF errors Ordering What if I lose my Product Key No problem Just click here to visit our Resend Product Key web page and have your registration information automatically resent What if I lose my copy of Taskline Just download another copy from our web site All versions will always be available for download Will I be sent a boxed product No Taskline is downloaded from our web site We have a policy of continuous product improvement and easy access to downloadable product updates makes this possible It also keeps the software price down by removing packaging and shipping costs I have both desktop and laptop computers Do I need to buy 2 licenses if I want to install Taskline on both computers With a single Taskline license you may install Taskline on up to three computers provided that Taskline is used exclusively by you So in this circumstance you need only buy one license Do you give discounts for educational use Yes Discounts are available for students and teachers of legitimate educational institutions Please click here for further information About Taskline Is a PDF version of the help
5. 12 00PM 1 00pm 2 3rd Wed 4th Thu Sth C Fa Sth 7th na 8th Sun Sth Select two or more weekday check boxes to simultaneously edit the times for several days Leave the Start and Stop work boxes blank for days not worked Options Default hours Schedule tasks that have been assigned these hours cane Poy Ha 6 In the Working hours drop down list select Default work week Deselect the Tue check box and then select and delete the text in the Start work box for Tuesday This means that any task assigned the Default work week hours will not get scheduled for a Tuesday Your Working Hours tab should look like the screen shot below Tasks Projects Calendar Working Hours Options Help About Working hours Default work week v New Delete 7 Working day Breaks during the day a Start work Stop work From To Mon 9 00AM 5 00PM 12 00PM 1 00PM 1st break C Tue 5 00PM 12 00PM 1 00PM O2d Wed 9 00AM 5 00PM 12 00PM 1 00PM WThu 9 00AM 5 00PM 12 00PM 1 00PM Sth J Fri 9 00 AM 5 00PM 12 00 PM 1 00PM 6th E 7th Sat ath _ Sun Sth Select two or more weekday check boxes to simultaneously edit the times for several days Leave the Start and Stop work boxes blank for days not worked Options Default hours Schedule tasks that have been assigned these hours ok Cancel Ay Hep 8 Click Apply to save your changes Havin
6. 3 On the Calendar tab of Taskline s dialog reset the My appointments are in and Write task entries to folders back to your main calendar 4 You may now wish to delete the Tutorial Tasks and Tutorial Cal folders you created at the start of this tutorial by dragging them to the Deleted Items folder 5 On Taskline s Advanced Options dialog select the Reset Don t tell me about this again messages check box and click OK This is so that any messages that were permanently dismissed for the purposes of the tutorial are now shown again Introduction to Outlook Tasks and Taskline Planning Your Work If you have a large amount of work to do you generally need to plan the execution of that work so that you know What you should be working on at any given moment When you can expect to get current and future work finished Whether you can meet all of your deadlines What effect taking on new work will have on existing tasks Whether you re behind or ahead of schedule If you re behind schedule you ll want to know as soon as possible because the later you leave corrective action the more difficult it is to remedy the situation a A A U N e Planning your work is called Work Scheduling or Task Scheduling and is an example of good Time Management The first stage in work scheduling is to break your work down into small chunks or tasks Each task should represent a specific part of your work It should be short in duration
7. Enter a unique name for the hours and choose whether to create an empty set of hours or to copy an existing set Click OK to create the new hours To Delete a Set of Working hours a Select the hours you wish to delete from the drop down list box and then click the Delete button a You cannot delete working hours that are currently assigned to one or more tasks you must assign different working hours first a There must always be at least one set of working hours defined so if you delete the last remaining set Taskline will automatically insert a new set of hours called Default work week To Set the Default Hours The default hours are used for tasks that have no working hours assigned Exactly one of the defined working hours must be the default To specify which one select the Default hours radio button To Schedule or Ignore tasks Assigned the Current Hours You can have Taskline ignore all tasks assigned the current working hours by deselecting the Schedule tasks that have been assigned these hours check box Conversely selecting the check box will mean that the tasks are scheduled To Set Your Working hours per Day and Week Taskline also needs to know the number of working hours in a day and in a week Outlook and Taskline use this information to convert days and weeks to hours and vice versa These settings are contained within Outlook To view or change them Outlook 2007 click Tools Options to display t
8. Overdue Tasks This view displays only those tasks that are not yet complete but with a Due Date that has passed Related Topics Customizing the Task Table View Printing Your Task Schedule Having a printed Taskline schedule on your desk really helps to give you focus by reminding you what needs to be done and by when Printing out a calendar containing Taskline s calendar task entries is particularly helpful because you can easily see what you should be currently working on To print your calendar schedule open your calendar folder and then 1 2 For Outlook 2007 click File menu Print to display the Print dialog For Outlook 2010 and 2013 click File or FILE in Outlook 2013 ribbon Print to display the Print screen In the Settings or Print style in Outlook 2007 list on the Print screen or dialog click the style you wish to print Monthly Style is particularly useful for printouts and corresponds to the Monthly calendar view If you are using Outlook 2010 or 2013 click the Print Options button to display the Print dialog Outlook 2007 users can omit this step Choose a date range by using the Print Range settings on the Print dialog to say when you want the printout to start and end Set the font for printing Click the Page Setup button on the Print dialog Here you can change the print font without changing the on screen font Arial Narrow is particularly useful for printing On the same dialog for
9. ii Click the New button which will display the Send Receive Group Name dialog Give the group a name of your choice for example Tasks and OK the dialog You will now have the Send Receive Settings Tasks dialog on screen the exact title of the dialog may differ depending on what you called your Send Receive group Select Microsoft Exchange Server from the Accounts bar on the left hand side of the dialog Select the Include account in this send receive group check box which is located at the top of the dialog In the Check folders to include in send receive list check the folder containing your Taskline tasks Check the Synchronize forms check box and uncheck both the Send mail items and Receive mail items check boxes Then OK the dialog You should now have the Send Receive Groups dialog back on screen Select the send receive group you just created and check the Perform an automatic send receive when exiting check box and then Close this dialog If you are manually synchronizing tasks to your offline folders and you forget to do this when you go offline your tasks folder will effectively contain an old out of date copy of your task list It is advisable not to run Taskline on these out of date tasks or indeed change them in any way whilst offline If you do so Outlook s automatic re sync will most likely fail when you reconnect to Exchange Server Failed synchronization is shown by the task icon being replaced by
10. Keeping Task Work Estimates Up to Date Advanced Scheduling Techniques Task Constraints Often it is not sufficient to simply have one task follow on after another External constraints such as deadlines influence tasks Taskline can take deadlines and other types of constraints into account when scheduling work Taskline features a rich set of constraints that can be used to override the normal sequencing of tasks Constraints are set on the Scheduling control section of Taskline s task form To set a constraint you must first set the type of constraint using the Task should drop down list and then you set the constraint date by typing the date in or by using the Date Picker control Setting a constraint time is optional omitting it means that the constraint applies at any time during the specified day This gives Taskline more scope to optimize the schedule Taskline supports 5 types of constraints Select Start on to make the task start on the constraint date Select Start on or after to make the task start on or after the constraint date Select Finish on to make the task finish on the constraint date Select Finish on or before to make the task finish on or before the constraint date Both Finish on and Finish on or before constraints are useful for deadlines Select Work between when you need to work on a task between 2 dates For example you have a deadline of 3 weeks tomorrow but you can t start work on th
11. Taskline to manage your work tasks quickly and efficiently You now know how to complete the following activities a Enter your work week a Plan tasks Schedule tasks a Customize the Tasks folder view to display information from Taskline a Show tasks in your Outlook Calendar a Identify the status of different tasks on your Outlook Calendar a Define and use multiple Working hours Adjust your work schedule when you complete tasks The Planning Your Work topic is now recommended further reading It offers useful guidelines on how to plan your work effectively Some other topics you might now like to explore which were not covered in this tutorial are a Organizing Completed Tasks a Recording Task Progress via Outlook s Calendar a Using Projects a Preparation and Travel Time on Appointments a Changing how Taskline Splits Tasks during Scheduling a Pinning to Manually Override some or all of Taskline s Scheduling a Giving Calendar Task Entries Colors Defining the Subject of Calendar Task Entries Tidy Up 1 On the Tasks tab on Taskline s dialog reset the Schedule the tasks in folder back to the folder that contains your main task list 2 On the same tab you may also wish to select the Default to current date and time check box This tells Taskline to automatically use the current date and time as the starting point for your schedule Selecting this check box saves you having to continually select a new date
12. These are replaced by actual values from the task or task entry to create the task entry subject There are four templates shown in four boxes The first template is used to define the subject of task entries for work that is still outstanding The second template is used to task entries that represent completed work The third is used for milestones that are yet to be achieved and the last is used for completed milestones More about milestones For example if you type lt TaskSubject gt as the template then each task entry will be given the same subject of the task it represents lt TaskSubject gt is an example of a token which is some text that gets replaced by whatever it represents There are many different tokens available For example lt TaskTotalWork gt represents the task s duration Any characters in the template that are not part of a token get copied to the task entry subject unchanged For example if you entered Task duration is lt TaskTotalWork gt as your template then for the example above the task entry would be given the Subject Task duration is 1 5 hrs A link to the complete list of available tokens is shown below Some represent task details others represent task entry details On the Calendar Task Entry Subject dialog you can see whether the template you type in is correct because the dialog shows you the results of processing your template for an imaginary task and milestone Note e The Enable tim
13. ip Drafts 5l Sent Items Deleted Items Calendar Contacts B Journal Junk E mail Notes IS Outbox SEND RECEIVE FOLDER VIEW an 4 p AA A fA FE Mee IV x x re E3 bg Meeting y Delete Reply Reply Forward Ei More Mi All Com Delete Respond N z Open in New Window E New Folder JECT e a here to add a new Task Bename ro iy Copy Folder KR Pelete Folde 2 Sor je Z a Move Up v eL Properties I RSS Feeds Y Tasks B Search Folders Mail Calendar People Tasks ITEMS 0 S REMINDERS 7 The Create New Folder dialog will be displayed 3 Type the name you wish to give your new folder into the Name box 4 Click OK to have Outlook create the new folder Related Topics Organizing Completed Tasks Showing Your Tasks in the Outlook Calendar Reminders Outlook tasks and appointments can issue reminders before they are due to start This can be an excellent memory jogger Taskline tasks introduce their own reminder system so with tasks you have 2 choices you can use either the standard Outlook reminder or you can use Taskline s reminder facility However you cannot use both at the same time on the same task because the Taskline reminder works by setting up the Outlook reminder for you Outlook Task Reminders Open the task form for a task On the Task tab you will see the Reminder check box If you check this Outlook will issue you a reminder at the date and time you spe
14. 11 00 AM Mon 10 14 2013 12 30 PM Produce internal phone directory 3 5 h Mon 10 14 2013 1 30 PM Mon 10 14 2013 5 00 PM Six monthly review Susan 1 5 h Tue 10 15 2013 9 00 AM Tue 10 15 2013 10 30 AM Produce internal phone directory 2 h Tue 10 15 2013 10 30 AM Tue 10 15 2013 12 30 PM Produce internal phone directory 3 5 h Tue 10 15 2013 1 30 PM Tue 10 15 2013 5 00 PM Produce internal phone directory 3 5 h Wed 10 16 2013 9 00 AM Wed 10 16 2013 12 30 PM Produce internal phone directory 3 5 h Wed 10 16 2013 1 30 PM Wed 10 16 2013 5 00 PM Produce internal phone directory 3 5 h Thu 10 17 2013 9 00 AM Thu 10 17 2013 12 30 PM Produce internal phone directory 3 h Thu 10 17 2013 1 30 PM Thu 10 17 2013 4 30 PM Consult Outlook s online help for details on creating Calendar Table views Related Topics About Appointments Creating New Appointments Recurring Appointments Showing Your Tasks in the Outlook Calendar Creating New Appointments There are several ways to enter a new appointment into Outlook s calendar Enter the details of your appointment on the Appointment form To get an appointment form for a new appointment a In Outlook 2007 click File menu New Appointment In Outlook 2010 and 2013 click the New Appointment button on the Home Outlook 2013 HOME ribbon a Or for any Outlook version simply double click a blank area of the calendar Or again for any Outlook version type Control Shift A a On a D
15. 2010 or 2013 click File or FILE in Outlook 2013 then Options in the left hand bar then Tasks in the left hand bar If you work the same hours each day the hours you work each day and week are obvious However if you work different hours on different days what values should you use For Working hours per week add up all the hours you actually work in a week To set a suitable value for Working hours per day consider a task that takes one day to complete Then ask yourself how many hours that task would take to complete this is the setting you should use for working hours per day Generally if you work the same hours on most days enter that many hours If you work different hours almost every day enter the number of working hours per week divided by the number of days you work Example 1 You work 9am to 6pm Monday to Thursday and 9am to 4pm on a Friday with a 1pm to 2pm lunch break each day You could enter the Working hours per day as either 8 your Monday to Thursday hours or 7 6 your average working day 8 is probably the better choice Enter the Working hours per week as 38 Example 2 You work 9am to 5pm Monday to Friday and 9am to 12pm on Saturday with a 12 30pm to 1 30pm lunch break Monday to Friday a Enter Working hours per day as 7 Enter Working hours per week as 38 Further Considerations for Taskline Standard Edition If you are using Taskline Professional Edition Taskline directly supports the wo
16. 30 PM Fri 5 9 2014 2 30 PM When the Show as option on the Taskline dialog Calendar tab is set to Appointments with accurate start and end times your tasks result in the following task entries in Outlook s calendar 10 11 12m Notice how a single task can result in several task entries This is because few tasks are worked on non stop You may do some of a task in the morning stop for lunch do some more in the afternoon stop at the end of the day and then finish it off the following day Task entries show all this information whereas tasks only summarize it by showing only dates for the Scheduled start and the Scheduled end When the Show as option is set to All day events from task Scheduled start to Scheduled end the tasks are shown as below This is the same schedule just represented differently MONDAY TUESDAY WEDNESDAY 5 6 Produce internal phone directory 22 5 h Interviews for new admin assista Six monthly review Susan 1 5 h Management meeting 1 5 h Other guidelines for task entries are as follows You can color task entries differently from regular appointments How You can use the Show time as list on the Calendar tab of Taskline s main dialog box to have Calendar task entries created as Busy Free Tentative Out of Office or for Outlook 2013 and later Working Elsewhere You can use this feature to help distinguish Calendar task entries from regular appointments in any version of Outloo
17. Calendar tab of the Taskline s dialog which can be overridden on a per appointment basis How There are new options to show task entries in the calendar as all day events More There is a new option to show milestones in the calendar as all day events More If you use Outlook 2002 or newer you can also use labels to give milestones a different color on the calendar to highlight them How Task priorities now use the A00 Z99 format The Task priority option has been replaced with the Priority A1 option on the Taskline form The former Task priority option in Taskline versions 1 and 2 0 is still supported but does not appear on the Taskline form A new read only task field is available to add to the task list view in Outlook Hours remaining This is same as the value for Work remaining but is always represented as a number of hours The Ignore this task check box is selected by default in this version of Taskline However when you enter information in the Total work box this automatically clears the Ignore this task check box allowing Taskline to schedule the task Thus to schedule milestones which have zero hours Total work you will now need to manually clear the Ignore this task check box Taskline 2 1 is now compatible with FranklinCovey PlanPlus versions 1 2 and 3 You can now order tasks by the task subject This is useful if you or other software place a code or priority at the start of the task subj
18. Ins Task Scheduling a There is a new Work Between constraint type which allows you to specify 2 dates between which a task must be carried out You can now edit Taskline created task entries in the calendar and pin these so that they survive a Taskline reschedule So you can use Taskline to automatically schedule your tasks and then tweak those results manually Pinned entries do not get deleted and recreated during a Taskline reschedule rather they stay put Moving a calendar task entry will automatically pin it 7 gt For Taskline Professional Edition only there is a new Max time per day setting This is used to limit the amount of time allocated to a task each day It can be used to spread a longer task out over several days or weeks for example to divide your time between 2 or more tasks rather than working on a single task exclusively until it s completed n gt For Taskline Professional Edition only there is a new Max time per week setting This is used to limit how much time is allocated each week to a long task Miscellaneous Changes a You can now limit how many days in the calendar after the First task starts at date display scheduled tasks User Interface Changes The Taskline toolbar button is replaced by ribbon controls on Outlook 2010 and above The ribbon has a new Reschedule button which runs Taskline immediately without showing the dialog first a Ribbon support is added for calendar task entries
19. Junk All E leans Ee New Delete Respond Quick Steps 5 ADD IN PROBLEM A problem was detected with an add in and it has been disabled 4 To fix this click the View Disabled Add ins button or click the FILE tab and then the Manage Add ins button This will display the Disabled Add ins dialog Outlook detected an add in problem These add ins decreased performance or caused Outlook to crash Taskline Add In Ribbon Add main ribbon support to the Taskline Add In This add in caused Outlook to start slowly Always enable this add in Taskline Add In 2007 Taskline schedules your Outlook task list so you know when each task wil 1 141 seconc This add in caused Outlook to start slowly Always enable this add in Clos __ Click the Always enable this add in buttons for both Taskline s Add Ins Outlook VBA Code and Taskline Accessing Taskline Custom Task Properties User Defined Fields To access Taskline s custom task properties use Task UserProperties Name of Property For example to assign to the Priority A1 property use Task UserProperties A1 B25 A full list of Taskline custom properties is available at Fields Specific to Taskline Tasks Example Code The following example creates a new Taskline task It then assigns values to various standard and Taskline specific task properties Private Sub CreateTasklineTask Dim Task As TaskItem Set T
20. Taskline now allows you to prefix the task subject with some text so that you have a record of which tasks need attention The default characters are Missed task constraints still result in a message box at the end of the task reschedule There is a new Missed constraint task field which gives the elapsed gap between the scheduled date and the constraint date This enables you to create an Outlook view highlighting tasks that need attention optionally sorted into an order showing which tasks have missed their constraints by the greatest amounts Regenerating tasks now get a warning message rather than an error message when their date is missed This message will go away if the Taskline should set Start and Due to the Scheduled dates option is set Furthermore regenerating tasks that miss their dates will not mark the task as requiring attention This is because regenerating tasks generally represent something that needs doing repeatedly but not on specific dates Regenerating tasks are a specific type of recurring task Background reschedules no longer pop up an alert if task constraints are missed There are new reschedule options on the Advanced Options dialog that help you to understand how Taskline schedules your tasks Miscellaneous Changes A task import feature creates tasks from text one task per line of text This is to quickly convert a text To Do list into Outlook tasks There is a new Advanced Optio
21. a recurring task has a Due date and no Start date then that task is scheduled as if it has a Finish on constraint This default way of scheduling recurring tasks can be changed using the options in the Recurring tasks section of the Advanced Options dialog More A missed recurrence date will also result in Taskline issuing a missed constraint alert Regenerating Tasks Milder warnings are issued for regenerating tasks that miss their recurrence date These warnings will go away if the Taskline should set Start and Due to the Scheduled dates option is set Furthermore regenerating tasks that miss their dates will not mark the task as requiring attention This is because regenerating tasks generally represent something that needs doing repeatedly but not on specific dates Regenerating tasks are a specific type of recurring task Entering Constraints on Outlook s Task Table View You can also enter task constraints in Outlook s table view if you have added the Constraint and Constraint date columns to your view see Adding New Columns for information on how to do this Just type the name of the constraint for example Finish on in the constraint column for the appropriate task To reduce typing the constraint abbreviations SO SOOA FO FOOB and WB can also be used These stand for Start On Start on or after Finish On Finish on or before and Work between respectively To remove a constraint select the blank Task should entry on
22. and down Outlook s task list However to do this you need to set up a task view with sorting and grouping switched off Alternatively use Priority A1 perhaps by adding an Ai column to the standard GTD task views With Priority A1 tasks are given a priority ranging from AOO to Z99 a In your Weekly Review reassess task priorities Also check that you have not forgotten anything omitting tasks is a common mistake Then run Taskline to reschedule your task list and set the new focus for the coming week and beyond Version 4 1 Copyright 2002 2015 ResultsWare Limited All Rights Reserved ResultsWoye Taskline and ResultsWare are registered trademarks of ResultsWare Limited Outlook and Windows are registered trademarks of Microsoft Corporation Taskline Shortcut Key You can start Taskline by using the Ctrl Alt F5 shortcut key if you selected this option when you ran Taskline Setup If you didn t select the option and you would like to use the shortcut key run Taskline Setup again do not uninstall first Summary of Task Schedule The Summary of Task Schedule dialog reports information about your task list The main list summarizes information by either Project or Category depending on which Task analysis option you have selected The Copy Table to Clipboard enables you to quickly copy and paste the summary information into another application such as Microsoft Excel The summary is only shown if the
23. boxes in one operation Enter the time you are ready to start working on your tasks on this day If you do not work this day leave all the boxes on the row blank Enter the time you stop working on your tasks on this day Use 0 00 for midnight If you do not work this day leave all the boxes on the row blank If you take a regular break during the day such as a lunch break enter the time you start your break here Enter the time you end your break here You can define up to 4 breaks during the day Use these radio buttons to select which break you want to view or edit If a task has no Working hours assigned the Default Hours are used You define which hours are the default ones by selecting this radio button If you want Taskline to ignore i e not schedule all tasks assigned these Working hours deselect this check box a You cannot predict all tasks in advance and hence you should make an allowance in your schedule for unpredictable or spontaneous events such as phone calls interruptions etc Build some contingency or slack time into your schedule You could do this by adding a day time break to represent the contingency for example Over estimating the Total work for your tasks is another good method Tips To assign Working hours to a task select the hours from the Working hours drop down list on the Taskline tab of the task form in Outlook Note that Taskline can sometimes automatically set Working hours for you
24. can use the Max time per day or Max time per week settings to represent this For example if you wish to spend 1 hour a week catching up on email newsletters you could set up a 12 hour task and set Max time per week to 1 hour This would of course stop after 12 weeks so you might wish to change this number or create a new task after 12 weeks as appropriate If you only wanted to do this reading on a Friday you could assign the task Working Hours that only had working time on a Friday This would still allow Taskline the flexibility to schedule that work any time on Friday fitting in with your other work But if you specifically wanted to do this reading between say 4pm and 5pm or you wanted a task with a more complicated recurring pattern you would be better off creating a recurring appointment instead You can also create a recurring task in Outlook However in this case Taskline will only schedule the next occurrence of that task Related Topics Task Form Recurring Tasks Splitting Tasks During Scheduling Manually Overriding Some or all of Taskline s Scheduling You may wish to use Taskline to automatically schedule your tasks but then perhaps make some manual adjustments to the resultant schedule This could for example be because parts of a task can only be worked on while someone else is with you or to work on parts of a task outside normal working hours or simply personal preference You handle these cases by simply drag
25. click on the Help and Support button on the Help About tab of Taskline s main dialog Then choose the Report a Bug Option and click oK Requirements and Compatibility What are the system requirements for Taskline System requirements are detailed at the end of the Product Details page What version of Outlook does Taskline require Taskline Version 4 requires Microsoft Outlook 2007 or the 32 bit or 64 bit versions of Outlook 2010 or 2013 Taskline Version 3 works with Outlook 2000 2002 2003 and 2007 Does Taskline work with Microsoft Exchange Server Yes Taskline works well when Outlook is connected to Microsoft Exchange Server But please note that Taskline has not been tested with non Microsoft Exchange Server replacements such as HP Open Mail or SUSE OpenExchange Server We recommend that you do not install Taskline if you are using a non Microsoft exchange server Will Taskline work with Outlook Express No Taskline requires Outlook Outlook Express does not support tasks Is there a version of Taskline for the Mac No sorry Taskline requires Microsoft Windows Taskline and the Getting Things Done Outlook Add In Is Taskline compatible with Netcentrics Getting Things Done Outlook Addin Yes Taskline is compatible with GTD Click here to find out more about how these two great tools can work together to manage your workload and save you time Do you have any recommendations on how Taskline and GTD can w
26. crossed swords You will then need to open tasks to resolve each synchronization conflict manually Outlook 2003 If you have Outlook 2003 you should have no synchronization issues if you enable Cached Exchange Mode If you prefer not to use Cached Exchange Mode then please follow the guidelines for Outlook 2002 However note that the Outlook 2002 menu item Tools Send Receive Settings has moved in Outlook 2003 to Tools Send Receive Send Receive Settings Related Topics Synchronization Conflicts Using Taskline with FranklinCovey PlanPlus Taskline is compatible with FranklinCovey PlanPlus versions 1 thru 6 When using both PlanPlus and Taskline there are a few minor issues to note a Taskline and PlanPlus use the same Priority A1 setting on a task Taskline allows values for Priority A1 ranging from A00 to Z99 However for maximum compatibility with PlanPlus you should restrict your use of Priority A1 values to the range AOO to C99 a By default Taskline will not schedule PlanPlus Masters tasks which are tasks without a Due date that are in the default Tasks folder However in other tasks folders tasks with Due dates are scheduled You can have Taskline schedule PlanPlus Masters tasks by selecting the Schedule PlanPlus Masters tasks option which is on the Advanced Options dialog The Require that all tasks are assigned a category option on the Advanced Options dialog is not supported You cannot
27. describes how you can mark tasks as completed Accounting for Completed Work Taskline allows you to track and view the work that you complete both on your Outlook calendar and your Outlook task list Marking a task as Complete also tells Taskline to stop scheduling that task for a future date You d like to keep a record in your calendar of what you did and when We need to change a setting on Taskline to enable this 1 In Outlook click Settings on Outlook 2007 click ala Taskline to display Taskline s main dialog 2 Click the Calendar tab 3 Select the Keep a record of completed work check box if necessary 4 Click Apply to save this change and then Cancel to close the Taskline dialog In our tutorial example it is now Monday evening and you want to update your schedule for the rest of the week During Monday you did 7 hours work on the User manual chapter 2 task as planned However you now think that this task involves 16 hours work and not the 14 hours you originally estimated You update the task to reflect your progress and latest estimate as follows 1 In Outlook open the Tutorial Tasks folder 2 Double click the User manual chapter 2 task to open it 3 On the Taskline tab Change Total work from 2d to 16h a In the Actual Work box enter 1d to account for the time you have spent on this task so far Press the Tab key on your keyboard to update the form You will see that Work remaining gets updat
28. each working day For example if hours per you start work and 9 00am end work at 5 30pm and take a 1 hour day break during the day enter 7 5 hours Note that this setting does not affect the length of the working day Rather it is used by both Outlook and Taskline to convert between days and hours For example if a value of 8 is supplied Outlook and Taskline will know that when 2d is entered for say task Actual Work this equates to 16 hours Working Enter the number of hours you work each week Note that this setting hours per does not affect the length of the working week Rather it is used by both week Outlook and Taskline to convert between weeks and hours For example if a value of 40 is supplied Outlook and Taskline will know that when 2w is entered for say task Total work this equates to 80 hours work on the following days Mon Tue etc Select each day you work Important a You cannot predict all tasks in advance and hence you should make an allowance in your schedule for unpredictable or spontaneous events such as phone calls Build some contingency or slack time into your schedule You could do this by adding a day time break to represent the contingency for example Over estimating the Total work for your tasks is another good method Tip Consider planning some personal or thinking time at the start of the day perhaps to plan the day s work You could do this by entering a start work time slightly la
29. force tasks to have a category assigned when PlanPlus is installed The PDA sync software that comes with PlanPlus will not synchronize Taskline tasks Franklin Covey is a registered trademark of Franklin Covey Co Related Topics Advanced Options Dialog Using Taskline with the Getting Things Done Outlook Add In Taskline is compatible with NetCentrics Corporation s Getting Things Done Outlook add in versions 1 2 2 5 and 2 7 5 When you create a task using Getting Things Done you may get a standard Outlook task To have GTD create a Taskline task you will need to change a GTD setting Please click here to see our FAQ entry on this subject How can Taskline and GTD Work Together We suggest you generally use Taskline as you would anyway i e use it to schedule your task list But some specific recommendations are a Total work Taskline requires that each task is assigned an amount of Total work which is your best guess at how long you think the task will take For tasks that are created from emails by GTD we suggest that you select the Show Created Task check box on the Add to Action List dialog and add the Total work there and then at task creation time If you don t want Taskline to schedule the task leave Total work as zero Taskline Professional Edition works well with GTD Actions such as Home Office etc gt Create a set of Taskline Working hours for each GTD Action that requires its own hours How
30. have a need to work on certain tasks at odd hours for example working late one night to get something finished You can force a task to start or end at any time you wish by placing a Start on or Finish on constraint on the task and then assigning the standard 24 7 Working hours which are set up to allow working 24 hours per day 7 days per week Dividing Your Time Working in Several Locations or on Several Projects You may work at different offices and only certain tasks can be done at certain offices Or you may work on several projects at once and wish to divide your time equally between them Creating Working hours specific to each office or project will allow you to address this requirement in a simple and flexible way Spreading a Long Task Out Over Several Days Taskline currently allocates time for all of a task before moving on to the next one This is usually the most productive way of working However there may be times when you want to spread a long task out over several days for example working 2 hours per day on it You can address this requirement by creating a set of Working hours for 2 hour each day and assigning these to the task Tip gt The Max time per day and Max time per week settings offer a better way to spread a long task out over time if you don t mind which time slots allocated More Modeling Recurring Tasks If for example you had a task that recurred every Monday for 1 hour each morning you
31. information on the Working Hours tab of the Taskline dialog box If you are using Taskline Standard Edition you use the Working Week tab How a Limit the amount of time allocated to a task per day or per week for example to spread a longer task out over several days or weeks rather than working on it exclusively until it is completed How a Manually override some or all of Taskline s scheduling by Pinning tasks or parts of tasks in Outlook s calendar Update the tasks table view in Outlook to show task information particularly relevant to Taskline tasks such as the Scheduled start and Schedule end dates Priority A1 and Total work How Read some useful tips and guidelines on Planning Your Work effectively a Find out how Taskline can help you What Taskline Can Do For You A task is something you have to do such as fill in your expenses claim or wash the car Many people write down all their tasks on a piece of paper to create a to do list Outlook s task list is a computerized version of this paper to do list The standard Outlook task list allows you to create tasks display them in a list and delegate them to others However Outlook cannot automatically schedule tasks so you do not know when anything will get completed or should be started You do not know if deadlines can be met This is where Taskline can help If you place appointments in the Outlook calendar Taskline can put the tasks there too so that you have
32. into folders that contain mail items such as the Inbox On the Tasks tab of the main dialog Taskline lets you specify where the tasks are that you want scheduling and where to optionally move completed tasks to On the Calendar tab Taskline lets you specify the folder containing your appointments and optionally the folder that is to contain your task entries In all cases you specify your choice of folder by clicking on the Select button to bring up the Select Folder dialog From here you can choose an existing folder or create a new one Creating New Outlook Folders 1 If Outlook s Folder List isn t already displayed have Outlook display it a In Outlook 2007 and 2010 click View Navigation Pane Normal and then click the Folder List icon Ld at the bottom of the Navigation Pane LJ Inbox 3 LA Drafts L Sent Items a Deleted Items J Actioned Read a Calendar v gt A Aa a daa Items 27 A Reminders 7 a In Outlook 2013 click at the bottom of the main window and then click Folders on the pop up menu Inbox 2 iz Drafts Ey Sent Items Navigation Options Deleted Items On Actioned Read E Notes ET Amazon E Folders Shortcuts Mail Calendar People Tasks aLa ITEMS 27 UNREAD 16 S REMINDERS 11 2 On the Folder List right click an existing folder and click New Folder on the pop up menu New New New Task Email Items New 4 Outlook Inbox
33. is sufficient However sometimes you might want more control For some tasks you might want to specify the minimum length of time for each part of the task a At other times you might want to schedule an entire task in one time slot without dividing the task into shorter parts In this case you need to completely turn off task splitting for a specific task The default Taskline setting is to split tasks and schedule any remaining part into the next available time slot no matter how short the slot is However you may want to control the length of each part You can do this when you set a minimum number of hours or minutes that Taskline can split a task into For example if you work more efficiently in one hour increments you would not want to schedule part of a task in a time slot that lasts only thirty minutes You would want each part of the task to last at least one hour You can set a default minimum number of hours or minutes for all split tasks by clicking the Taskline button and then selecting the Options tab You can enter a value in the Default minimum task split box Now when Taskline schedules a task and encounters conflicting items the software splits the task into parts no shorter than the value that you enter To allow Taskline to split a task the Task can be split check box on the Taskline tab of the task form in Outlook must be selected This check box is selected by default when you create a task On the other h
34. move to a 2nd task folder I call Future Work Keeping this split helps me focus on the work in hand and also helps psychologically staring at a huge task list can be depressing I keep my Future Work list in approximate priority order When my working task list gets down to about 20 tasks I move the 30 or so most important tasks from my Future Work folder to my working tasks folder putting them into the exact order I intend to work on them in the process Periodically when I want to see the big picture I run Taskline on my Future Work folder When I do this I set the First Task Start At date to the finish date of the last task on my working task list This then gives me a good feel for when long term work is likely to be completed Task Planning With Taskline A Recommended Approach We often get asked about best practice with Taskline Best practice is hard to define as different processes work for different people in different situations but the following approach should work well for most people 1 Firstly working to an unachievable schedule is stressful and disheartening so take a little time to make sure that your schedule is achievable Check that a You haven t left any tasks out Task Total work values are reasonable Appointment travel times are reasonable Task ordering is correct Any applicable deadlines have been entered moaqos You have left yourself enough free time to manage the inevitable unscheduled interr
35. of the Taskline task form in Outlook For example let s say that you work 8 hours a day 5 days a week and that you have a 16 hour task to complete a With both Max time per day and Max time per week unset the task will get scheduled for 2 contiguous days Note Like all the examples here this assumes that no other appointments or higher priority tasks influence the scheduling Let s say that the task is boring and you only fancy doing a bit each day If you set Max time per day to 2 hours the task will now get scheduled over 8 working days 2 hours each day Let s assume that the task is a report that you want to spread out over 4 weeks writing it as the information you require gradually comes in Set Max time per week to 4 hours to achieve this Tips e You can set both Max time per day and Max time per week on the same task This gives you a great deal of flexibility as to how longer tasks are scheduled e Max time per day Max time per week Minimum split and task constraints can all interact during task scheduling and as a consequence it can sometimes be difficult to understand why Taskline has scheduled tasks in the way it has To simplify matters and help you understand the results of a reschedule Taskline has options to switch off certain task settings such as Minimum split These are in the Understanding Taskline section of the Advanced Options dialog Recurring Tasks If you have a task you wish to do repeatedly you
36. of three things 1 Delay some constraint if possible 2 Phones the client to tell them to expect a delay As he points out this step is important clients will usually accept some delay if you tell them about it in advance 3 Phones his wife to tell her he s going to be working late Taskline Tip An Alternative Scheme for Prioritizing and Organizing Tasks This is how our support engineer Charles Sinclair manages his tasks Charles has a lot of scheduled work to do such as authoring our web site and Taskline Q A work as well as handling all of our support He wrote Personally I don t use Priority A1 I prefer to use Natural Order for several reasons 1 I can only work on one task at any one time and so I like a system that forces me to put tasks into priority order With Priority A1 you can give several tasks the same priority and so continually defer What shall I do next decisions This can be unproductive if you end up revisiting the same issue several times 2 I can change the priority of a task visually by dragging it up or down the task list 3 You cannot get duplicate priorities When you change a task s priority other tasks in effect have their priorities automatically updated to accommodate this Of course if you have 100 s of tasks deciding individual priorities is difficult To get round this I just keep roughly 30 to 90 it varies a lot of my most pressing tasks in my Tasks folder The rest I
37. one view that completely details everything you have to do Taskline will keep the calendar automatically updated as things change Taskline accomplishes a similar job to expensive project management applications it offers much of the power of the critical path analysis but without the complexity Taskline gives you answers to fundamental time planning questions such as 1 When should I start each task and when can I expect to finish 2 When will I finish my current to do list 3 Are all my current deadlines actually achievable With Taskline you can also quickly re schedule your tasks in response to changing priorities or new commitments Unfinished tasks are automatically carried forward Is it possible to complete that new assignment by the required deadline given all your existing commitments Taskline can tell you Taskline organizes your schedule in the following ways Assigns each task a recommended or most likely start and end date and time This process is called Task Scheduling Such scheduling takes into account a Preferred task order a Your normal working week and breaks during the day such as lunch breaks a The other commitments in your calendar such as meetings and holidays Traveling time to and from meetings and other appointments a External influences on tasks such as deadlines Tells you when you can expect to finish your task list or parts of it Tells you how new work will affect your existing
38. order but only if this is necessary to make sure that the constraint is met This allows you to forget about deadlines when setting the task order Taskline keeps track of these for you a A task with a missed constraint or a recurring task that has missed its recurrence date is regarded by Taskline as overdue Overdue tasks take priority over all others Different tasks assigned different Working Hours can get scheduled out of order because some time slots might only be available to certain tasks a If you have turned off Task can be split or if you have set Minimum split on a task then it s possible that a higher priority task isn t able to use the first available free time slot because it s too small Thus the task will get scheduled in a later time slot leaving the earlier one free for another perhaps lower priority task Note e For tasks that have an external constraint and are part of a Select any other tasks also affected by this constraint selection then the order of those tasks is rigidly adhered to However for reasons outlined above you could still get gaps between such tasks and these gaps could get filled by other tasks to give a more optimum schedule The task fields you can use to set the order in which tasks are scheduled are Natural order Tasks in an Outlook folder have a natural order This is the order in which they are displayed when all sorting and grouping is switched off and is the order you creat
39. scheduled date and the Constraint date This denotes the name of the project that the task belongs to if any More Whether a Taskline Reminder has been set More about reminders If a Taskline Reminder has been set this field represents how many working minutes before the Scheduled start the Reminder should go off More about reminders The date and time the task is scheduled or planned to end More The date and time the task is scheduled or planned to start More The Show as value to be assigned to this task s calendar task entries A way of showing if the task can be split into several shorter parts during scheduling The value is true if the task can be split and false otherwise More A way of saying how important each task is so that Taskline can schedule the more important ones first This field supports tasks created with Taskline Version 2 0 and older This field is not recommended for use with tasks created with Taskline Version 2 1 and newer The date of the start of the week that the task starts on This field is useful for grouping tasks on an Outlook table view More about grouping You cannot set Work remaining as Taskline calculates this value Work remaining remaining shows the amount of work that is still outstanding on the task More Working The Working hours assigned to the task More hours Related Topics The Taskline Task Form Changing the Way Columns and Column Values are Displayed By defa
40. someone to enter the Outlook password Taskline Dialog Box You can access the Taskline dialog box by clicking Settings on Outlook 2007 click ifa Taskline in Outlook or clicking the Taskline icon on the Desktop The dialog box displays several tabs Tasks Projects Calendar Working Week Working hours Options and Help About rye OK Cancel Apply Help This button displays Help for an item on the dialog box When you click this help button the cursor will change to an arrow and a question mark If you click one of the controls on the dialog box a help window displays information on the control you just click This button closes the dialog box It has the same effect as clicking Cancel Click OK to save all of your changes and run Taskline Click Cancel to throw away any changes and close the dialog box without running Taskline Cancel does not lose any changes that have been previously saved by clicking OK or Apply Click Apply to save your changes Apply does not run Taskline and the dialog box will stay on screen Note that Apply only becomes available if unsaved changes exist Click Help to display this help file The Help topic for the current tab appears Related Topics Tasks Tab Projects Tab Calendar Tab J Working hours Tab G Working Week Tab Options Tab Help About Tab Tasks Tab First task starts at First task starts at Default to current date and time Enter the date and ti
41. task and enter values on the Taskline tab of the Taskline form Renumber or re letter the following task types too Ignored tasks Tasks that are Normally Taskline does not process tasks which have the Ignore this task check box set This check box is on the Taskline tab of the task form However you can select the Ignored tasks check box to have Taskline renumber or re letter ignored tasks too which is useful if you have some tasks that are temporarily on hold but you don t want them to get out of sequence during a renumber Normally Taskline does not process tasks that have their Status set to Deferred or Waiting on someone else However you can select this deferred or option to have Taskline renumber or re letter these tasks too which is waiting on useful if you have some deferred or waiting tasks that you don t wish to get someone out of sequence during a renumber else Related Topics Defining the Order in Which Tasks are Scheduled Priority A1 on the Taskline Task Form Import Tasks Taskline allows you to take a task list created in a text editor or a word processor such as Notepad or Word and create a set of tasks in Outlook from that list Your list should be one task subject per line Each line of text will result in the creation of one new task with the task s subject taken from that line of text To import tasks 1 2 Select your list in your text editor and copy it to the Windows clipboar
42. the Monthly Style only it is often useful to clear the Print Exactly One Month Per Page check box if you are printing out a schedule mid month Click OK on the Page Setup dialog to save your changes and then click OK on the Print dialog to print your schedule You may also wish to filter your calendar before printing For example you may have routine reminders in your calendar that you don t want to appear on your printout You could filter on for example category or Show time as to remove certain types of appointments from your printout Please consult Outlook s documentation for instructions on filtering views Progress Working Through Your Task List As you work through your task list you will want to mark up your progress for the following reasons 1 You know what has been done and what is still to do 2 Taskline carries forward uncompleted work scheduling it for a future date If Taskline isn t told when task work has been completed this work will get carried forward too and hence the resultant schedule will not be correct Marking up progress also optionally allows you to keep an accurate record of what work you have completed and when it was done When scheduling tasks Taskline places tasks or parts of tasks that still have outstanding work after the First task starts at date Completed tasks or completed parts of tasks are never scheduled by Taskline These are left alone as they form a historical record of past w
43. the day Start work Stop work From To WlMon 9 00AM 5 00PM 12 00PM 1 00PM 1st break Tue 9 00AM 5 00PM 12 00PM 1 00pm O2nd Wed 9 00AM 5 00PM 12 00PM 1 00PM rie V Thu 9 00 AM 5 00PM 12 00PM 1 00PM Sth V Fri 9 00 AM 5 00PM 12 00PM 1 00PM 6th 7th zy ath _ Sun 9th Select two or more weekday check boxes to simultaneously edit the times for eavaral dave aava the Ctart and Ctan unde hawae hlank far dave nat wnrdrad sri re sig ec iii EEEE ee ha ice Options Default hours V Schedule tasks that have been assigned these hours How Many Hours Do You Work in a Day Some people work 10 hours a day others much less When we tell Taskline or Outlook that a task lasts for 1 day or for 1 week how many hours does that mean So for the final part of our initial setup we must now tell Outlook how many working hours there are in a day and in a week a If you are using Outlook 2007 click Tools menu gt Options Other tab Advanced Options button to display the Advanced Options dialog a If you are using Outlook 2010 or 2013 click File or FILE in Outlook 2013 then Options in the left hand bar then Tasks in the left hand bar 1 In Task working hours per day enter 7 Note that this information excludes your lunch hour 2 In Task working hours per week enter 35 3 Click OK on all the open Outlook dialogs Entering Your Tasks The first stage in wor
44. the item first erg lo Print ga Invite Attendees Forward E Private Show As p Categorize gt Delete F x HHS p Open Task 5 Complete Whole Task is Complete r 8 Invite Attendees amp Forward i Private Show As A H Categorize gt X Delete H Open Task Complete r Whole Task is Complete ene e You can pin or unpin several tasks at once by selecting several calender task entries and right clicking any one of them The clicked menu option will then apply to all selected calendar task entries e You can have pinned and unpinned items display in different colors How Related Topics Showing Your Tasks in the Outlook Calendar Choosing Outlook Folders When you first install Outlook you get one task folder called Tasks and one calendar folder called Calendar These are the only task and calendar folders you actually need but you may find it convenient to create new folders For example you may wish to keep your current Outlook tasks in one folder and your completed work in another Folders in Outlook are very much like folders in Windows Explorer They are a hierarchical method of organizing items They are hierarchical because folders can contain other folders One difference is that Outlook folders can only contain items of one type For example task folders can only contain tasks although you can place Office documents directly
45. there is also a Whole Task is Complete menu option This is equivalent to clicking the Open Task button then setting Status to Completed and clicking Save and Close on the task ni Quick Print Invite Attendees Forward ame Integrat Private Show As ESIE Categorize gt Delete Open Task XEN De Bs Complete P E Whole Task is Comp me a Pin F Note e If a calendar task entry is only partially complete and you wish to record this then you will need to add progress via the task Adding or removing progress on a calendar task entry will automatically add or remove an equivalent amount of progress on the task If a task has just one calendar task entry then setting the calendar task entry as Complete will also mark the task as Complete Similarly clearing the Complete check box on a calendar task entry will mark the task as Not Started In both cases task Actual Work will be updated If one task has several calendar task entries then the task will be updated proportionately For example consider a 2 hour task which has two 1 hour calendar task entries o Marking one of these calendar task entries as Complete will set the task to 50 Complete Status to In Progress and Actual Work to 1 hour o Marking the second calendar task entry as also Complete will set the task to 100 Complete Status to Complete and update Actual Work to 2 hours If a calendar task entry took more or less time than exp
46. these are shown in red by default which can be useful If you want to take advantage of this feature have Taskline update Start and Due dates initially and then turn this updating off once you are happy with your schedule Due dates then stays unchanged and tasks that get behind schedule are shown in red If you subsequently get swamped out with too much red you can always have Taskline update the Start and Due dates again to give yourself a fresh start Click Restore My Original Dates to reapply the dates you had before you ran Taskline Tip For more information about options and settings on any dialog box click the Question Mark button E or W8 depending on your Windows version at the top right hand corner of the dialog and then click a dialog option Related Topics Options for Start and Due Dates Defining the Order in Which Tasks are Scheduled Task Constraints Predefined Outlook Views Splitting Tasks During Scheduling When Taskline schedules your tasks the software places the tasks into available time slots However if a task requires more time than a time slot has available Taskline splits the task into shorter parts according to the default settings for the software For example the following Tax return task gets split with some work scheduled before lunch and some after lunch 10 00 AM 12 30 PM Tax return 2 5 h 1 30 PM 3 00 PM Tax return 1 5 h Usually the default way that Taskline splits tasks
47. to improve the accuracy of the next one b Rerun Taskline to calculate a new schedule c If any deadlines are now being missed or dates promised to others can no longer be achieved tell them The earlier you give people notice of delays the more willing they will be to accept them not least because it gives them time to adjust too 7 So how often will you run Taskline It depends a A survey of Taskline users revealed that the average was 6 times per week but some people who I guess have tasks coming at them from all angles run it up to 50 times a week b If you have a fairly stable schedule or if you need to try and stick to an agreed schedule then once a week or less is sufficient Outlook Tip Use Auto Formatting To Differentiate Different Task Types Outlook has some nice auto formatting capabilities You could use these to for example highlight tasks that are due this week in bold or show tasks that are ignored by Taskline in gray To highlight tasks due this week open your tasks folder and click View Current View Customize Current View Outlook 2003 users click View Arrange By Current View Customize Current View Click the Automatic Formatting button and then click the Add button Give the rule a name for example Due This Week and then click the Condition button On the Filter dialog click the Advanced tab then the Field button and choose the Forms entry On the dialog that appears ma
48. you want it shown for all tasks open the Advanced Options dialog and select the Show the Taskline tab for tasks in all Outlook folders check box Dates and duration Scheduled start Scheduled end Total work This is the estimated or most likely start date for the task It is initially clear and is recalculated each time you run Taskline The Taskline calculation takes into account things like appointments in your calendar the priorities of your tasks and any constraints on them As few people can predict work with 100 accuracy for example a meeting taking longer than anticipated you cannot usually start every task exactly on schedule However the Scheduled start date gives you a very good idea of when you are likely to start working on a task For a task that is partly completed Scheduled start shows when the remaining part of the task should be started and Scheduled end displays when the task is due to be fully completed For a completed task Scheduled start shows when the task started and Scheduled end displays when it ended More about scheduled dates This is the estimated or most likely finish date for the task It is initially clear and is recalculated each time you run Taskline The calculation takes the Scheduled start date and adds to it the task s Total Work Taskline then adjusts for things like your normal working week your daily breaks and appointments in your calendar to derive the most likely end date for yo
49. you will see a summary of work remaining for each project when Taskline has finished task scheduling On the Projects tab of Taskline s dialog you can also Have Taskline ignore all the tasks of one or more projects On the Projects List if the check box next to the project name is selected Taskline will schedule that project If it is deselected Taskline will ignore it Add new project names Simply type the name in and click the Insert New button Delete old project names Taskline keeps track of all the project names you have used previously so that you can select them from a list rather than type their names in To permanently delete old project names that you don t intend to use again select them and click the Delete button Note e By default Taskline stores the project name assigned to a task in an Outlook User Defined Field called Project However if the ClearContext project compatibility advanced option is selected Taskline instead uses an Outlook custom field called CC TopicName This is the name used by the ClearContext Outlook Add In and so aids compatibility if you also have that Add In installed Related Topics Project and The Taskline Task Form in Outlook Taskline Dialog Box Projects Tab Introduction to Outlook Appointments and Calendars About Appointments You may well have many events happening that temporarily stop you working on your tasks meetings dental appointments holidays conferenc
50. 0 Max time per day 0 hours External constraint Task should Finish on or before y Fri 5 9 2014 Select any tasks that should finish before this one Proof read Quick Start Guide Research documentation tools User Manual chapter 2 Max time per week 0 hours y None v C Show projects Note To define task order use Schedule tasks in the following order onthe Tasks tab of Taskline s main dialog 6 Click the Save amp Close button To see the results of the previous steps click iE Reschedule to run Taskline again Click OK on the Summary of Task Schedule dialog box Taskline automatically adjusts the existing tasks to allow for the new work and the new deadline Notes e The tasks Article about sales office work and Article about new office were assigned equal Priority A1 values Thus Taskline can schedule these in any order and your results might have these two tasks swapped e Some tasks have been scheduled for the following week However screen shots in this tutorial will only show the first week s work Task constraints such as deadlines override task ordering but only if this is necessary for the constraint to be met In our example Research documentation tools gets scheduled last even though it has a higher priority than the newsletter tasks This is so that the newsletter deadline can be met In general you don t need to worry about work deadlines when settin
51. 14 1 00 PM To choose what field to group by right click on a column heading and select Group By This Field from the pop up menu For more control for example to group by more than one field do the following Outlook 2007 Select the View Current View Customize Current View menu option then press the Group By button on the View Summary dialog box a Outlook 2010 and 2013 Right click the column heading and select View Settings from the menu Then click the Group By button on the Advanced View Settings dialog If you wish to sort on any Taskline special fields you will need to select User defined fields in folder from the Select available fields from drop down list on the dialog box Related Topics Customizing the Task Table View Creating New Views and Copying Existing Views Switching Named Views Resetting Standard Outlook Views Adding New Columns Using Grouping Instead of Sub Folders Predefined Outlook Views Predefined Outlook Views This section summarizes some of the predefined Outlook views that may be useful to Taskline users Note that the Task Timeline Next Seven Days and Overdue Tasks views all use the task Due Date with the Task Timeline view using Start Date as well Therefore for these views to work correctly you must either 1 Have the Taskline should set Start and Due to the Scheduled dates Taskline option enabled How 2 Or change the view properties so that these vie
52. A10 With Priority A1 you must enter a letter The number is optional 4 Click Save amp Close You are now ready to create the second and third task 1 To create the second task repeat the previous steps 1 3 entering the following information On the Task tab enter Proof read Quick Start Guide in the Subject box On the Taskline tab in the Total work box enter 3h This is shorthand for 3 hours In the Priority A1 box enter A20 Click Save amp Close 2 To create the third task repeat the previous steps 1 3 entering Research documentation tools in the Subject box 1d in the Total Work box and A30 in the Priority A1 box Tips You can enter fractions in durations for example 1 5 hours Setting task priorities with a letter and numeric value ending in zero such as A10 A20 and so forth allows you to insert other tasks in the future that may have priorities in between the priorities of your original list of tasks In Taskline you can also reprioritize your tasks quickly and easily by selecting the Options tab and then clicking the Renumber or Re letter Priority A1 button a You are not restricted to using Priority A1 to order your tasks For example you can tell Taskline to schedule your tasks in the order they are displayed in Outlook s task list instead when all sorting and grouping is turned off This is called Natural Order Displaying and scheduling tasks in Outlook s Nat
53. Add ins to list the installed Add ins Select COM Add ins from the Manage drop down list at the bottom of the dialog and click the Go button You will then be presented with the COM Add ins dialog a Write down which items are checked and which are unchecked then uncheck all non Microsoft Add ins and click OK This will temporarily disable them a Then go back into the Trust Center and again display the list of Add ins This time select Exchange Client Extensions from the Manage drop down list and click Go On the Add In Manager dialog again note down which items are checked then uncheck all non Microsoft items and click OK a Now shut down Outlook and retry Taskline Setup s Finally go back into the Add In Manager dialog and put things back how you found them For Outlook 2010 or 2013 Click File Outlook 2013 FILE ribbon Options Select the Add Ins tab In the Manage drop down list select COM Add Ins and click Go a Write down which items are checked and which are unchecked then uncheck all non Microsoft Add ins and click OK This will temporarily disable them a Now shut down Outlook and retry Taskline Setup Finally go back into the Add Ins tab and COM Add Ins dialog and put things back how you found them If disabling Add Ins does not help repair any possible data corruption Are you using a local PST Personal Folders file or are your tasks on Exchange Server If your Outlook data is on a serve
54. Apply View button to make the new view the current view You are now ready to start customizing this view Outlook 2010 and 2013 1 Click the View ribbon or VIEW in Outlook 2013 Change View Save Current View As a New View The Copy View dialog will appear 2 Enter a name for your new view 3 Choose the appropriate Can be used on setting 4 Click OK Then follow the instructions for switching named views below Switching Named Views To switch to a different view Outlook 2007 Click View menu Current View Then choose your view from the list presented in the menu Alternatively select a view from the Current View drop down list on the Advanced Outlook toolbar Outlook 2010 and 2013 Click View Outlook 2013 VIEW ribbon Change View Resetting Standard Outlook Views If you inadvertently change one of Outlook s predefined views you can revert to its original settings Outlook 2007 Open the Define Views dialog How select the view you want reverting and press the Reset button Outlook 2010 and 2013 Click View Outlook 2013 VIEW ribbon Reset View Adding New Columns You will probably want to add extra columns to the task view to show some useful Taskline task information such as Scheduled start and Priority A1 You may want to create a new view before adding new columns How To add new columns right click any column heading and select Field Chooser from the pop up menu You ca
55. Calendar Recurring Appointments Recurring appointments represent appointments and events that occur more than once according to some regular pattern For example every Friday from 9am to 10am As well as being useful for normal appointments you can use recurring appointments to model an irregular working week How or to periodically schedule yourself some personal or thinking time during the day There are many ways to create recurring appointments Only one quick way is documented here 1 Go to the Day or Work Week view for the day you want your recurring appointment to begin 2 Highlight by dragging with the mouse the time slot or slots that encompass your appointment 3 Right click the highlighted area and select New Recurring Appointment 4 Enter the recurrence pattern and the appointment details into the 2 forms that present themselves You will need to consult the Outlook documentation for help with the Appointment Recurrence dialog options You can make an existing appointment recurring by opening it to present the appointment form and then clicking on the Recurrence toolbar button To delete one of the recurring appointments but not the whole series select the appointment and press the Delete key or click the Delete toolbar button In the Confirm Delete dialog choose Delete this one This is useful if for example your regular Friday management meeting is canceled this week but is still scheduled for futu
56. Five Minute Rapid Start Guide A task is something you have to do such as write a letter or wash the car You can predict and manage your workload effectively and give yourself focus by creating a list of all your tasks in Microsoft Outlook and then automatically scheduling them using Taskline To schedule your tasks for the first time 1 2 In Outlook open your Tasks folder Enter how long you think each task will take To do this first open an existing task in Outlook for example by double clicking it or create a new task by clicking Outlook 2007 File menu New Task a Outlook 2010 Home tab New Items Task a Outlook 2013 HOME tab New Items Task On the Taskline tab of the task form enter how long you think the task will take in the Total work box which is set to 0 by default If you don t yet have a Taskline tab use the Details tab You can enter the Total work as a number of minutes hours days or weeks the abbreviations are m h d and w For example to set Total Work to 3 hours you can type 3h or 3 hours When you have updated Total work click Save and Close Once you have assigned each task some Total work start Taskline by clicking the Settings button on the Outlook ribbon Or if you are using Outlook 2007 click the l s Taskline button on the Outlook toolbar Click OK on the Taskline dialog to accept the default options and schedule your tasks When Taskline has finish
57. I start work at edit box and the latest time you end work in the I stop work at edit box Then enter recurring appointments to blank out the times when you re not working You can change individual occurrences of recurring appointments should you decide to leave early or work late on a particular day Set Your Working hours per Day and Week Taskline also needs to know the number of working hours in a day and in a week Outlook and Taskline use this information to convert days and weeks to hours and vice versa Most of the time the values for the working hours settings are simple to calculate For example if you work from 9am to 12pm on Saturday and Sunday you work 3 hours per day and 6 hours per week However if you don t work the same hours on each day see If You Work Different Hours on Different Days Tip a You can change some options in either Taskline or Outlook You can change the Working day and the I work on the following days settings in Outlook Changing them in Taskline also changes the Outlook settings and vice versa For the changes to take effect in both applications you must close and start Taskline and Outlook To change the days you work start and stop times and other options in Outlook see the online Help for Outlook Next Creating a New Task Related Topics Using Different Working hours for Different Tasks If You Work Different Hours on Different Days gt Working hours Tab iG Working Week Tab Cre
58. M 4 oO Categories Mr White 2 item s C Web site improvements 30 hours Mon 6 2 2014 9 00 AM Thu 6 5 2014 5 30 PM C Search engine submitting 7 5 hours Fri 6 6 2014 9 00 AM Fri 6 6 2014 5 30 PM SPS To create a new category open any task to display the Task form and go to the Task tab Click the Categorize button and then click All Categories Related Topics More on Grouping Projects Automated Background Task Scheduling The Taskline command line option NoDialog allows you to run Taskline in the background using the Windows task scheduler When Taskline runs in the background you will not have the opportunity to change any Taskline settings so you must make sure that the current settings are appropriate In particular running in the background will usually require that the Default to current date and time option on the Tasks of the Taskline dialog is enabled so that tasks are always schedule from time now To change settings start Taskline normally make any required changes and then click Apply to save your changes and Cancel to close the dialog without running Taskline Now set up a schedule for running Taskline using the Windows Task Scheduler Instructions for Windows XP 1 er et ee Click Start menu All Programs Accessories System Tools Scheduled Tasks Double click Add Scheduled Task The Scheduled Task Wizard will appear Click Next On the list of programs click Taskline and then c
59. On the Taskline tab enter 4h in the Total work box It doesn t matter in which order you do this and the previous task so you enter the same Priority A1 value of B10 Click Save amp Close 3 Create a third task and enter the following information On the Task tab enter Complete newsletter in the Subject box On the Taskline tab enter 3h in the Total work box a Finishing off the newsletter must happen after the previous 2 tasks have been completed so you enter a Priority A1 value of B20 to ensure this Click Save amp Close Your task list should now look like the screen shot below As usual the dates have been removed from the screen shots D suBsecT TOTAL WORK A1 SCHEDULED START SCHEDULED END Click here to add a new Task 2 User Manual chapter 2 2 days A10 Mon 9 00 AM Tue 5 00 PM v _ Proof read Quick Start Guide 3 hours A20 Wed 1 00PM Wed 4 00 PM lv Research documentation tools 1 day A30 Wed 4 00PM Thu 4 00 PM iv Article about sales office work 4 hours B10 None None 2 Article about new office 4 hours B10 None None Complete newsletter 3 hours B20 None None Now you add the same deadline to all three of the tasks that you have just added This makes sure that all three tasks are scheduled to be completed by the same date 1 In Outlook double click the Complete newsletter task if the task is not still open 2 On the Taskline tab in the Task shoul
60. Outlook Add In is not responding when you start Taskline It s possible that one or both of Taskline s Add Ins have been disabled somehow If so re enable them If you are using Outlook 2007 Outlook click Tools menu Trust Center Click Add ins in the left hand list on the Trust Centre dialog On the Manage drop down list near the bottom of the dialog select Disabled Items then click Go a Select Taskline Add In 2007 and click Enable Click Close OK the Trust Center dialog If you are using Outlook 2010 or 2013 Click File Outlook 2013 FILE ribbon Options Select the Add Ins tab In the Manage drop down list select Disabled Items and click Go If any of Taskline s Add Ins are listed re enable them Then Close the Disabled Items dialog In the Manage drop down list select COM Add Ins and click Go Select the check boxes for both Taskline Add In 2007 and Taskline Add In Ribbon Click OK to close the COM Add Ins dialog There are additional issues on Outlook 2013 Please see Taskline Outlook Add In is Not Responding for full information You get strange errors with Taskline or Taskline Setup for example User Defined Field UDF errors A conflict with another Outlook Add In or some data corruption within Outlook is possible First try temporarily disabling other Outlook add ins For Outlook 2007 Click Tools menu Trust Center On the Trust Center dialog click
61. Scheduled endif task belongs to is not scheduled If this option is selected then task not scheduled unscheduled tasks will have their Scheduled start Scheduled end and Week commencing dates cleared by Taskline This makes it easy to see which tasks have been scheduled and which have not Don t display If a task with a Finish on constraint is scheduled to finish before its warnings for constraint date then normally Taskline treats this as a missed Finish On tasks constraint But setting this option means that finishing such tasks that are scheduled early is not a concern and Taskline will no longer identify the task as early having missed its constraint Round Default to The Default to current date and time check box which is on the current date and Tasks tab of Taskline s main dialog is rounded up to the next time time to next interval that you set here This time interval must be between 1 minute and 1 hour Recurring tasks Schedule on Start Taskline should schedule a recurring task on its Start date date if set Schedule on or Taskline should schedule a recurring task on or after its Start date after Start date if set Ignore Start date Taskline should ignore the Start date on a recurring task and schedule it just like any other task Schedule on Due If set Taskline will schedule a recurring task on its Due date but date if set only if the Start date is unset or the Ignore Start date option is selected Schedu
62. Show summary when task reschedule is complete check box which is on the Options tab of Taskline s dialog is selected Related Topics Using Projects Synchronization Conflicts If you sometimes use Exchange Server offline or sync with a mobile device then you may get a Synchronization Conflict error or warning when you run Taskline This happens when your local copy of an Outlook item is different to the copy held on Exchange Server or other device and Outlook is unable to reconcile the differences automatically The Taskline message should give you the name of the task or appointment that is causing the conflict The tasks or appointments that have failed to synchronize are shown on the task table view or the calendar with the task or appointment icon being replaced with a yellow diamond with red arrows You will need to open these tasks or appointments to resolve each synchronization conflict manually If you can t see the yellow diamond you ll need to add the icon column to the task table view for example by using the Outlook Field Chooser You also need to make sure that your current view has filtering switched off otherwise you may end up hiding those tasks or appointments that have the synchronization conflicts Related Topics Microsoft Exchange Server Synchronization Issues Start Taskline by Clicking the Taskline Toolbar Button Outlook 2010 and 2013 To display Taskline s main dialog click the Settings button i
63. Subject box 4 Select Out of Office from the Show as setting which is in the Options section of You the ribbon This makes sure that Taskline schedules your tasks around this appointment Tip a When working with Taskline in the future if you want Taskline to ignore an appointment select Free in the Show as list Deselect the All day event check box if it is selected because this training course lasts only for the morning In the first Start time box enter the date corresponding to Wednesday of the current week In the second Start time box enter a time of 9 00 AM and in the End time box enter 12 PM For the purposes of this tutorial we ll turn off the appointment reminder Choose None from the Reminder drop down list which is shown underneath the Show as setting on the ribbon Click the Save amp Close button Tip You can set travel times before and after appointments on your Calendar now need to tell Taskline to Reschedule your work to take account of the new appointment 1 2 Tip Click Settings on Outlook 2007 click ala Taskline then when the dialog appears simply click OK on the Taskline dialog to run Taskline If the Summary of Task Schedule dialog appears click OK to dismiss it You can run Taskline immediately without showing the Taskline dialog first by clicking 1i Reschedule on the ribbon or if you are using Outlook 2007 holding down the Shift key while you click on th
64. Up Getting a Better View of Your Tasks in Outlook You can customize the columns in your Task folder to view any information that Taskline tracks This is convenient if you would like to quickly view a short list of your tasks identify tasks by sorting the list or print a checklist of your planned week In our tutorial example after you have scheduled your tasks you decide to change the Tutorial Tasks folder view to show some Taskline information You want to see A1 Total work Scheduled Start and Scheduled end as columns in the Tutorial Tasks folder in Outlook A1 represents Priority A1 First you must customize the view of the task folder so that you can select Taskline column headings 1 In Outlook open the Tutorial Tasks folder Point to the column headings in the Tutorial Tasks folder such as Subject right click and select Field Chooser on the shortcut menu d D M susyect Q Arrange By b Click here to add a new Task _ T Reverse Sort v _ Research documentation tools 2 C Proof read Quick Start Guide 41 Field Chooser v L User Manual chapter 2 Remove This cbr Group By This Field Gro up by Box 3 View Settings 2 To start adding columns or fields to the folder view click All Task fields in the dropdown list on the Field Chooser 3 In the list box drag Total work from the box to the column headings in the Tutorial Tasks folder Drop Total work at the right end of the column hea
65. Y 21 23 24 9 AM 10 11 iz wn W N Displaying Times for Task Entries on the Calendar Write Report 1 5 h 11 00 AM 12 30 PM Write Report 1 5 h Calendar task entry without times Calendar task entry showing start and end times by using the lt StartEndTime gt token Outlook does not display times on the calendar s Week view If you want your calendar task entries to display times a Use the lt StartEndTime gt token to display start and end times To do this 1 Click the Calendar tab on the Taskline dialog 2 Click the Define Subject button 3 Enter the token in the Subject for outstanding entry box on the Calendar Task Entry Subject dialog More a Select the Enable times tokens option which is also on the Calendar Task Entry Subject dialog Accessing a Task via its Task Entry Taskline adds an Open Task button to a calendar task entry so that you can quickly open the task it represents In Outlook 2007 this button is on the Appointment toolbar on Outlook 2010 and 2013 it s on the Taskline section of the Appointment ribbon 1 Open the calendar task entry to display the Calendar Task Entry toolbar or ribbon 2 Click the Open Task toolbar or ribbon button to open the task associated with the open calendar task entry Tips e You can also open the task by right clicking a calendar task entry in Outlook s calendar and selecting Open Task from the popup menu This is usually quicker as there s no need t
66. ab After installation these hours are Default work week e Being able to define more than one set of Working hours is a powerful feature and there are many uses for it See Using Different Working hours for Different Tasks for more ideas and suggestions next activity in our tutorial shows how to customize the color of calendar task entries for example to distinguish task entries from regular appointments Distinguishing Task Entries on Your Calendar Taskline allows you to give different calendar task entries different colors Example uses of this feature are to distinguish calendar task entries from regular appointments or to highlight task entries of a certain Project or with a certain Status value In our tutorial example you decide that you d like to distinguish calendar task entries from your appointments by using a specific color You want to see all tasks that haven t been started in orange and all work that has been completed in gray completing tasks will be looked at in the next section of the tutorial 1 2 Click Settings on Outlook 2007 click T Taskline in Outlook Click the Calendar tab and then the Define Colors button to display the Calendar Task Entry Colors dialog Click lt Not Started gt in the Category Etc column If the Category Etc column is empty select the lt Not Started gt entry from the drop down list just beneath the column In the Color dropdown list click the color that you want to ap
67. alog is used The Show time as setting is the default value for all tasks this default can be overridden by using this setting Select this option to allow Taskline to divide a task into shorter parts when during task scheduling it encounters fixed items such as calendar appointments and day time breaks This makes optimum use of your available time Clear this check box if you want the whole task to be scheduled as one contiguous item assuming a sufficiently long time slot is available More about task splitting Use the Project control to optionally enter the name of a project that the task belongs to Giving a task a project name is useful for grouping together related tasks You can type a new project name into the box or click on the down arrow to select an existing project name that you have used before With Projects you now have a second way of categorizing tasks in addition to the standard Outlook method of Categories A Project describes a related set of tasks for example all the work for one particular customer or a description of a significant collection of work such as an office relocation Categories on the other hand refer to the type of work such as administration report writing meetings etc As a guide categories tend to be fixed while projects tend to change over time After a while you may find that the Project list contains previously used project names that you do not intend to use again In this case you can
68. and if you want to completely prevent Taskline from splitting a specific task open the task and clear the Task can be split check box Tips e For specific tasks you can also override the setting in the Default minimum task split box on the Taskline dialog by setting the minimum number of hours that Taskline can divide that specific task into To do this open the task in Outlook and enter a value in the Minimum split box on the Taskline tab of the Taskline form e If the task reschedule is producing results that are difficult to understand you can use the Advanced Options dialog to tell Taskline to temporarily ignore task split settings How This should simplify the process and help you understand how results are arrived at For example let s say that you start work at 9 00 AM and take lunch from 12 30 PM to 1 30 PM You have a monthly sales report to write that will take you 3 hours You also have a meeting at 9 30 AM for 1 hour With Taskline s default task splitting settings the monthly sales report task finishes at 2 00 PM and gets split into 3 parts 9 Monthly sales report 30 m ME ae Monthly sales report 2 h 11 F Monthly sales report 30 m You then decide that you don t want to work on this task for less than 1 hour at a time so you open the task and set the Minimum split to 1 h Scheduling control C lgnore this task Show as V Task can be split Project Minimum split 1 hour This change also
69. ask CreateItem olTaskItem Task Display causes Taskline s Add In to add all the Taskline User Defi Fields to a new task It can be omitted for existing tasks Task Display With Task Subject Example Taskline Task TotalWork 60 This is 60 minutes With UserProperties Item A1 B25 Item Working hours 24 7 End With Close olSave End With End Sub Related Topics Fields Specific to Taskline Tasks Purchase Taskline Taskline is available free of charge for 10 days of usage After this period you must buy the product if you wish to continue to use it When you decide to buy you immediately receive a temporary Product Key which allows you to continue use Taskline for a further 30 days Then approximately two weeks after purchase you will receive a personalized and permanent product key which will allow you to use Taskline indefinitely Your purchase is risk free because it comes with a 30 day unconditional money back guarantee We are confident that you will find Taskline to be an invaluable product that will quickly pay for itself in terms of improved control organization and productivity Pricing The single license price for Taskline v4 Standard Edition is US 39 95 35 95 or 24 95 while Taskline v4 Professional Edition is priced at US 79 95 69 95 or 49 95 Existing users of Taskline v3 or earlier can upgrade to version 4 at substantial discount Discounts are als
70. ask entry colors and subjects now update when you click Apply there s no longer a need to reschedule to have them updated You can now have up to 9 day time breaks up from the 4 previously supported There is a new ClearContext project compatibility advanced option If enabled Taskline reads and writes task Project information from and to the Outlook CC TopicName custom field instead of the usual Project UDF Tasks in the Calendar Can Now be Colored Based on New Task Attributes a Overdue so you can color overdue tasks differently a Pinned so you can color pinned and unpinned tasks differently a Priority A1 letter so for example A tasks can be colored differently to B tasks There is a new color type on the Define Colors formally Define Labels dialog such that you can now prevent the creation of calendar task entries for tasks with certain attributes The Following Bugs Have Also Been Fixed If a task subject contained non European characters the subjects for the corresponding calendar task entries were being replaced by question marks Now fixed Taskline Version 4 March 2014 Product Requirements and Compatibility a Taskline now requires Outlook 2007 or above Taskline is now compatible with both the 32 bit and 64 bit versions of Outlook 2010 and 2013 Taskline no longer uses a custom Outlook task form Instead an Outlook form region is used This should eliminate most conflicts with other Outlook Add
71. askline tasks your current folder Then click the click the Tools gt Send Receive Settings Make This Folder Available Offline option If this menu option is not present it usually means that you lack the necessary folder permissions 3 Even if your local tasks folder is set to synchronize with Exchange Server when you do a Send Receive you can still get out of date tasks by changing some tasks and then exiting Outlook before you do a Send Receive To address this you may wish to have Outlook perform an automatic Send Receive on exiting Click the Tools Send Receive Settings Define Send Receive Groups option This will display the Send Receive Groups dialog On the Send Receive Groups dialog select the appropriate send receive group from the list and check the Perform an automatic send receive when exiting check box and then Close this dialog Important If you have several Send Receive groups listed consult your System Administrator as to which one you should change Note that if you change the All Accounts group this will synchronize all your offline folders on exit If you only wish to synchronize your tasks on exit consult point 4 below 4 To have Outlook automatically synchronize only your tasks just before you exit Outlook when you are connected to Exchange Server Vi Vii Click the Tools Send Receive Settings Define Send Receive Groups option This will display the Send Receive Groups dialog
72. askline without a product key You can give a copy of the unregistered version of Taskline to anyone providing that no additional fee is charged and that the distribution files are not modified in any way Anyone distributing Taskline for any kind of remuneration must first contact ResultsWare Limited for authorization When you purchase a license to use Taskline you will be supplied with a product key and other associated registration information When the information thus obtained is entered into Taskline Taskline becomes registered This registered version of Taskline may be installed on up to three computers provided that Taskline is used exclusively by a single person or it may be installed on exactly one computer and used by one or more persons but NOT both This is strictly a single use license You may not utilize any registration information that you have not legitimately purchased You may not install this copy of Taskline for access through any network without first obtaining a license for each computer that will access Taskline over that network regardless of whether they are accessing Taskline concurrently or otherwise You may not alter or reverse engineer Taskline or its help and other support files in any way You may not give distribute rent lease or lend the registered version of Taskline nor may you give distribute rent lease or lend any Taskline product key ResultsWare Limited warrants that Taskline will perfo
73. asks by subject is useful if you prefix your tasks with a code or a priority Project Ordering by Project is a two step process gt On the Tasks tab of Taskline s dialog select Project in the Order by list then select Ascending On the Projects tab of Taskline s dialog put the Project List into priority order by selecting projects and using the Move Up and Move Down buttons Tip e You will usually also need a second level of ordering when Order by Project is used This is because you will need to set the order of the tasks within each project as well as the order of the projects themselves Task priority This field defines the priority for tasks created with Taskline Version 2 0 and earlier Use with Versions 2 1 and newer is not recommended Unlike the Priority A1 field this field supports only numbers not numbers and letters Custom fields You can also order your tasks by most custom Outlook tasks fields also known as User Defined Fields See below for more information Ordering Tasks by Outlook Custom Fields To do this 1 Click Custom fields which is the last entry in each Order by And then by list The Custom Field Chooser dialog will be shown 2 Select the custom fields you wish to appear in the Order by drop down lists then click OK 3 The custom fields you selected will now appear in the Order by drop down lists Now simply select them as appropriate just like any other fields Note e N
74. ated with many attributes such as Categories being automatically copied from the item to the new task If a task is created from an email and that email has been flagged for Follow Up the Follow Up date will be used to automatically set a Finish on or before constraint on the task Note a Unlike the Create Task menu option on appointments Create Task for emails notes and contacts leaves the original Outlook item unchanged Next Setting Total work Related Topics Creating New Appointments The Taskline Form in Outlook Setting Total work Total work is your estimate of how long a task will take effectively how much work it entails It is the task s duration 1 Open an existing task in Outlook for example by double clicking it or create a new task by double clicking a blank area of Outlook s task list 2 On the Taskline tab enter how long you think the task will take in the Total work box which is set to 0 by default If you don t yet have a Taskline tab use the Details tab You can enter the Total work as a number of minutes hours days or weeks the abbreviations are m h d and w For example to set Total Work to 5 hours you can type 5h or 5 hours When you have updated Total work click Save and Close Tips e If you wish to set the Total work values of several tasks in one step you can add a Total work column to the tasks table view How e Outlook converts large numbers of small time units to larger
75. ating a New Task 1 In Outlook click the Tasks folder 2 At the top of the table view click a row and enter the details of the new task The information varies according to the columns that you display in Outlook You must enter information in the Subject column 3 To enter information using the Taskline form double click a row The Taskline form appears displaying options from Outlook and Taskline More 4 On the Task tab enter any settings that you may want 5 On the Taskline tab enter an estimated figure in the Total work box Taskline requires this information to work with your tasks More 6 Click Save and Close on the form to save your changes and add the task to your Outlook task list Tips You can also set up reminders on the task form If set Outlook displays an automatic reminder when or before a task is due to start Outlook does not restrict you to one Tasks folder This is useful if you want to organize your tasks in a specific way For example you may wish to have current and future work in one tasks folder and past work in another If you have a simple list of tasks created using a text editor word processor or similar you can have Taskline convert this list into Outlook tasks How Next Creating Tasks from Other Outlook Items Related Topics Creating New Outlook Folders The Taskline Form in Outlook Creating Tasks from Other Outlook Items Creating a Task from an Appointment To make i
76. ay Week or Work Week view you can also click or drag to select a time period and simply type in the subject of your appointment On the Day Week or Work Week calendar views you can edit the start and end time of your appointment by dragging its top or bottom up or down For other views you will need to double click the appointment or right click and select Open to get presented with the appointment form then edit the times on the form If your appointment lasts all day select the All day event check box on the appointment form Outlook calls appointments that last all day Events Events are only shown as small entries at the top of the Day Week and Work Week views but they still encompass the whole day On the Month view you can distinguish events by them not displaying start or end times By default Outlook marks the time taken by an all day event as Free Taskline will not schedule tasks around calendar entries that have been marked as Free therefore on the appointment form you may wish to change this setting to something else You should consult Outlook s documentation and online help for full information on how to work with Outlook s calendar Only the aspects of the calendar most relevant to Taskline users have been discussed here Tip a You can also create a Taskline task from a standard Outlook appointment How Related Topics About Appointments Calendar Views Recurring Appointments Showing Your Tasks in the Outlook
77. ble or click a different rule in rule the table or click the Update button Delete Select a rule and click Delete to remove it a rule In the following example task Interviews for new admin assistant has been completed and task Produce internal phone directory is currently in progress All the other tasks are not yet started Additionally tasks have been assigned a Category D SUBJECT TOTAL W SCHEDULED START SCHEDULED END Click here to add a new Task F _ Produce internal phone directory 11 hours Mon 10 21 2013 1 30 PM Wed 10 23 2013 10 30 Al lv C Management meeting 2 5 hours Tue 10 22 2013 9 00 AM Tue 10 22 2013 2 30 PM y C Management meeting minutes 1 hour Tue 10 22 2013 2 30 PM Tue 10 22 2013 3 30 PM iv Six monthly reviews Susan amp Peter 2 hours Wed 10 23 2013 10 30 AM Wed 10 23 2013 12 30 Ph v _ Intranet vacation approval form 6 hours Wed 10 23 2013 3 00 PM Thu 10 24 2013 12 30 PM y Review invoicing procedures 5 hours Thu 10 24 2013 1 30 PM Fri 10 25 2013 10 00 AM The Calendar Task Entry Colors dialog is then used to assign a color to each calendar task entry based on Category Additionally completed calendar task entries will always be shown gray because this rule is first in the list Category Etc Label lt Completed Tasks gt Cat Office Cat Meeting Cat Personnel The resultant calendar view looks like this MONDAY TUESDAY WEDNESDAY THURSDA
78. certain project or category to automatically have the same working hours assigned For example you may want tasks of category Personal to be scheduled for weekends If you give the Working hours exactly the same name as a Project or Category Taskline will automatically assign the Working hours to the task for you More Q Standard Edition In Taskline Standard Edition you can only define one set of working hours Furthermore Taskline assumes that you work the same hours on each working day although you can use recurring appointments to give some extra flexibility if this is not the case this is discussed below To enter your working week start Taskline Then on the Working Week tab do one of the following Set Day Time Breaks Such as Lunch Breaks Enter break start and end times in the From and To boxes of the I take breaks at the following times during the day area If this option is left blank Taskline assumes you work with no breaks Set Which Days You Work In the I work on the following days area click the check boxes for each day you work Clear the boxes corresponding to the days you don t work Set the Working Day The Working Day area displays the time you start work for example 8 30 and the time you finish work such as 17 00 These values are shared with Outlook and can only be changed from within Outlook How Tip If you don t work the same hours each day enter the earliest time you start work in the
79. cify Taskline Task Reminders The standard Outlook reminders ask you to specify the exact date and time of the reminder However it is difficult to set a reminder time because you will not know when the task is due to start until it has been scheduled by Taskline and even then it may change if you run Taskline again in response to a change in circumstances Taskline task reminders address this issue by allowing you to set the reminder to an amount of time before the task is scheduled to start To set a Taskline reminder go to the Taskline tab of the task form At the bottom of the form check the Reminder check box and then enter the amount of notice you require before the task is scheduled to start Note that the time entered is working time not elapsed time This means that non working time i e time when you are not at work or are on a break is ignored when deciding when the reminder should be issued For example consider a task scheduled to start at 2pm on a working day that has a lunch break from 1pm to 2pm If the task has a 30 minute reminder that reminder will be issued at 12 30pm rather than at 1 30pm when you re probably not there If lunch was from 12pm to ipm then in this case working time and elapsed time are the same the reminder would be issued at 1 30pm Taskline reminders work by setting up the standard Outlook reminder on your behalf Thus you can t use both types of reminder on the same task at the same time If yo
80. commitments Tells you whether deadlines are achievable Carries forward unfinished tasks rescheduling them for a future date a Gives you the expected dates of milestones or goals which are significant events in your task list such as finishing a package of work Issues enhanced reminders when or before tasks are due to start Tracks tasks that are complete or in progress Keeps a record of your completed work either in the calendar or in a separate tasks folder a Visually distinguishes certain categories of Tasks on the Outlook Calendar so that you can glance at the Calendar and see the status or categories of tasks such as all tasks not yet started Allows you to assign each task to a project to help you organize your tasks more effectively To learn the capabilities of Taskline read or work through the Taskline tutorial Taskline Tutorial As well as reviewing this tutorial you may also wish to view the 5 minute Taskline movie on our web site This tutorial will bring you quickly up to speed with Taskline The first 4 activities which cover Taskline basics take approximately 20 minutes to complete The remaining activities will take a further 25 minutes Completing these will enable you to get the most out of Taskline The tutorial describes basic activities in Taskline that you might want to accomplish in the typical work week The tutorial uses the example of a technical writer in a large corporati
81. convert appointments into Taskline tasks The appointment is itself converted into a Taskline calendar task entry like those created by Taskline when it runs There is a new Create Task right click menu option for Outlook emails notes and contacts This creates a new task from the item leaving the original Outlook item unchanged Pinned calendar task entries that are Not Started and have an End date on or before the First task starts at date i e those pinned items that are in the past are now automatically unpinned and rescheduled The Taskline section of the ribbon in Outlook has a new EY button to display Taskline s online help Outlook Label names have been removed only Label colors are now shown and the word Label has been replaced by Color This gives a cleaner and simpler interface a Calendar task entry colors and subjects now update when you click Apply there s no longer a need to reschedule to have them updated You can now have up to 9 day time breaks up from the 4 previously supported There is a new ClearContext project compatibility advanced option If enabled Taskline reads and writes task Project information from and to the Outlook CC TopicName custom field instead of the usual Project UDF Tasks in the Calendar Can Now be Colored Based on New Task Attributes a Overdue so you can color overdue tasks differently a Pinned so you can color pinned and unpinned tasks differently a Priority A1 le
82. could use the same technique described in the previous section to represent this Specifically in this case you d create a 10 hour task and assign to it Working hours that were restricted to 1 hour on Monday morning Tip e gt In the same way you can also use the Max time per day and Max time per week settings to represent recurring tasks More Accounting for Logistical Considerations You may need to take into account certain task restrictions or preferences when scheduling your work For example certain tasks may need a piece of equipment that you only have occasional access to Or perhaps some tasks can only be done when a colleague is also in the office Or you may simply wish to group together similar tasks for example you may like to reply to emails first thing in the morning Again Working hours can be used to address all of these requirements The Getting Things Done Outlook Add In Taskline s named Working hours support the concept of GTD Actions such as Home and Office Simply create Working hours with the same names as GTD Actions and with the hours defined appropriately Taskline will then automatically match Action which is set by using an Outlook category to the Working hours of the same name There is no need for you to open the task and set the Working hours manually More about GTD Related Topics Setting Your Working hours The Taskline Task Form in Outlook Delegating Tasks Outlook has a system of task d
83. ctly the same name as a Project or Category Taskline will automatically assign the Working hours for you Specifically if the Working hours are currently unset then 1 If some working hours exist that have the same name as an assigned category then those hours are automatically assigned 2 Or if some working hours exist that have the same name as the assigned project then those hours are automatically used Enter a Priority A1 value A valid Priority A1 must consist of at least one letter A Z followed by an optional number ranging from O to 99 Examples of valid Priority A1 values are B A05 and X40 Priority A1 is one of the ways of ordering your tasks More about task ordering It is usually advantageous to leave gaps between the task priorities of consecutive tasks so that you may later give another task a priority between existing ones without having to reprioritize existing tasks For example you might wish to give the first task you want to work on task priority A10 the second one task priority A20 and so on Priority A1 is like the Outlook Priority option except that Priority lets you use only three values Low Normal and High You can reassign Priority A1 values by clicking the Renumber or Re letter Priority A1 button on the Options tab of Taskline s main dialog More There is no need for the logic links used in Project Management software Taskline uses task ordering to achieve a similar result
84. d Open the Import Tasks dialog To do this start Taskline by clicking the Taskline toolbar button in Outlook Then click the Options tab and then the Import Tasks button If the list you have copied to the clipboard was a bulleted or number list select the This is a numbered or bulleted list check box The bullets or numbers will then be removed as you won t want these in the task subject If your list was simple text leave this check box deselected The dialog shows the subject of the first task so you can immediately see the effects of selecting the check box Optionally select initial values for the Total work Project and Working hours that will be assigned to each task created You can of course change these values after the tasks have been created J Note that Working hours is only shown if you are using Taskline Professional Edition Click OK to import the tasks These will be created in the Schedule the tasks in folder you have selected on the Tasks tab of the dialog Notes e For very long lines of text only the first part of the text will be placed in the task subject In the cases where the task subject is truncated the whole line of text will be added to the task notes e Blank lines will be ignored by the import process Help About Tab Purchase Enter Product Key Taskline Tutorial Help and Support Choose which Taskline version to evaluate Related Topics Purchase Taskline Click this butto
85. d box click Finish on or before 3 In the Enter Date box just to the right of Finish on or before click the down arrow and enter the date corresponding to Friday of this week Leave the time blank as you are happy for the tasks to be finished any time on Friday 4 The selected deadline applies only to this one task To apply the deadline to the other tasks in the work package too click the Select any other tasks also affected by this constraint check box 5 In the list click Article about new office and Article about sales office work This makes sure that these two tasks are scheduled for completion before the final task Complete newsletter The Taskline task form should now look like the following picture vl H M Y Complete newsletter Task TASK INSERT FORMAT TEXT REVIEW Wx Qet vee o hL Netaile Wks ees Save amp Delete Forward OneNote gee Mark Assign Send Status Recurrence Categori Close mm Taskline Complete Task Report X Actions Show Manage Task Recurrence Dates and duration g Scheduled start None Scheduled end None Total work 3 hours Progress Actual start None v None y Status v Actual work 0 hours Complete 0 y Work remaining 3 hours Reminder O Reminder lo minutes working time before scheduled start Scheduling control C lgnore this task Show as v V Task can be split Project v Minimum split 0 hours Working hours iy Priority A1 B2
86. date D suBsect TOTAL WORK A1 SCHEDULED START SCHEDULED END Click here to add a new Task Iv _ User Manual chapter 2 2 days A10 Mon 9 00 AM Tue 5 00 PM 2 _ Proof read Quick Start Guide 3 hours A20 Wed 9 00 AM Wed 12 00 PM iv Research documentation tools 1 day A30 Wed 1 00PM Thu 12 00 PM Now that you can easily view your tasks in the Tutorial Tasks folder you can change task properties by clicking in a row Important The a You cannot manually edit the Scheduled start and Scheduled end dates These are the dates that Taskline calculates next activity illustrates how Taskline automatically adjusts your task schedule to accommodate new appointments Adding New Appointments When you add a new appointment to your Outlook Calendar Taskline automatically adjusts your tasks around the new appointment In our tutorial example you remember that you have a training course on Wednesday morning Take the following steps to add a new appointment to your Outlook Calendar 1 2 In Outlook open your Tutorial Cal Outlook folder Create a new appointment a In Outlook 2007 click File menu New Appointment In Outlook 2010 and 2013 click the New Appointment button on the Home Outlook 2013 HOME ribbon a Or for any Outlook version simply double click a blank area of the calendar Or again for any Outlook version type Control Shift A On the Appointment tab enter Training course in the
87. dings The Task folder view updates to display the Total work column You can now see the total amount of work that you assigned to each task in the Tutorial Tasks folder view quickly and easily 4 In the dropdown list at the top of the Field Chooser click User defined fields in folder The list automatically updates to display a list of the fields or column headings that Taskline uses 5 To add the Taskline information to the Tutorial Tasks folder view drag the following fields off the Field Chooser to the column headings Scheduled end Scheduled start and A1 6 Close the Field Chooser by clicking on its close box x Tip You can place the column headings in any order For the purposes of this example column headings are displayed in the following order Subject Total work A1 Scheduled start and Scheduled end Due Date is usually displayed as a default column heading You can remove it by dragging the column heading outside the Outlook window The Tutorial Tasks folder now displays columns that represent each of the fields that you selected You can sort the columns to identify the order of tasks For example to view the tasks in order of priority you can click the A1 column heading The picture below shows the columns in the Tutorial Tasks folder Again the dates have been removed from the screen shots which show only days and times This is to avoid confusion as your dates depend on your choice for the First task starts at
88. do this by adding a day time break to represent the contingency for example Over estimating the Total work for some of your tasks is another good method Another issue to consider is whether it is correct to omit from your schedule tasks that might be too short to schedule individually For example you can t schedule in every phone call However although an individual phone call may take up only a very small amount of time collectively this might not be the case If you find for example that you spend 30 minutes per day on the phone you should schedule yourself 30 minutes each day as a consequence You could do this using a recurring appointment or by entering a 30 minute day time break phone calls are not a break but this is a quick and convenient way to reserve daily time in your schedule You should also consider scheduling yourself some personal or thinking time during the day perhaps by entering the time you start work slightly later than is actually the case Once you have a set of tasks with time estimates Taskline can create a time schedule for you so that you get to see the big picture Next Setting Your Working hours Starting Taskline Click Settings in Outlook on Outlook 2007 click na Taskline to start Taskline and display the Taskline dialog Setting Your Working hours You need to tell Taskline what hours you work so that it can schedule your tasks correctly How you do this depends on whether you are usin
89. e task until after a meeting next Monday To place a task rigidly use a Start On constraint or a Finish On constraint with both a date and a time Because such a task cannot be moved they usually result in other tasks being split to work around the fixed task Using these two constraints with just a date and no time gives Taskline some flexibility in scheduling and generally results in a less fragmented schedule Tips e Task constraints will override the normal task ordering but only if this is necessary for the constraint to be met e If the task reschedule is producing results that are difficult to understand you can use the Advanced Options dialog to tell Taskline to temporarily ignore task constraints How This should simplify the process and help you understand how results are arrived at e Task constraints should be the exception not the norm Most of your tasks should be unconstrained and only those with deadlines or other external date issues should have constraints If you place constraints on most of your tasks then you are effectively manually scheduling and therefore stopping Taskline from working effectively Missed constraints It is not guaranteed that constraints will be met there are some circumstances when they might not be Two or more tasks have conflicting constraints For example several tasks might have Start on or Finish on constraints for exactly the same day If the sum of the Total work for those
90. e Taskline toolbar button Now open your Tutorial Cal folder to see your updated schedule If you have Outlook s Work Week view selected it should look like the screen shot below ga 10 11 ae B a The next activity in our tutorial explains how to handle new tasks and accommodate deadlines 5 Managing New Tasks and Deadlines Taskline automatically adjusts existing tasks on your Calendar and in the task list to allow for new tasks In our tutorial example you get a call from your supervisor Your colleague is ill and your supervisor wants you to take on the colleague s work The company newsletter needs to be finished by Friday and is a work package consisting of several tasks You jot the names of the new tasks and the estimated hours on a sticky note Write article about new office 4 hours Write article about how the sales office works 4 hours Put the newsletter together 3 hours You can now enter the new tasks in Outlook 1 Create a new task in your Tutorial Tasks folder in Outlook and enter the following information On the Task tab enter Article about new office in the Subject box On the Taskline tab enter 4h in the Total work box a You prefer to get your own work done first so enter a low Priority A1 value of B10 Click Save amp Close 2 Create a second task and enter the following information On the Task tab enter Article about sales office work in the Subject box
91. e many appointments in your calendar Private or to bulk change categories on any Outlook item How to use grouping in Outlook views is described in Taskline s online help On the Contents tab of the help navigate to Getting the Most out of Outlook Views Customizing the Task Table View Grouping The Taskline Task Form in Outlook If you open an Outlook task the task form for Outlook appears displaying task information that you can also modify The standard Outlook task form has two tabs Task and Details If you open a Taskline task instead of the standard Outlook task form the Taskline task form appears This is identical to the standard task form except that a new tab is present the Taskline tab This tab displays all of the information and options useful to task scheduling such as dates duration progress and so on While most options such as Subject and Project appear on only one tab of the form a few appear on two tabs allowing you to enter the information on either Tips e When you create a new task the standard Outlook Task tab is initially displayed However when you open an existing task you can nominate which tab is initially shown by using the Outlook task form initial tab drop down list on the Options tab of Taskline s main dialog e By default the Taskline tab is only shown for tasks in your nominated Schedule the tasks in Outlook folder which is set on the Tasks tab of Taskline s main dialog If
92. e popup menu a Click the Advanced button The filename will be shown on the dialog Return to top of page Customer Support Before contacting us you might get a quick answer when you check the following information This online Help You can click the Index or Search tab in the online Help to find an answer to your question a The Support FAQ Popup help For information about options and settings on any dialog box click the Question Mark button at the top right hand corner of the dialog and then click a dialog option a The online Help for the Taskline task form in Outlook To access this open a task in Outlook and click the Q icon on the Taskline tab of the form Ways of Requesting Assistance F Click the Help and Support button on the Help About tab of Taskline s main dialog t3 Support Form www taskline com supportForm asp Office Hours Monday to Friday UK Time 10am to 5 00pm Central European Time 11 00 to 18 00 Eastern Time 5am to 12 00pm Pacific Time 2am to 9 00am Taskline Software License Agreement Taskline is not free You may install Taskline to test and evaluate it for 10 days such days do not need to run consecutively but after this time you must either buy a license to continue to use Taskline or you must uninstall Taskline from your computer You are allowed to make any number of copies of the unregistered version of Taskline and its associated files The unregistered version constitutes T
93. e start time and date settings and then click Next 7 On the Action page click Start a program Click Next 8 On the Start a Program page iii iv V vi Important Click the Browse button next to the Program Script box Locate your Taskline install folder By default this is 32 bit versions of Windows C Program Files ResultsWare Taskline lt UserName gt 64 bit versions of Windows C Program Files x86 ResultsWare Taskline lt UserName gt Select the Taskline exe file and click the Open button Enter NoDialog without the double quotes in the Add arguments box Click Next Click Finish The NoDialog option has the following effects It runs Taskline immediately rather than display the dialog It does not display the progress box It does not display the Summary of Task Schedule dialog even if the Show summary when task reschedule is complete is enabled An alert is not displayed if tasks constraints can t be met As such you will need to ensure that you have told Taskline to highlight the subject of any task with a missed constraint How Although an alert is not displayed if tasks constraints can t be met other alerts are still displayed if unexpected errors arise during scheduling If you have to enter a password when you start Outlook then background scheduling will only work if Outlook is already running Otherwise when Taskline starts up Outlook it will stay inactive waiting for
94. e working If you connect to Microsoft Exchange Server whilst at work offline working allows you to access the information in your Outlook folders even when not connected to Exchange Server and your company network Offline working works by keeping two copies of your Outlook information One copy is kept on Exchange Server and another copy is stored locally on your computer Keeping these two copies mutually consistent is called synchronization If your Outlook installation has been set up such that your tasks folder is already available when not connected to Exchange Server then this arrangement will continue to work with Taskline If however you cannot access your tasks when you are not connected to Exchange Server and you would like to then you may find the advice below helpful Important Setting up task synchronization is not a trivial issue Do not change any synchronization settings without the prior approval of your Systems Administrator Outlook 2000 By default the Tasks folder is not available when offline To change this click the Tools Synchronize Offline Folder Settings menu option and check the folder that contains your Taskline tasks Typically this might be Mailbox Username Tasks Unfortunately even when you update the Offline Folder Settings quite often Outlook still refuses to automatically synchronize your offline folders If when you go offline you find that you are looking at an old version of
95. ect a You can now assign each task to a project to help you organize your tasks more effectively There is now a command line option NoDialog which allows you to run Taskline in the background using the Windows task scheduler How Taskline Version 2 January 2004 Task Scheduling a Taskline now supports recurring tasks You can schedule the next occurrence of a recurring task You can specify task constraints such as a Finish On constraint with a date and omit the time This reduces data entry and allows Taskline to optimize the schedule If you don t supply a time the constraint applies to any time during the specified day If several tasks are dependent upon a constraint such as several tasks affected by a deadline you can select the other tasks from the Taskline task form in Outlook This feature replaces and is more efficient than the Taskline version 1 Task Sequences feature When you do not enter a value in Total work a warning message displays a You can instruct Taskline to not schedule a task on the Outlook Calendar by clicking the Ignore this task check box on the Taskline task form Setting Ignore for a task or setting the task status to Waiting on someone else or Deferred clears the Scheduled Start Schedule End and Week commencing boxes Taskline no longer supports the following constraints that were not used very often Start on or Before and Finish On Or After a Taskline Version 2 now resc
96. ected first edit it in Outlook to reflect this then mark it as Complete If you started work on a task at a different date and or time to the one scheduled and you want to record this move the first calendar task entry to its correct time slot before marking it as Complete This will set the task s Actual start accordingly For example consider a 1 hour task with a single 1 hour calendar task entry The task was scheduled to start at 10am and finish at 11am However you actually started at 9 30am but finished as scheduled at 11am In this case change the calendar task entry s Start Time to 9 30am and then mark it as Complete The task s Actual start will get set to 9 30am and the task s Actual Work will be set at 1 5 hours Related Topics Creating task entries in the calendar Progress Working Through Your Task List Progress Fields on a Taskline Task The Effect on Calendar Task Entries of Adding Task Progress Keeping Task Work Estimates Up to Date Organizing Completed Tasks Keeping Task Work Estimates Up to Date As you enter progress the Work remaining field on the Taskline tab of the task form updates to show you how much work remains to be done You could also add the Work remaining field to an Outlook task table view so that you don t need to open the form to see this information It may be that once you ve started a task you realize that your initial time estimate was not accurate If this happens you should update T
97. ed If the reschedule is producing results that are difficult to understand try this option It will tell Taskline to ignore the Max time per day setting on all tasks so that you can see what difference this makes This check box is reset each time you run Taskline changes are not saved Similar to the previous option this option tells Taskline to ignore the Max time per week setting on all tasks This check box is reset each time you run Taskline changes are not saved Tells Taskline to ignore the minimum split setting on a task and also the default minimum split setting on the Options tab of the main dialog so that you can see what difference this makes This check box is reset each time you run Taskline changes are not saved Tells Taskline to ignore task constraints so that you can see what difference this makes This check box is reset each time you run Taskline changes are not saved If Taskline is ignoring some tasks and you re not sure why try selecting this option It will display a summary of why tasks are not scheduled Renumber or Re letter Priority A1 Click the Renumber or Re letter Priority A1 button on the Options tab of the Taskline dialog box to display the following options Renumber Only update numbers leave letters unchanged Priority of first task Step Select this option to leave the letter part of Priority A1 unchanged Only the number part will be updated This option w
98. ed double click a task to display the Taskline tab Notice that Taskline has calculated Scheduled start and Scheduled end dates and times for each task The Scheduled start is the recommended or most likely start date The Scheduled end is the calculated completion date More about these dates Depending on which options you selected during Taskline Setup Taskline might also place task entries in Outlook s calendar These are entries in the calendar that represent your tasks Task entries make it very easy to see what you are scheduled to do on any given day Open your Outlook calendar and take a look If you don t see task entries in your calendar and you would like them _ 1 Start Taskline by clicking the Settings on Outlook 2007 nia Taskline button in Outlook 2 Click the Calendar tab 3 Select the Create for tasks that are Not Started or In Progress check box 4 Click OK to have Taskline reschedule your tasks More on calendar task entries You will probably want your tasks to be carried out in a certain order One way of setting this order is to give each task a Priority A1 value Open each task that you want to schedule and give it a Priority A1 value which is set on the Taskline tab of the task form in Outlook For example give the first task that you want to do a Priority A1 value of B10 the second task B20 and so on Now start Taskline again On the Tasks tab of the Taskline dialog set Order by to Priority A1
99. ed the tasks in By default Taskline schedules your tasks in Outlook s natural order In Outlook you will need to turn off sorting and grouping and preferably filtering too if necessary should you want to view your tasks in their natural order o Outlook 2007 Click View Current View Customize Current View menu option then use the Sort and Group By buttons on the View Summary dialog box to set the Sort Items by and Group items by fields to none gt Outlook 2010 and 2013 Click View Outlook 2013 VIEW ribbon View Settings button to display the Advanced View Settings dialog Then use the Sort and Group By buttons on this dialog to set the Sort Items by and Group items by fields to none Having your tasks displayed in natural order and scheduled in descending natural order is often a very convenient way of working because the order in which you see your tasks is the order in which Taskline schedules them You can easily change this order by simply dragging the tasks up and down the view in Outlook Note e Natural Order only works with the tasks shown in your selected Outlook Tasks folder It cannot be used with Outlook s To Do Bar To Do List Tip e If you are viewing sorted tasks on Outlook 2007 only you can make the order tasks are currently being displayed in the natural order To do this click the Actions Save Task Order menu option Priority A1 You can enter a letter from A Z and an optional number fr
100. ed to show 9 hours remaining and that Status gets updated to show In Progress Click Save amp Close Your Tutorial Cal folder will immediately update to show the task progress you have just entered This is shown in gray because of the Calendar Task Entry Colors setting we entered in the previous tutorial activity MONDAY TUESDAY WEDNESDAY THURSDAY 5 6 7 8 ga 10 11 2 1 2 3 4 5 We now need to reschedule our remaining work to take account of the extended User manual chapter 2 task 1 Click Settings on Outlook 2007 click ail Taskline to start Taskline 2 On the Tasks tab of Taskline s dialog move the First task starts at date forward one day from Monday to Tuesday You can do this either by typing in your change or by clicking the down arrow and selecting a new date Note e When you change the date Taskline might change the time so retype the time if necessary so that it remains at 9 AM 3 Click OK to have Taskline reschedule your work You should see the following results some tasks are scheduled for the following week but as usual our screen shots show only the first week MONDAY TUESDAY WEDNESDAY THURSDAY 5 6 7 8 g 10 11 12 1 3 Diori 3 4 5 Tip e You can also open a calendar task entry and mark it as Complete Sometimes this is more convenient than recording progress on the task Now that you have completed basic tasks in this tutorial you are ready to start using
101. elegation whereby a task can be delegated to another person You delegate a task by clicking on the Assign Task toolbar button on the task form Thus one person s task list could consist of tasks they have entered themselves tasks delegated to them by others and tasks they have delegated to others Delegation is an Outlook feature Please consult the Outlook documentation for information on how to use it You can delegate Taskline tasks in the same way that you can delegate standard Outlook tasks If the recipient has Taskline they will see Taskline tasks otherwise they will see a standard Outlook task When scheduling your tasks Taskline ignores tasks that have been delegated to others as someone else is carrying them out for you Important There is an issue with Outlook in that delegated tasks lose all the values in User Defined Fields This impacts delegating Taskline tasks as Taskline s custom fields such as Scheduled start and Priority A1 are lost when a Taskline task is delegated Preparation and Travel Time on Appointments You can tell Taskline to leave time before and after an appointment free of scheduled tasks for example for traveling time to and from meetings You can define a default traveling time for all appointments on the Calendar tab of the Taskline dialog You can then enter a value in the Before and the After boxes This is the amount of time in minutes or hours that you want Taskline to allow before and a
102. ells Taskline to put Outlook reminders on the calendar task entries created by Taskline Since one task can give rise to several calendar task entries enabling this option can result in a lot of reminders When you open a calendar task entry a Taskline toolbar is displayed and you can click the Open Task button to open the associated task If this option is selected the calendar task entry is closed as the task is opened Otherwise it is left open This option shows on the calendar task entry the names of any attachments on the task You can right click on a standard appointment in Outlook s calendar and click Create Task or Create Task and Pin from the context menu This creates a Taskline task from the appointment Select this check box to have that task opened after the command has run Copies the list of Contacts from the task to its calendar task entries Enabling this option will slow Taskline down slightly Copies notes from a task to its calendar task entries Only the text excluding formatting is copied Category of calendar task entries Copy from task Always set to Note This option tells Taskline to copy a task s categories to its calendar task entries Select this option to have Taskline create all calendar task entries with the same category Leave blank to create calendar task entries with no category assigned e If calendar task entries are assigned a category then Outlook shows the category color rat
103. er Folders My appointments are in Write task entries to Enter the amount of time in minutes or hours that you want Taskline to allow before the start of an appointment on the Outlook Calendar This is useful if you want to allow for travel or preparation time before an appointment More J For Taskline Professional Edition only this is treated as a default value and the settings for an individual appointment can override this setting How Enter the amount of time in minutes or hours that you want Taskline to allow after the end of an appointment This is useful if you want to allow for travel time after an appointment More 2 For Taskline Professional Edition only this is treated as a default value and the settings for an individual appointment can override this setting How Click the Select button to choose the folder that contains your appointments Taskline will schedule your tasks around your appointments so that the two don t overlap The text to the left of the Select button tells you which folder is currently selected Click the Select button to choose the folder that is to contain your task entries This can be the same as your appointments folder and the text to the left of the Select button tells you which folder is currently selected Task entries enable you to see your tasks in Outlook s Calendar view as well as the task list More If the Select button is disabled click the Create for tasks that are N
104. er For example Taskline will see 10 5 as 11 even though the task form shows 10 5 For convenience a Complete setting of 33 is taken to be exactly one third and a Complete setting of 67 is taken to be exactly two thirds For example a 6 day task that is 33 complete will have exactly 4 days remaining Work This information is display only you cannot edit it As you enter progress remaining the Work remaining field updates to show you how much work remains to be done Status This field has several values but the three that concern progress are Not Started In Progress and Completed Setting Status to Not Started will automatically set Complete to zero and setting Status to Completed will set Complete to 100 Setting the Status to In Progress does not in itself add progress to a task It merely marks the task as having been started Tips e You can add any of the above fields to an Outlook task table view so that you don t need to open the form to see these items e You can set the Complete and Status fields on either the Task tab or the Taskline tab of the task form For tasks whether you set Complete or Actual Work is up to you If you think to yourself I have done half of this task then it is natural to set Complete to 50 If on the other hand you think to yourself I have spent 3 hours on this task so far then set the Actual Work to 3 hours However Milestones or goals cannot be progres
105. ers one for each client and you have decided to use categories rather than projects 4 F Tasks 2 Mr Orange 2 Mr Pink Mr White Add 3 new categories one to represent each sub folder To assign Color Categories to the currently selected items use the checkboxes next to each category To edit a category select the category name and use the commands to the right Name Shortcut key New _ ij Blue Category C E Green Category OE mportant Delete Color Rename O ange B oH OE Mr White Shortcut Key OE Orange Category None O Purple Category OE Red Category OW Soxmad O E Things to do Pl Gs co s Mea Then assign a category to one task in each sub folder by clicking on the Categories button on the Task tab of the Task form Group the view on Category How and then drag each task in turn to the correct group This automatically assigns the category for you D suBsECT TOTAL WORK SCHEDULED START SCHEDULED END Click here to add a new Task 4 oO Categories Mr Orange 1 item s Iv C Follow up on presentation 15 minutes Wed 6 11 2014 3 45 PM Wed 6 11 2014 4 00 PM 46 Categories Mr Pink 3 item s m L Finish marketing plan 18 75 hours Mon 6 9 2014 9 00 AM Wed 6 11 2014 1 45 PM ISl 7 Trademark application 2 hours Wed 6 11 2014 1 45 PM Wed 6 11 2014 3 45 PM lt gt C New web page design 1 5 weeks Wed 6 11 2014 4 00 PM Fri 6 20 2014 4 00 P
106. es training courses and so on Some of these may be one offs such as a training course others may happen regularly such as a weekly management meeting You should enter such events into Outlook s calendar which is like an electronic diary Outlook calls calendar entries appointments When scheduling your tasks Taskline checks your diary to see what appointments you have and schedules your tasks around them It can also be convenient for you to see all of your appointments etc listed in the calendar Taskline will only take into account appointments that have been set to show the time they occupy as Busy Taskline will ignore appointments whose time has been set to be shown as Free This is useful if you wish to mark events in your calendar that do not stop you working for any appreciable time such as an important football match you might want to check the result of By default appointments with Show time as set to Out of Office Tentative or for Outlook 2013 and later Working Elsewhere are also taken into account by Taskline i e tasks are scheduled around them However you can change this behavior using the Ignore Out of Office appointments Ignore Tentative appointments and Ignore Working Elsewhere appointments Advanced Options To change how an appointment s time is shown open the Appointment form by double clicking on an appointment or right clicking on an appointment and selecting Open from the pop up menu Choose
107. es tokens option allows you to quickly remove times from the subjects of calendar task entries This can be useful when switching between Outlook views because some Outlook calendar views benefit from times while others don t Specifically if this option is deselected then the following tokens act as empty strings lt StartEndTime gt lt StartTime gt and lt EndTime gt All other tokens are unaffected Related Topics Tokens Reference Showing Your Tasks in the Outlook Calendar Milestones Tokens That Refer To Calendar Task Entries Token Name lt EndDate gt lt EndTime gt Description The date the task entry ends on The time the task entry ends on lt StartEndTime gt This token converts to nothing an empty string if task entry alignment is off otherwise it is equivalent to lt StartTime gt lt EndTime gt for example 9 00 10 30 Note the space at the end of the token lt StartDate gt lt StartTime gt lt Work gt The date the task entry starts on The time the task entry starts on The duration of the task entry Tokens That Refer To Tasks Token Name lt Task Complete gt lt Task Rem gt lt TaskA1 gt lt TaskActualStart gt lt TaskAttach gt lt TaskCategories gt lt TaskCompanies gt lt TaskContacts gt lt TaskEndDate gt lt TaskEndTime gt lt TaskHours gt lt TaskNotes gt lt TaskProject gt lt TaskRole gt lt TaskStartDate gt lt TaskStartTime gt l
108. f and others and also as a bank of historical information which can be used to help produce more accurate time estimates for future work If you are not interested in past work deselect the Keep a record of completed work option This will instruct Taskline to delete completed calendar task entries when it runs completed tasks are not deleted Related Topics Progress Fields on a Taskline Task The Effect on Calendar Task Entries of Adding Task Progress Recording Task Progress via Outlook s Calendar Keeping Task Work Estimates Up to Date Organizing Completed Tasks Progress Fields on a Taskline Task On the Taskline tab of the task form in Outlook there are several fields that specifically relate to task progress You record your progress by updating one or more of these fields Actual start This field records exactly when you started work on a task Before you add any progress you have the opportunity to set this field although doing so is optional If you don t set it Taskline will set it for you If calendar task entries exist for the task then the task Actual start is taken from the Start of the first calendar task entry Otherwise it s assumed that the task started on schedule and Actual start is set to equal to the Scheduled start Other Actual start guidelines are a For a task that is part completed Actual start will show when the task started Scheduled start will show when the remaining part of the task shou
109. f task not scheduled setting which is on the Advanced Options dialog A task might not be scheduled because for example the Ignore this task check box is selected or perhaps because the project a task belongs to is not scheduled Tips e You can add Scheduled start or Scheduled end columns to Outlook s task table view How e You might want to sort the Task folder table view into Scheduled start order so that the tasks are listed in the order in which you want to work How However both displaying and scheduling the task list in Natural Order is often the most convenient way to work e In the task table view Outlook regards uncompleted tasks with a Due date in the past as being overdue and these are shown in red by default e You can tell Taskline to set the task Start and Due dates to keep them in step with the Scheduled start and Scheduled end dates To do this select the Taskline should set the Start and Due dates to the Scheduled dates check box which is on the Options tab of Taskline s dialog More Note that Outlook s Start and Due dates can only show dates and not times In contrast Scheduled start and Scheduled end show both dates and times Next Using Projects Related Topics Defining the Order in Which Tasks are Scheduled Task Constraints Predefined Outlook Views Using Projects On the Taskline tab of the task form in Outlook you can assign a project name to each task You do this by clicking on the Project dr
110. file available Full online help is included with Taskline However if you prefer the user guide in a PDF format you can download it here Letter sized paper A4 sized paper Where can I download the current or a previous version of Taskline Please click here to access our download page If I install Taskline will anything else get installed as well Absolutely not Our Setup program installs Taskline and nothing else There is absolutely no adware spyware or anything else of that nature Is Taskline suitable for planning the work of a team Taskline is designed to help one person plan and manage their own work It is not suited to one person planning the work of several others In a team environment each person would plan their own work using Taskline perhaps keeping tasks in a central or shared location such as on Microsoft Exchange Server What is your upgrade policy We are committed to continuously improving Taskline and intend to produce regular upgrades Upgrades are priced at around 40 of the purchase price Upgrades are free if you have purchased Taskline within three months of an upgrade release We also produce regular minor updates to fix any bugs and keep the current version up to date These updates are free How can I report a bug We are very keen to fix any problems you may find with our software If you find a bug we ask that you tell us about it so that we may fix it To report a bug please
111. fter an appointment on the Outlook Calendar For example you might need 15 minutes to travel to most of your appointments on your Calendar including your off site meeting at 2 30 So you enter 15 m in the box As a result Taskline schedules your work to end at 2 15 PM 15 minutes before your 2 30 meeting This gives you enough time between the end of the task and the beginning of the meeting to leave your office and get to the meeting on time J You should remember that the settings for an individual appointment override this default setting when you enter special tokens in the Subject box of the appointment Overriding the Default Times Before and After an Appointment gt Taskline Professional Edition allows you to override the default appointment allowance times for individual appointments To do this place the following text with the times adjusted accordingly anywhere in the appointment Subject box Note e Spaces are optional e If the time unit is omitted minutes are assumed 30 m 1h 30 minutes before the appointment and 1 hour after 1h Use the default time before the appointment and 1 hour after it ih Use the default time after the appointment and 1 hour before it 30 m 30 minutes before and after an appointment Example appointment subject Strategy meeting at head office 1 5h This tells Taskline to leave 1 5 hours free before and after the appointment Related Topics Calendar tab Setting Sta
112. future work However Taskline Professional Edition offers extra task scheduling power and flexibility a Multiple named sets of working hours can be defined and different tasks can be scheduled to different working hours For example work tasks can be scheduled Monday to Friday during the day and personal tasks can be scheduled for evenings and weekends a You can instruct Taskline to ignore all tasks which have been assigned particular working hours Different days of the week can have different working hours Taskline Standard Edition follows Outlook s model of having a single start work time and stop work time for all working days a Working 24 hours a day is supported in Professional Edition If the To time of a break or the Stop work time is 0 00 this is taken as 24 00 With Standard Edition you must work at least one minute in the day Again this follows Outlook s model Up to 9 day time breaks can be defined Standard Edition supports 3 breaks Taskline allows travel time to be defined for appointments so that tasks will not be scheduled during this time Additionally Professional Edition allows you to override this travel time on a per appointment basis Taskline Professional Edition adds Max time per day and Max time per week scheduling settings to a task These can be used to spread a longer task out over several days or weeks rather than working on a task exclusively until it is completed Related Topics Pu
113. g Taskline J Professional or Standard editions Tips When setting up your working week consider the following important points You cannot predict all tasks in advance and hence you should make an allowance in your schedule for unpredictable or spontaneous events such as phone calls Build some contingency or slack time into your schedule You could do this by adding a day time break to represent the contingency for example Over estimating the Total work for your tasks is another good method Consider planning some personal or thinking time at the start of the day perhaps to plan the day s work You could do this by entering a start work time slightly later than the time you actually arrive at work Similarly you can schedule thinking time at the end of the day perhaps to plan the next day s work gt Professional Edition Taskline Professional Edition allows you to define several different sets of working hours For example you might wish to plan your work tasks during the day and your personal tasks at evenings and weekends in which case you would define one set of hours for work tasks and another set for personal tasks You give each set of hours a different name such as Office Hours and these names are displayed in the drop down list at the top of the Working Hours tab To enter your working hours click the Working Hours tab on Taskline s main dialog then do one of the following To Choose the Working hours Yo
114. g defined the Home hours we now need to tell the Research documentation tools task to use these hours 1 Open the Research documentation tools task by double clicking it 2 On the Taskline tab in the Scheduling control section select Home in the Working hours drop down list 3 Click Save amp Close Finally reschedule your tasks by clicking OK on Taskline s main dialog Your results should look like the screen shot below Research documentation tools has moved to Tuesday and other tasks have been shunted to accommodate this ga 10 11 gam 1 2 3 4 5 Tips e In this example we explicitly assigned the Home Working hours to the task The However in many cases Taskline will automatically locate and use the correct hours for you If a task s Working hours are blank then Taskline will look at that task s Categories and Project If there exists some Working hours with exactly the same name as an assigned Category or Project then Taskline will automatically use those hours For example if we had a Category called Home and we had assigned that Category to our Research documentation tools task then Taskline would have automatically used the Home hours there would be no need to explicitly assign them e If a task has Working hours left empty and there is no Working hours match on Category or Project then Taskline will use whichever hours have Default hours selected on the Working Hours t
115. g hours drop down list at the top of the dialog make sure Default work week is selected If it is not select it now Taskline Professional Edition supports working different hours on different days of the week but in our tutorial example we will work the same hours Monday through Friday The Mon Tue Wed Thu and Fri check boxes should already be selected The Sat and Sun check boxes should not be selected If this is not the case make these selection changes now The check boxes allow you to enter the time for different weekdays simultaneously typing the information only once a In the Mon row of the Start work column of edit boxes enter 9 AM You can omit this step if all five Mon to Fri boxes already show 9 AM In the box to the right the Stop work column enter 5 PM You can omit this step if all five Mon to Fri boxes already show 5 PM In the next box the From column enter 12 PM This is the time your lunch break starts In the next box the To column enter 1 PM This is the time your lunch break ends Make sure that both Default hours and Schedule tasks that have been assigned these hours are selected 3 The Working Hours tab should now look like the following screen shot Click Apply to save your settings and click Cancel to close the dialog box Tasks Projects Calendar Working Hours Options Help About Working hours Default work week v New Delete B Working day Breaks during
116. g task order Taskline will worry about this for you 5 Tip The next tutorial activity shows how to define and use more than one set of Working hours Scheduling Different Tasks to Different Time Slots Let s assume that you work at home on Tuesdays You decide to do your documentation work in the office because you often need to talk to other people You also decide that you would like to do your Research documentation tools task at home where you get fewer interruptions To handle this requirement in Taskline we create a 24 set of Working hours for just Tuesdays Click Settings on Outlook 2007 click T Taskline to start Taskline Click the Working Hours tab Click the New button which is near the top of the dialog A UNBE On the New Working hours dialog a Enter Home in the Enter a unique name box Select the Start with empty settings option Click OK You will now see the empty Home Working Hours tab On the row for Tuesday enter 9 in the 15t box 5 in the 2 box 12 in the 3 and 1 in the 4th You have now defined the Home hours and any task assigned these hours will only get scheduled on a Tuesday Your Working Hours tab should look like the screen shot below Tasks Projects Calendar Working Hours Options Help About Working hours Home v New Delete Working day Breaks during the day C Stat work Stop work From To C Mon 1st break Cltue 9 00Am 5 00PM
117. ging a task entry in Outlook s calendar to a new time slot or dragging its start or end time or both When you manually edit a calendar task entry in this way it becomes pinned Normally calendar task entries get deleted and recreated each time Taskline runs However this does not happen to pinned entries they stay untouched and survive a Taskline reschedule You can also pin a calendar task entry without changing it Open the item and click the Pin button in the Taskline section of the Appointment ribbon The calendar task entry will then stay put during subsequent task reschedules 7 ww OX Open Task Complete Pin Taskline Zoom A Pin this calendar task entry to its current position 43 Taskline Add In 2007 Tell me more To unpin a calendar task entry open the item and click the Pinned button in the Appointment ribbon Pinned calendar task entries have their subjects prefixed with a character so you can tell at a glance which entries have been pinned Note e Pinned calendar task entries that are Not Started and have an End date on or before the First task starts at date i e those pinned items that are in the past are automatically unpinned and rescheduled when you reschedule your tasks Tips e You can also pin and unpin items by right clicking a calendar task entry in Outlook s calendar and selecting Pin or Pinned as appropriate from the popup menu This is usually quicker as there s no need to open
118. gt If you give your Working hours the same names as the GTD Actions they apply to then those Working hours will be automatically selected by Taskline when it runs For example you may wish to create some daytime Working hours called Office and some Working hours to cover evenings and weekends called Home These match up with the GTD Actions of the same name o Not all GTD Actions will require their own Taskline Working hours For example you may be happy to do Computer tasks at any time during normal office hours When the GTD Actions and the Taskline Working hours have different names you will need to manually select the correct Working hours on the Taskline tab of the task form in Outlook Someday tasks If you keep all your future work in the Somedayed Project Actions folder you might prefer to have Taskline schedule that folder rather than the Tasks folder a Task prioritization You will also need to prioritize your tasks so that you do the most important tasks first Without this vital step there is a danger of procrastinating when deciding what to do next This can be time consuming in itself Or you may find yourself always picking the most enjoyable tasks rather than the most important ones Prioritization brings focus to your task list Most people use either task Natural Order or Priority A1 to define task priority Natural Order is nice to use because it allows you to graphically reprioritize by dragging tasks up
119. gt Max time per day is used to limit the amount of time allocated to a task each day It can be used to spread a longer task out over several days or weeks for example to divide your time between 2 or more tasks rather than working on a single task exclusively until it s completed gt Max time per week is used to limit how much time is allocated each week to a long task External constraint Task should Usually you need only tell Taskline in which order to schedule your tasks You do this by using the Order by settings on the Tasks tab of the Taskline dialog Priority A1 or Natural Order are both common choices for task ordering More Sometimes however external constraints come into play such as deadlines or perhaps you are waiting on a delivery before you can start work on a task For such tasks select a constraint from the Task should dropdown list For example Finish on or before constraints work well with deadlines More Once you ve entered a constraint you will need to enter a date for that constraint When is the deadline or when is that delivery due You do this by entering a date to the right of the calendar icon or by clicking on the dropdown list to display the Date picker and clicking a date on that If you need to be accurate you can also enter a time for the constraint Important Select any e Task constraints should be the exception not the norm Most of your tasks should be unconstrained and only t
120. hat is in progress or completed You don t need to set this field unless you want to if you leave it blank Taskline sets it for you More This is the standard Outlook field that is also on the Task tab of the task form Note that Taskline will not schedule tasks whose status is set to Deferred or Waiting on someone else and such tasks will also have their Scheduled start Schedule End and Week Commencing fields cleared Actual Work is the amount of time spent on the task to date This is in contrast to Total work which is how much time you thought you would spend on the whole task Actual Work is optional but it is often useful to record how your time has been spent You can also look back at this information when scheduling similar work in the future When you get part way through a task you may then realize that your initial estimate is not correct In this case you should update Total work as well so that your schedule remains realistic and achievable You can set either Actual Work or Complete or set both of them or ignore these fields and set none of them More The format of the Actual Work field is the same as Total work and is a number followed by a time unit such as 5h for 5 hours The percentage of the task that has been completed If you don t think in terms of percentages you can enter information in Actual Work instead Both of these fields are optional More This information is display only and you cannot edi
121. he Options dialog Click the Other tab and then the Advanced Options button On the Advanced Options dialog set Task working hours per day and Task working hours per week as appropriate Outlook 2010 and 2013 click File FILE on Outlook 2013 Options Tasks tab Set Task working hours per day and Task working hours per week as appropriate Most of the time the values for the working hours settings are simple to calculate For example if you work from 9am to 12pm on Saturday and Sunday you work 3 hours per day and 6 hours per week However if you don t work the same hours on each day see If You Work Different Hours on Different Days To Change the Calendar Shading in Outlook The calendar in Outlook has its own working week specified This is simply used to set the calendar shading On the Working Week view in Outlook s calendar hours that are outside the calendar s working week are shaded differently To change the calendar s working week and hence change the calendar shading Outlook 2007 click Tools Options Preferences tab Calendar Options Then set Start time and End time as appropriate Outlook 2010 and 1013 click File FILE on Outlook 2013 Options Calendar tab Then set Start time and End time as appropriate To Assign Working hours to a Task Select the hours from the Working hours drop down list on the Taskline tab of the task form in Outlook Tip s Sometimes you may want tasks of a
122. he results of these steps in Outlook click the Tutorial Tasks folder and double click a task When you open your tasks in Outlook you can see that dates have been set in the Scheduled start and Schedule End boxes on the Taskline tab These are the estimated or most likely start and end dates for your tasks As few people can predict future work with 100 accuracy for example a meeting may take longer than anticipated you cannot usually start and finish every task exactly on schedule However the Scheduled start and Scheduled end dates give you a very good idea of when you are likely to start working on a task and when you are likely to finish it You should have the same days and times as those shown below but because your task dates depend on your chosen First task starts at date dates have been removed from these screen shots H M Vv User Manual chapter 2 Task lt gt TASK INSERT FORMAT TEXT REVIEW TX QBewim VM eH O Save amp Delete Forward OneNote Task Details Taskline Mark Assign Send Status Recurrence Close Complete Task Report Actions Show Manage Task Recurrence Dates and duration Scheduled start Mon 9 00 AM Scheduled end Tue 5 00 PM Total work 2 days vi t b z Proof read Quick Start Guide Task TASK INSERT FORMAT TEXT REVIEW Gx QO Amy A O Save amp Delete Forward OneNote Task Details Taskline Mark Assign Send Status Recurrence Close Complete Task Report
123. hedules tasks faster than Version 1 Improvements to the Taskline Task Form in Outlook You can select dates more accurately and efficiently with a Calendar control This feature is not supported in Outlook 97 You can get Help from the Taskline form when you open a task a You can set whether the Task tab or the Taskline tab appears first on the Taskline form when you open a task a You can set an option so that all new tasks are assigned a category and that you cannot remove the category from existing tasks although you can change the category Compatibility Taskline is now compatible with Outlook 2003 NetCentrics Getting Things Done Versions 1 and 2 Franklin Covey PlanPlus Version 1 Chapura Inc s PocketMirror Calendar Task Entries Taskline Version 1 introduced the ability to view your tasks in the Outlook calendar If you use Outlook 2002 or 2003 then Taskline Version 2 now allows you to view your Calendar task entries quickly and easily in different colors You can use the Outlook Labels feature to color tasks on the Calendar for example you might want to apply the color red to all high priority tasks on the Calendar More Calendar task entries now get assigned the same values for category and importance as the tasks they represent a You can now create calendar task entries to show the following settings Busy Tentative Free or Out of Office Miscellaneous a You can run Taskline fro
124. hen used in conjunction with the Step field allows you to renumber the Priority A1 values on all of your Taskline tasks Enter values for the letter and number values of the priority of the first task in the first two boxes You can then click the OK button to renumber the task priorities Tip e You set the Priority A1 values on a task when you open the task and enter values on the Taskline tab of the Taskline form This option when used in conjunction with the Priority of first task settings allows you to enter the difference between the Priority A1 values on all of your Taskline tasks Enter whatever gap you want between consecutive tasks here For example if the priority of your first task is B10 and you enter 5 here your tasks are assigned Task Priorities of B10 B15 B20 B25 and so forth Usually you should enter a larger Step value later this allows you to quickly add a new task between existing tasks Click the OK button to renumber the task priorities Change letter Change _to__ This option allows you to change the letter of the Priority A1 values on all of your Taskline tasks to a new letter that you enter The numeric part of the Priority A1 value is not changed Enter the letter that you want to change in the first box In the second box enter the new letter that should replace it Click the OK button to re letter the task priorities Tip e You set the Priority A1 values on a task when you open the
125. her than the colors set in Taskline s Calendar Task Entry Colors dialog Thus if you want Outlook to use the Calendar Task Entry Colors you must select the Always set to option and leave the edit box blank Miscellaneous Reset Don t tell me about this again messages ClearContext project compatibility Selecting this option means that all the messages that no longer appear because you selected the Don t tell me about this again check box will now be displayed The Don t tell me about this again option will still be available should you wish to hide them again By default Taskline stores the project name assigned to a task in an Outlook User Defined Field called Project However if the ClearContext project compatibility advanced option is selected Taskline instead uses an Outlook custom field called CC TopicName This is the name used by the ClearContext Outlook Add In and so aids compatibility if you also have that Add In installed Understanding Taskline If the task reschedule is producing results that are difficult to understand try selecting one or more of the following options The first 4 options temporarily remove rules from the reschedule logic to simplify the process and hopefully make it easier to understand Ignore Max time per day Ignore Max time per week Ignore task split settings and allow tasks to be split without restriction Ignore task constraints Give reasons for tasks not being schedul
126. hose with deadlines or other external date issues should have constraints If you place constraints on most of your tasks then you are effectively manually scheduling and therefore stopping Taskline was working effectively For tasks with a constraint you can optionally tell Taskline that other tasks other tasks are also affected by that constraint For example you might have a package also affected by this constraint Show projects of work that consists of three tasks and none of them can start until someone else gives you a report they re writing In this case you would 1 Set a Start on or a Start on or After constraint on the first task you wish to work on 2 Check the Select any other tasks also affected by this constraint check box 3 Select the other two tasks from the list by clicking on them To deselect a task click it again The following types of tasks cannot be made dependent upon other tasks and hence will not be displayed in the Select any other tasks also affected by this constraint list Completed tasks a Recurring tasks because these are already constrained to happen on a certain day and you can t have two constraints on one task Delegated tasks because someone else is doing them a Tasks with their Status set to Deferred or Waiting on someone else because these are effectively on hold and hence Taskline ignores them Tasks with the Ignore check box checked These are by definition ign
127. ideally just a few hours and certainly no more than a few days For example if you had to design a new expenses form you might split that item of work down into 1 Consulting current users of the form to get their improvement suggestions 2 Collating feedback 3 Creating the new form design and 4 Getting approval for the new design Splitting up your work into short tasks has two advantages a It increases the accuracy of your work schedule since the shorter a task is the more accurate your time estimate will generally be a It makes it easier to know whether you re on schedule since you ll know which tasks should have been completed by now For example if you re part way through an 18 day task it s difficult to know whether you re on schedule because you only have subjective means of measuring your progress But if you had split the task up into six three day tasks and you ve completed the first two tasks you ll know in this latter case that you re exactly one third of the way through your work You cannot predict all tasks in advance and consequently you should make an allowance in your schedule for unpredictable or spontaneous tasks and events such as phone calls Working on unscheduled tasks can result in unnecessary pressure because it almost inevitably means that you get behind with your scheduled work Building in some contingency or slack time into your schedule is a simple way to address this very common problem You could
128. ine com whatsNew asp Taskline Version 4 1 December 2014 New Features Specific to Outlook 2013 a The Calendar Task Entry context right click menu now works on Outlook 2013 too Commands available are Open Task Complete Whole Task is Complete and Pin Unpin You can set Show time as for calendar task entries to Working Elsewhere There is a new Advanced Option Ignore Working Elsewhere appointments New Features for all Versions There are 2 new right click menu options for standard Outlook appointments Create Task and Create Task and Pin These enable you to do some planning in the calendar and then easily convert appointments into Taskline tasks The appointment is itself converted into a Taskline calendar task entry like those created by Taskline when it runs There is a new Create Task right click menu option for Outlook emails notes and contacts This creates a new task from the item leaving the original Outlook item unchanged Pinned calendar task entries that are Not Started and have an End date on or before the First task starts at date i e those pinned items that are in the past are now automatically unpinned and rescheduled The Taskline section of the ribbon in Outlook has a new EY button to display Taskline s online help Outlook Label names have been removed only Label colors are now shown and the word Label has been replaced by Color This gives a cleaner and simpler interface a Calendar t
129. ing Week Tab Help About Tab Advanced Options Tasks Show the Taskline When this option is enabled new tasks will always have the Taskline tab for tasks in all tab available Otherwise new tasks only show the Taskline tab if Outlook folders they are in your nominated Schedule the tasks in Outlook tasks folder which is set on the Tasks tab of Taskline s main dialog Require that all If this option is clicked all new Taskline tasks created in Outlook tasks are assigned must be assigned a category and any existing tasks with a a category category cannot have their category removed although it can be changed Keep Priority Keeps Priority and Priority A1 synchronized such that Low Low Medium High Priority corresponds to an A1 letter C Medium Priority corresponds and Priority A1 to an A1 letter B and High Priority corresponds to an A1 letter A synchronized On new tasks You can tell Taskline to ignore certain tasks by selecting the Ignore have Ignore this this task check box which is on the Taskline tab of the Task Form task initially set in Outlook For a new task choose whether you want Ignore this task to be initially set or unset Even if you have Ignore this task defaulting to being set it will be automatically unset if some Total work is set on the task Clear Scheduled Some tasks are not scheduled for example because the Ignore start and this task check box is selected or perhaps because the project a
130. ions button on the Options tab of Taskline s dialog Then select the Ignore task split settings and allow tasks to be split without restriction check box Gaps can also be caused by travel time on appointments Check the Default time allowances before and after an appointment settings which are on the Calendar tab of Taskline s dialog Also check for Taskline Professional Edition whether any individual appointments have overridden these settings using the 30m ih style on the appointment subject Check task constraints Start on Start on or after Finish on and Work between constraints can stop tasks being scheduled earlier than would otherwise be possible and hence can force gaps into schedules You can check whether task constraints are resulting in unexpected gaps by telling Taskline to temporarily ignore them To do this click the Advanced Options button on the Options tab of Taskline s dialog Then select the Ignore task constraints check box I am ordering my tasks by Natural Order but they are getting scheduling in a completely different order Why a Check that you have Order by set to Natural Order Descending Check that you can drag tasks up and down Outlook s task list using the mouse If you can t then your tasks are not in Natural Order Are you looking at the Outlook Tasks folder selected in Taskline or are you looking at Outlook s To Do list The To Do list uses a different Natural Order to the Tasks folder Ta
131. ish on or before constraint the All day event is placed on the task s Scheduled end date For example if a task starts on Monday and ends on Wednesday the all day event appears on Monday unless you have entered a Finish constraint In that case the all day event is shown on Wednesday All day events on task Scheduled end unless Start constraint The tasks display as all day events on the Scheduled end date which is shown on the Taskline tab of the form However if the task has a Start on or Start on or after constraint the All day event is placed on the task s Scheduled start date For example if a task starts on Monday and ends on Wednesday the all day event appears on Wednesday unless you have entered a Start constraint In that case the all day event is shown on Monday Click this button to display the Calendar Task Entry Subject dialog box which allows you to customize the appointment subject Taskline assigns to calendar task entries More Click this button to display the Calendar Task Entry Colors dialog This allows you to set up various colors for the task entries that Taskline creates in Outlook s calendar More Use this drop down list to set the Free Busy status of your task entries in Outlook s calendar This is a default value that can be overridden per task by using the Show as drop down list on the Taskline tab of the task form in Outlook Default time allowances before and after an appointment Before Aft
132. k Further to the previous point you can override Show time as on a per task basis by setting Show as on the Taskline tab of the task form in Outlook This could be used to differentiate certain task in the calendar If you want milestone tasks which have 0 Total work to be displayed in the Calendar too select the Create all day events for milestones check box on the Calendar tab of the Taskline dialog Tip e When you create a task with 0 Total work this is ignored by Taskline by default To have Taskline schedule the milestone uncheck the Ignore this task check box on the Taskline tab of the Taskline form in Outlook More about goals and milestones a High Priority tasks result in Calendar task entries of High Importance while Low Priority tasks give Low Importance ones a You can also maintain task entries for completed and partly completed tasks to keep a record of what you have achieved in your calendar How If you make a change to one or more of your tasks you will need to run Taskline again for example by clicking the iis Reschedule button to synchronize the calendar More a Usually uncompleted calendar task entries are deleted and recreated each time Taskline runs So if you change a calendar task entry in Outlook for example to change the Category this change will usually be lost when Taskline is next run If you need to make a change change the task instead and then re run Taskline However you can Pi
133. k scheduling is to break your work down into small chunks or tasks Each task should represent a specific part of your work It should be short in duration ideally just a few hours and certainly no more than a few days In our tutorial example the first step in your work week involves planning three projects that are due soon a Chapter 2 of a user manual which you think will take you 2 days and is your first priority Proof read a booklet which will take you 3 hours and is your second priority Research documentation tools which will take you 1 day and is your third priority To create the first task take the following steps 1 In Outlook open the Tutorial Tasks folder you created earlier by clicking the Tutorial Tasks entry in the Folder List If you cannot see the Tutorial Tasks entry then click the or gt signs to the left of the Tasks folder on the Folder List This will display sub folders Now click the Tutorial Tasks folder to open it 2 Create a new task a In Outlook 2007 click File menu New Task a In Outlook 2010 and 2013 click the New Task button on the Home Outlook 2013 HOME ribbon a Or for any Outlook version simply double click a blank area of the task list 3 Enter the following information On the Task tab enter User Manual chapter 2 in the Subject box On the Taskline tab in the Total work box enter 2d This is shorthand for 2 days In the Priority A1 box enter
134. ke sure Personal Forms is selected in the drop down list at the top of the dialog then add Taskline to the right hand list box and Close the dialog Click the Field button again but this time click Taskline which should now be visible in the list and then click Scheduled end Then simply set the condition to this week and click the Add to List button OK the Filter dialog to return to the Automatic Formatting dialog and then click the Font button to select how you wish tasks due this week to be highlighted To highlight tasks ignored by Taskline the procedure is very similar but you would set up a condition of Ignore task equals Yes on the Filter dialog Outlook Tip Using Grouping to Edit Many Items in One Go Outlook allows you to group table views by any field For example you may choose to group your tasks by Project This groups together all tasks with the same project under a project heading and also allows you to collapse or expand the display of individual projects But a less well known feature of grouping is that it also acts as an edit facility for multiple items For example if your task view was grouped by project you can drag and drop tasks between groups to change the project This isn t restricted to one item ata time you can select as many items as you want and drag them between groups to change many tasks in one go This can be used with almost any field on any item For example it could be used as a quick way to mak
135. l not mark the task as requiring attention Tips e You can have Taskline delete completed occurrences of recurring tasks if required How e If you need all occurrences of a recurring task to be scheduled we suggest you use a recurring appointment instead The effect is quite similar J You can also use the Max time per day or Max time per week settings to represent recurring tasks How Deferred and Waiting Tasks Tasks that have their Status set to Deferred or Waiting on someone else will not be scheduled by Taskline and will have their Scheduled start Scheduled end and Week commencing fields cleared Private Tasks Private tasks are scheduled as normal by Taskline Private tasks create private calendar task entries if one of the options to create these is enabled Related Topics Recurring Appointments gt Recurring Tasks and Working on a Task for Only Part of the Day or Week Advanced Options for Recurring Tasks Tasks in Sub Folders This version of Taskline will not schedule tasks in sub folders A good workaround is to create a Project on the Taskline tab of the task form in Outlook or a Category for each sub folder and assign that Project or Category to each task Then group your Outlook task view by Project or Category as appropriate This approach has the advantage over multiple folders in that you can see the tasks for more than one sub folder in a single view For example say you have three fold
136. ld be started and Scheduled end will show when the task is due to be fully completed For a completed task Scheduled start will show when the task started i e it is set to be the same as Actual start and Scheduled end will show when it ended Actual work This field gives you the opportunity to record the amount of work you have actually done on a task to date Setting Actual Work to something greater than zero will update the Status to In Progress Updating this field is optional you can simply ignore it if you prefer However Actual Work is useful because it gives you the opportunity to record how much time you actually spent on a task as opposed to the Total Work field which is how much time you originally thought you would spend on it It may be useful to look back at this information when scheduling similar work at a future date Or you or your manager may find the information useful now so that you both know where all your precious time went Complete Similar to Actual Work this records what percentage of the task has been completed to date Updating this field is optional you can simply ignore it if you prefer Setting Complete to zero will automatically set Status to Not Started setting it to 100 will set Status to Completed and setting it to a value between 0 and 100 will automatically set Status to In Progress Because of a restriction in the way Outlook works Complete is always rounded to the nearest whole numb
137. le on or If set Taskline will schedule a recurring task on or before its Due before Due date if date but only if the Start date is unset or the Ignore Start date set option is selected Ignore Due date Calendar Ignore Out of Office appointments Ignore Tentative appointments Ignore Working Elsewhere appointments Taskline should ignore the Due date when scheduling a recurring task Normally Taskline schedules your tasks around the appointments in your calendar unless the appointment have Show time as set to Free Select this option to have Taskline ignore Out of Office appointments as well as Free appointments so that tasks can be scheduled during time set aside for Out of Office appointments Select this option to have Taskline ignore appointments with Show time as set to Tentative when it s scheduling your tasks With this option not selected which is the default setting Taskline will schedule your tasks around Tentative appointments This option is only available with Outlook 2013 and later Select it to have Taskline ignore appointments with Show time as set to Working Elsewhere when it s scheduling your tasks Calendar task entries Set reminders on calendar task entries Close calendar task entry when Open Task button clicked Show list of attachments Open task after Create Task from appointment Copy contacts from task Copy notes from task text only This option t
138. le them as described in the next activity in this tutorial example Scheduling Your Tasks Taskline makes planning your work quick and easy Taskline schedules your work around existing appointments and also to fit in with your Working hours When you have scheduled your tasks with Taskline you can also view them in the Outlook Calendar like any other appointment In our example let s assume that today is a Saturday and you are planning your activities for next week You want to run Taskline to schedule all three of your tasks for next week 1 In Outlook click Settings on Outlook 2007 click T Taskline to display the Taskline dialog For the purposes of this tutorial clear the Default to current date and time check box which is on the Tasks tab For real work however it is common to leave this selected In the First task starts at box click the down arrow and select whatever date is the Monday just gone Then click on the First task starts at box and use the keyboard to change the time to 9 AM Or if today is Monday select today s date but again change the time to 9 AM This date is the starting point for your schedule It is not usual to plan in the past but selecting the previous Monday is convenient for our tutorial because Outlook initially opens the calendar on the current week On the Order by list select Priority A1 and if necessary Ascending This makes sure that Taskline schedules your tasks in the order
139. led in a later time slot leaving the earlier one free for another perhaps lower priority task I have set a Due date on a task but Taskline is ignoring this Why Taskline doesn t actually take a task s Due date into account when scheduling mainly because many people prefer Taskline to actually set the Due date when it runs However you can certainly specify a date that the task must finish on or by for example to meet a deadline You do this by setting up an external constraint which is simply a matter of selecting the Finish on or Before constraint type from the Task should drop down list on the Taskline task form in Outlook How do I define task order To define task order you should not use constraints such as a Finish on or before constraint Rather on the Tasks tab of Taskline s dialog there is the section entitled Schedule tasks in the following order That is how to define task order Whatever method you choose you then set the corresponding information on the task appropriately Most people use Priority A1 or Natural Order It is then just a matter of setting the appropriate Priority A1 value on a task or dragging tasks up and down the task list to set their Natural Order Things like Finish on or before constraints only come into play if you have a deadline to meet And even if you have a deadline you only need to select other tasks if the deadline applies to several tasks not just one For further information on ta
140. lete Reply Reply Forward Ei More Mi Task Email ltems All i Com New Delete Respond N 4 a o W 1 Outlook f Open in New Window I JECT New Folder Inbox here to add a new Task iz Drafts I i Sent Items Sa Copy Folder Deleted Items ES Calendar Contacts Journal Bf Junk E mail Move Up Notes Is Outbox ta Properties v Tasks FO Search Folders Mail Calendar People Tasks ITEMS 0 REMINDERS 7 The Create New Folder dialog will be displayed Type Tutorial Tasks in the Name box which is the name of our new folder Make sure that Folder contains shows Task Items and that the Tasks folder is selected in the Select where to place the folder list 4 Click OK to have Outlook create the new folder To create the new calendar folder 1 On Outlook s Folder List right click your Calendar folder and click New Calendar 2 3 on the pop up menu Type Tutorial Cal in the Name box Make sure that Folder contains shows Calendar Items Click OK to have Outlook create the new folder Now we need to tell Taskline to use the folders we have just created 1 Click Settings in Outlook to start Taskline or click the T Taskline button in Outlook 2007 On the Tasks tab of the Taskline dialog click the Select button for the Schedule the tasks in option This will display the Select Folder dialog Select the Tutorial Tasks folder You may need to click the or sign
141. lick Next Choose when you d like to schedule your tasks for example Daily Click Next Choose the appropriate start time and date settings and then click Next If you have to enter a password when you log on to your computer you will need to enter the same password here Then click Next Click the Open advanced properties for this task when I click Finish check box and then click Finish On the properties dialog that appears click in the Run edit box Move the cursor to the end of the box and type a space followed by nodialog Click OK Instructions for Windows Vista 1 3 Click Start menu All Programs Accessories System Tools Scheduled Tasks In the list of Actions click Create Basic Task The Create Basic Task Wizard will appear Now continue from Step 4 in the Windows 7 and Windows 8 instructions below Instructions for Windows 7 Windows 8 and Windows 8 1 1 Start Windows Control Panel and click Administrative Tools If you are grouping the Control Panel items by Category you will need to click System and Security first In the new Administrative Tools window that opens up double click Task Scheduler In the Task Scheduler window click Action menu Create Basic Task The Create Basic Task Wizard will appear 4 In the Name box type Taskline Click Next On the Task Trigger page choose when you d like to schedule your tasks for example Daily Click Next Choose the appropriat
142. m gives you much more flexibility in scheduling tasks by priority and reordering them easily Due Date The Due date is supported by standard Outlook tasks Ordering by Due date can be useful if you have an existing task list to which you ve already added Due dates Ordering by Due date works slightly differently to other Order by options in that Taskline will not only order by this date but will also try and make sure that the task is completed on or before the Due date Tasks without Due dates are scheduled in no particular order so you will probably need a secondary ordering method if you use Order by Due date Ordering by Due Date is something of a legacy method It is helpful if you want to get Taskline working quickly and you already have lots of Due dates on your tasks Using a different ordering method and placing Finish on or before constraints on your tasks achieves a similar effect and offers more flexibility than using a Due date because of all the constraint options available More about task constraints Total work This is how long a task is expected to take If for example you wanted to work on your shorter tasks first then you would sort on Total work More Status Status can be Not Started In Progress Completed Waiting On Someone Else or Deferred Ordering on Status can be useful because it is a way of pushing Waiting On Someone Else and Deferred tasks to the end of your list a Subject Ordering your t
143. m within Outlook by clicking a button on the Outlook toolbar You can set up the main options for Taskline during Setup When Taskline schedules assigned tasks you can prevent Outlook from sending update emails back to the task owner This prevents Outlook from generating unnecessary emails a You can apply changes without closing the Taskline dialog box with the new Apply button The Summary of Task Schedule dialog that appears when Taskline completes now shows enhanced content and presentation Taskline can optionally update task Start date and Due date Version 2 also adds the ability to restore the original Start date and Due date if Taskline changes these dates a You can renumber tasks quickly with the new Renumber Task Priorities feature Folder names on the Taskline dialog box now show the full folder path rather than just the folder name This removes ambiguities when two or more folders have the same name When you enter tasks in Outlook s table view you can use the constraint abbreviations SO for Start On SOOA for Start On or After FO for Finish On and FOOB for Finish On or Before Taskline installs completely and correctly on Windows NT 2000 and XP even if you do not have Administrator access rights The evaluation period of the unregistered version is now 10 non consecutive days instead of 30 consecutive days What s New For the latest What s New information please visit www taskl
144. me that the first task in your task list should start All other tasks will then follow on after that task Note that a constraint on the first task for example a Start On constraint can override the First task starts at date The date and the time should be separated by a space You can also enter a date by clicking on the arrow to the right of the First task starts at box to display the calendar You can then select a date by clicking on it with the mouse More Click this option to have Taskline enter the current date and time for you in the First task start at box If this is outside normal working hours it is rounded up to the start of the next working period For example if you work 8am to 5pm Monday to Friday and you click this option on a Saturday Taskline enters 8am next Monday Schedule tasks in the following order Order by And then by Folders Schedule the tasks in Move completed tasks to Delete completed occurrences of recurring tasks Related Topics These drop down lists allow you to define the order in which your tasks are scheduled Natural Order or Priority A1 are common choices but you can order by many other fields too including Outlook custom fields More You can override this order with task constraints such as a Finish On constraint More You can also choose whether to order your chosen task property into ascending or descending order For example ordering tasks by Descending Total Wo
145. means that the task finishes somewhat later now at 2 30 PM 9 10 masala Monthly sales report 2 h 11 ies 1 Monthly sales report 1 h 2 You further decide that you would rather work on this task without interruption so you open the task and clear the Task can be split check box The task now finishes at 4 30 PM ane 11 Monthly sales report 3 h Note e Note how this results in a less optimal schedule with tasks getting completed later and available time not being fully utilized This is not untypical and hence restricting task splitting should only be done sparingly However in a schedule with many tasks other tasks could fill the unused time slots assuming that their own task splitting settings allowed this Related Topics gt Recurring Tasks and Working on a Task for Only Part of the Day or Week Taskline Dialog Box Taskline Form Recurring Tasks and Working on a Task for Only Part of the Day or Week gt These features are only available on Taskline Professional Edition Sometimes you may wish to Spread a long task out over several days or weeks working on it for maybe just a few hours a day Work on several tasks at once dividing your time between them Repeat a task for example you might wish to spend 30 minutes reading an industry journal every Friday You do these by using the Max time per day and Max time per week settings These are in the Scheduling control section
146. mplete this may involve splitting calendar task entries For example if a 1 hour task with a single 1 hour calendar task entry is made 33 complete this will result in one completed 20 minute calendar task entry and one Not Started 40 minute calendar task entry If you have set Actual start when task progress is first added then the first calendar task entry will be moved so that it starts on the task s Actual start Related Topics Creating task entries in the calendar Progress Working Through Your Task List Progress Fields on a Taskline Task Recording Task Progress via Outlook s Calendar Keeping Task Work Estimates Up to Date Organizing Completed Tasks Recording Task Progress via Outlook s Calendar There is just one progress field on a calendar task entry Complete To set this 1 Open the calendar task entry to display the Outlook Appointment form 2 Click the Complete button on the ribbon to mark the calendar task entry as completed and click Save and Close to commit your change Tips e You can also use the context menu which is often quicker Right click the calendar task entry in Outlook s calendar and click Complete in the popup menu e You can also add or remove progress to or from several items at once by selecting several calender task entries and right clicking any one of them The clicked menu option will then apply to all selected calendar task entries e When using the right click menu
147. n by Scheduled start Ascending second How This will show tasks in Scheduled start order but with completed tasks moved to the bottom of the list You could also group tasks on Status How This would group together all your Not Started tasks and show them first then show your In Progress tasks with the Completed tasks grouped together at the bottom of the list Another method would be to move completed tasks to a different folder perhaps keeping one folder for current and future work and another for past work If you prefer this method of organizing tasks you can have Taskline automatically move completed tasks for you Check the Move completed tasks to folder name option on the Tasks tabs of the Taskline main dialog and then click the Select button to choose the folder that is to contain the completed tasks Taskline will then move any completed tasks to this folder each time it is run Moving completed tasks to a different folder also has the advantage of making Taskline run quicker Note that only tasks that are 100 complete can get moved Thus if you entered progress using Actual Work you should also set the Status to Complete to tell Taskline that the task can be moved Tip The selected folder need not be in the same store as your main tasks folder You could for example have your main task list in one PST file and have Taskline move completed tasks into another PST file Related Topics Working Through Your Task List
148. n documentation for full information on how to work with Outlook s views only brief details are included here Customizing the Task Table View This section describes how to get Outlook s task table looking just how you want Once you have done that you may well want to name and save your settings so that you can switch to a different view and then switch back to your own custom view settings very easily Before you start to customize a view it is safer to create a new view first and customize that How Creating New Views and Copying Existing Views Rather than alter one of Outlook s predefined views it is safer to first create a new view to contain your custom view settings You must do this before you start customizing the view if you don t want to modify the current view as well It is often quicker to create a copy of an existing view and modify that rather than create a new view from scratch so this is the technique that will be described here Outlook 2007 1 Click View menu Current View Define Views to open the Custom View Organizer dialog Select the existing view you wish to copy for example lt Current view settings gt Click the Copy button Enter a name for your new view Choose the appropriate Can be used on setting Ot ge ee A Click OK The Customize View dialog will appear assuming you don t want to change anything just click OK 7 You should now be back on the Define Views dialog Click the
149. n now drag fields off the Field Chooser dialog and onto the table view column headers The table view will then display that field for each task To get the Field Chooser to display fields that are special to Taskline tasks click the drop down list at the top of the Field Chooser dialog and select the User defined fields in folder option Once the User defined fields in folder option is selected you will see all of the special fields that Taskline defines for Taskline tasks You can drag these off the Field Chooser and onto the table column headers to have the table view display Taskline fields Note e Any field beginning with an symbol is for Taskline s internal use only if you alter these fields you will probably stop Taskline from working correctly e Because of a restriction in the way Outlook works Taskline special fields that represent a duration such as Work remaining are always displayed as a number of minutes in the task table view Related Topics Fields Specific to Taskline Tasks Changing the Way Columns and Column Values are Displayed Removing Unwanted Columns Sorting Grouping Predefined Outlook Views Fields Specific to Taskline Tasks Field Name Al ABC Actual start Constraint Constraint date Hours remaining Ignore task Max time per day Max time per week Min split Missed constraint Project Remind Remind Minutes Scheduled end Scheduled start Show as Split
150. n selected calendar task entries so that they survive a Taskline reschedule see below a You can Pin individual calendar task entries so that they survive a Taskline reschedule This is so that you can use Taskline to automatically schedule your tasks and then tweak those results manually Pinned entries do not get deleted and recreated during a Taskline reschedule rather they stay put Moving a calendar task entry will automatically pin it More If you have the Keep a record of completed work option selected completed calendar task entries are left untouched by Taskline However if this option is not selected Taskline will delete completed task entries when it runs a You may not wish to have your calendar filled up with tasks for many days or weeks ahead Sometimes it helps to just focus on short term goals You can achieve this by setting the Limit tasks in calendar to first days option which is on the Calendar tab of Taskline s main dialog By default calendar task entries do not have a category However you can instruct Taskline to copy any categories assigned to a task to its calendar task entries Or Taskline can assign the same category or categories to all calendar task entries These settings are in the Advanced Options dialog More Related Topics Giving Calendar Task Entries Colors Accessing a Task via its Task Entry Keeping Task Entries Private Displaying Times for All Appointments on the Calendar About A
151. n the Taskline group of Outlook s Home tab Search People ai Reschedule EE Address Book Settings 2 Help Find Taskline Run Taskline immediately without showing the dialog first by clicking the T Reschedule button Outlook 2007 If you are using Outlook 2007 simply click the Taskline button on the main Outlook toolbar Inbox Microsoft Outlook File Edit View Go Tools Actions Help i iNew ey Al X eQReply Replyto All 63 Forward E y Gi LA Send Receive gt G Folder List G Inbox Displaying the Taskline Tab of the Task Form in Outlook Click the Taskline icon in the Show group of the Task ribbon to display the Taskline tab vib S amp S O f v Triz TASK INSERT FORMAT TEXT REVIE 7XQ o Qin B lt gt elle Save amp Delete Forward OneNote Task Details Taskline Close L 2 Actions Show If your Outlook task window is narrow you ll see slightly smaller icons HHS O f ys TASK INSERT FORMAT TEXT x E Task V as Si Details Save amp Delete Forward p Mark Close ala Taskline Complete Actions Show If your Outlook task window is too narrow the Show group on the task ribbon may be collapsed vyiodS Oo f ys TASK INSERT FORMAT er X QE Vv Save amp Delete Forward Show Mark Close x Complete Actions You ll need to either make your task window wider or click the down arrow to expand it TASK FORMAT TEXT Ax Qielv we Gl S ve Save amp Delete Forward Sho
152. n the drop down list Project Tasks can be assigned a Project using the Taskline tab of the task form in Outlook How The Categories Etc drop down list will display all current project names You cannot add new project names from the Calendar Task Entry Colors dialog Use the Projects tab to do this More about projects Working hours Working hours are defined using the Working Hours tab of the Taskline dialog How and assigned to tasks using the Taskline task form in Outlook How Overdue Overdue tasks are defined as those with a missed Task should constraint or tasks where the Due date is in the past Pinned Use this setting to color Pinned calendar task entries differently Note e To prevent the creation of calendar task entries for one or more Category Etc values select P lt os from the color drop down list Tip e If a task satisfies multiple rules it will be assigned a color according to the earliest rule in the list You can use the Move Up and Move Down buttons to change a rule s position in the list To Do Do This This Adda_ Select a task Category Etc and a Color using the drop down lists then click the new Insert New button You cannot create more than one rule for the same rule Category Etc Update You can update an existing rule by clicking on it to select it and then changing an the Category Etc or the color using the drop down lists below the table To existing commit your change click a blank area of the ta
153. n to be taken to the purchase information page of Taskline s web site This page gives details on Taskline pricing and delivery This button displays the Enter Product Key dialog box which is where you can enter the registration information sent to you when you purchase Taskline If your registration email is in Outlook click the Auto Process Registration Email button to have Taskline read the email and fill in the dialog box for you Click this button to display the Taskline tutorial Click the button to find out about your options for getting Taskline help and support Taskline is available in 2 editions Standard and Professional During your evaluation period you can switch between editions so that you may evaluate each To change editions select the appropriate radio button and click Apply Taskline Dialog Box Tasks Tab Projects Tab Calendar Tab gt Working hours Tab Working Week Tab Options Tab Newsletter Articles Taskline Tip Comparing How You ve Done With How You Thought You d Do If you re brave enough to want to compare your actual performance with your scheduled performance try this Enable the Taskline should set Start and Due to the Schedule dates option run Taskline and then turn this option off for subsequent reschedules You can now compare your original dates the Start and Due dates with your latest estimates the Scheduled start and Scheduled end dates or when you actually started Ac
154. nd assign these hours to such tasks For example if you work from 9am to 5pm and commute from 8 am to 9am and 5pm to 6pm you would create a set of Working hours from 8am to 6pm Getting Low Priority Tasks Done Low priority tasks are usually at the tail end of your task list and are generally the last things to get done However there is a danger that they ll never get done because higher priority tasks keep getting inserted above them To make sure these tasks do get worked on you may wish to devote some time specifically to low priority tasks For example the last 2 hours on Friday afternoon To do this 1 Create a set of Working hours for just 2 hours on Friday or whatever times you choose How 2 Assign these hours to the low priority tasks How 3 Make sure your Working hours used for the other tasks also include the same 2 hours on Friday since we still want to use this time even when there are no low priority tasks to do 4 Set Outlook s standard task priority setting on these tasks to Low 5 On the Tasks tab of Taskline s dialog set the first Order by to Priority Low Medium High Descending This will schedule the low priority tasks first This may seem counter intuitive but it will ensure that the low priority tasks use up the Friday afternoon slots first Once there are no remaining low priority tasks the remaining higher priority tasks will be scheduled into these slots instead Working Out of Hours You may
155. ns dialog which keeps the less often used options out of the main dialog tabs There is a new advanced option to explicitly set the Category of Taskline created calendar task entries The Summary of Task Schedule dialog has been enhanced It now shows a per project or per task category breakdown and also allows this information to be copied to the clipboard for pasting into a spreadsheet If no time unit is supplied for appointment traveling time minutes is now assumed Previously hours were assumed a A new ABC field on tasks contains the letter of Priority A1 if set This allows you to group Outlook views by this letter Taskline now supports Hungarian date formats which have a separator at the end of the date Tasks set to Deferred or Waiting now have their Due dates cleared This is to remove them from Outlook s daily To Do list and also from the calendar a When there are multiple accounts on one computer Taskline Setup now has the option to install Taskline for all users or just the current user Taskline Version 2 1 December 2004 a You can now control how Taskline splits a task into shorter parts during scheduling You can switch off task splitting and you can specify the minimum duration of the parts of a split task How You can specify a time allowance before and after an appointment to allow for traveling time or meeting preparation You define a default traveling time for all appointments on the
156. o available for multiple licenses and educational use These prices may change however Please visit www taskline com buy aspx for an up to date quotation in your local currency How to Order We accept company purchase orders most credit and debit cards as well as payment by PayPal To order online please visit our secure payment facility at www taskline com buy aspx Full terms and conditions for purchase order acceptance are also set out on www taskline com buy aspx How to Contact Us ResultsWare Limited 7 Woodbank Drive Shrewsbury SY3 8RW UK F Sales sales taskline com Office Hours Monday to Friday UK Time 10am to 5 00pm Central European Time 11 00 to 18 00 Eastern Time 5am to 12 00pm Pacific Time 2am to 9 00am What s New For the latest What s New information please visit www taskline com whatsNew asp Taskline Version 4 1 December 2014 New Features Specific to Outlook 2013 a The Calendar Task Entry context right click menu now works on Outlook 2013 too Commands available are Open Task Complete Whole Task is Complete and Pin Unpin You can set Show time as for calendar task entries to Working Elsewhere There is a new Advanced Option Ignore Working Elsewhere appointments New Features for all Versions There are 2 new right click menu options for standard Outlook appointments Create Task and Create Task and Pin These enable you to do some planning in the calendar and then easily
157. o limit the amount of time allocated to a task each day It can be used to spread a longer task out over several days or weeks for example to divide your time between 2 or more tasks rather than working on a single task exclusively until it s completed n gt For Taskline Professional Edition only there is a new Max time per week setting This is used to limit how much time is allocated each week to a long task Miscellaneous Changes a You can now limit how many days in the calendar after the First task starts at date display scheduled tasks User Interface Changes The Taskline toolbar button is replaced by ribbon controls on Outlook 2010 and above The ribbon has a new Reschedule button which runs Taskline immediately without showing the dialog first a Ribbon support is added for calendar task entries For Outlook 2007 and 2010 only context right click menu support for calendar task entries is also added This has 4 menu items Open Task Complete and new Whole Task Is Complete and Pin features Taskline Standard Edition n Taskline Standard Edition now supports the same labels functionality as Professional Edition different labels colors can be assigned to different types of tasks What Was New in Previous Taskline Versions Taskline Editions Taskline is available is 2 editions Standard and Professional Both Taskline editions have powerful features that enable you to automatically schedule your
158. o open the item first e You can also open several tasks at once by selecting several calendal task entries and right clicking any one of them Keeping Task Entries Private If you work in a group and your calendar folder is visible to other people for example you use Microsoft Exchange Server to share your calendar folder then you may wish to keep some or all of your task entries private To have Taskline create all task entries as private select the Mark all as private checkbox which is on the Calendar tab of Taskline s main dialog box If the Mark all as private option is not selected then Taskline will create private calendar task entries only for those entries that represent private tasks Related Topics Giving Calendar Task Entries Colors Showing Your Tasks in Outlook s Calendar About Appointments Calendar Views Tokens Defining the Subject of Task Entries You can control what subject Taskline gives task entries created in the calendar By default a task called Tidy office that starts at 9am and ends at 10 30am will have its task entry called 9 00 AM 12 00 PM Tidy office 1 5 hrs Click the Define Subject button on the Calendar tab of the Taskline dialog box to display the Calendar Task Entry Subject dialog box This allows you to change the templates that are used to define the Subject of a calendar task entry The templates usually contain tokens which are the items starting with lt and ending with gt
159. of their Priority A1 values Tips Task ordering for example by using Priority A1 is a simple system that is used in place of the complex logic links used by Project Management software a You can change the priority later by editing the task If you want to make task priority more visible you may wish to manually prefix the Priority A1 value to the start of the task subject for example A20 Proof read chapter 2 and then Order by Subject This allows you to see and change Priority A1 on the Subject line although you will not be able to use the Renumber or Re letter Priority A1 if you use this method Order by Natural Order is another popular method of ordering your Taskline 5 tasks Having your tasks displayed in natural order and scheduled in descending natural order is often a very convenient way of working because the order in which you see your tasks is the order in which Taskline schedules them You can easily change this order by simply dragging the tasks up and down the view in Outlook More a Natural Order only works with the tasks shown in your selected Outlook Tasks folder It cannot be used with Outlook s To Do Bar To Do List Your Tasks tab of the Taskline dialog should now look like the screen shot below although your First task starts at date will will depend on whatever date you selected Tasks Projects Calendar Working Hours Options Help About First task starts at M
160. om 0 to 99 to define Priority A1 for tasks Giving related tasks for example tasks of the same project or category the same Priority A1 letter makes it easy to reprioritize the whole set of tasks in one step by using the Renumber or Re letter Priority A1 dialog More You should consider leaving gaps between priorities so that you can easily introduce a new task at a later date between two existing tasks For example you might give the first task that you want to do a task priority of B10 the second task a task priority of B20 and so on Tips e Priority A1 Ascending order means that A01 gets scheduled first and Z99 last e Taskline automatically sets the ABC task field to contain just the letter of Priority A1 This allows you to group Outlook views by this letter e You can also bulk change the priority of tasks Click Settings on Outlook 2007 click ila Taskline Options tab Renumber or Re letter Task Priorities button You may wish to give groups of related tasks the same priority letter so that the priority of the whole group can be changed in one go by using the Renumber or Re letter Priority A1 facility Priority This is the Low Normal High setting that Outlook uses It is useful in that Outlook gives you symbols in the task table view showing the priority for low and for high but is limited in that only three settings are available The Priority A1 option on the Taskline tab of the Taskline for
161. on However all of the activities are familiar ones that you might encounter in most professional settings or your personal life Important e This tutorial is designed for Taskline Professional Edition only If you are using the evaluation version of Taskline make sure you are using Professional edition If necessary select the Professional edition radio button on the Help About tab of Taskline s dialog and then click Apply to change Taskline versions Note e While running through this tutorial we recommend that you open this help file by clicking the Taskline Tutorial button on the Help About tab of Taskline s dialog Using this method will leave the help file open even when Taskline closes In our tutorial the first three activities describe how to begin using Taskline a Entering the times that you work each week You generally do this just once when you first start using Taskline a Planning specific tasks including the estimated time for each task Scheduling your work and showing your tasks in your Outlook calendar You use two general workflows in Taskline a If you want to enter general settings for your Outlook Calendar your work week and so forth or you want to schedule your tasks you click Settings on the ribbon in Outlook 2010 or 2013 For Outlook 2007 click the m s Taskline button Or click Taskline on your Windows Taskbar or the Desktop If you want to set options for tracking an individual task wi
162. on 5 5 20149 00AM_ v C Default to current date and time Schedule tasks in the following order Order by Priority A1 Andthen by lt None gt And then by Folders Schedule the tasks in Outlook Tasks Tutorial Tasks Select _ Move completed tasks to No Folder Selected Select C Delete completed occurrences of recurring tasks On the Calendar tab select the Create for tasks that are Not Started or In Progress check box if necessary This step tells Taskline to show your tasks in Outlook s calendar It does this by creating calendar task entries which are appointments that represent your tasks Click OK to close the Taskline dialog box and schedule your tasks You may then see this message presented The First task starts at date is in the past Is this what you intended C Don t tell me about this again Taskline warns you because starting your schedule in the past is unusual However we have chosen a start date of last Monday just for the purposes of this tutorial so select the Don t tell me about this again check box and click Yes to continue When Taskline has finished the Summary of Task Schedule dialog box may appear This contains useful information about your task list that we won t explore in this tutorial so simply click OK to close this Taskline will now have updated your task list and your calendar To see t
163. ook 2007 Click the View Current View Customize Current View menu option then press the Sort button on the View Summary dialog box Outlook 2010 and 2013 Right click the column heading and select View Settings from the menu Then click the Sort button If you wish to sort on any Taskline special fields you will need to select User defined fields in folder from the Select available fields from drop down list on the dialog box Grouping A group is a set of items with something in common such as the same priority You can group common items together under one heading which can be expanded by clicking on the or buttons to show all of the contained items or contracted by clicking on the or 4 buttons to conceal them For example Taskline tasks contain a Week commencing field this can be a convenient way of grouping tasks DI suBsect SCHEDULED START Click here to add a new Task 4 Week Commencing Monday September 1 2014 12 00 AM 5 item s Mon 9 1 2014 11 00 AM b iv C Management meeting C Six monthly review Susan Pankhurst Mon 9 1 2014 12 00 PM 2 C Get quotes for new office equipment Mon 9 1 2014 3 00 PM m Design new holiday form Tue 9 2 2014 9 30 AM m C Review invoicing procedures Wed 9 3 2014 10 00 AM 4 Week Commencing Monday September 8 2014 12 00 AM 2 item s F Interviews for new admin assistant Mon 9 3 2014 10 30 AM ly C Produce internal telephone directory Mon 9 8 20
164. op down list to select an existing project name or by typing in a new project name There are several advantages to assigning projects to tasks 1 It improves task organization Giving a task a project name is useful for grouping together related tasks One way of doing this would be to group your Outlook task view by Project How 2 With projects you now have a second way of categorizing tasks in addition to the standard Outlook method of categories A Project describes a related set of tasks for example all the work for one particular customer or a description of a significant collection of work such as an office relocation Categories on the other hand refer to the type of work such as administration report writing meetings etc As a guide categories tend to be fixed while projects tend to change over time 3 It allows you to schedule your tasks in Project order To do this i Put the Project List into priority order by selecting projects and using the Move Up and Move Down buttons ii On the Tasks tab select Project in the Order by list then select Ascending Tip e You will usually also need a second level of ordering when Order by project is used This is because you will need to set the order of the tasks within each project as well as the order of the projects themselves 4 If you have the Show task summary when task reschedule is complete check box selected which is on the Options tab of Taskline s dialog
165. ored by Taskline Tasks with constraints again because you can t have two constraints on one task Do not try to use the Select any other tasks also affected by this constraint list to set task order You should use Order by for that How This dependency list is only used when a constraint applies to more than one task You may have tasks with the same subject but in different projects For example each of your projects may have a Produce final project report task To differentiate different tasks with the same subject select the Show projects check box This will prefix the project name to the task subject in the Select any other tasks also affected by this constraint list box Taskline Outlook Add In is Not Responding Outlook 2013 has some built in target start up times for Outlook Add Ins that even skeleton Add Ins produced by Microsoft s own Visual Studio Add In wizard cannot meet Consequently both of Taskline s Outlook Add Ins often get disabled by Outlook 2013 This stops Taskline from working and you must permanently enable Taskline s Add Ins to continue using Taskline When you start up Outlook 2013 you may see ADD IN PROBLEM just below the main window s ribbon S Inbox Outlook HOME SEND RECEIVE FOLDER VIEW K ar Dx Ignore x f 2 Q f gt EE Meeti News va m ing a N ri eae Delet Reply R id F a En 8 aan i M ga ew ew elete eply Reply Forward Ei More Ey H gt Email items amp
166. ork On completed tasks you have the opportunity to record information about how the task went such as how much time you actually spent on it Actual Work and when you actually started it Actual start Tasks can be at any stage of progress from Not Started to Completed or any part completed stage in between Taskline can also show tasks in the calendar These appointments used to represent tasks are called calendar task entries and they can also record progress Unlike tasks however calendar task entries cannot be part completed but rather only Not Started or Completed You can mark up progress on both tasks and calendar task entries Adding progress to a task will automatically add the same amount of progress to its calendar task entries and vice versa Sometimes it s sufficient to mark tasks as complete and then just forget about them However if you wish to keep a record of exactly what you did and when you should select the Keep a record of completed work option which is on the Calendar tab of Taskline s main dialog If this option is selected completed calendar task entries are left alone by Taskline If things didn t go exactly according to schedule and you want to maintain an accurate historical record of your work you edit the completed calendar task entries in Outlook just like you would any other appointment to reflect what actually happened Keeping a work record can be very useful both as a time record for yoursel
167. ork together Yes Please click here for details Task Scheduling Nothing changes when I run Taskline Why Check that you are scheduling the folder that contains your tasks Be especially careful if you have several folders with the same name The tasks folder that Taskline will schedule is shown on the Schedule the tasks in setting which is on the Tasks tab of Taskline s main dialog If you are using more than one Outlook Data Store e g PST file check that you haven t selected task and or calendar folders in the wrong data store Why are there gaps of unused time in my schedule Do you have any All day events in your calendar Taskline will not schedule work on days that have All day events on them unless they have Show time as set to Free Do you have a filtered calendar view Are you sure that you can see all of your appointments Taskline won t schedule tasks where there are appointments already occupying that time Check your Task can be split and Minimum split settings Perhaps the gaps in your schedule are too small to be utilized For example a 3 hour task that cannot be split will not be able to use any part of a free 2 hours time slot The Default minimum task split setting on the Options tab of Taskline s dialog also plays a role here You can check whether the task split settings are resulting in unexpected gaps by telling Taskline to temporarily ignore these settings To do this click the Advanced Opt
168. ot Started or In Progress option which is also on the Calendar tab of the dialog box Related Topics Calendar Task Entry Colors Calendar Task Entry Subject Taskline Dialog Box Tasks Tab Projects Tab gt Working hours Tab G Working Week Tab Options Tab Help About Tab Working Week Tab This tab is only present on Taskline Standard Edition take breaks at the following times during the day From If you take a regular break during the day such as a lunch break enter the time you start your break in the first available From box To If you take a regular break during the day such as a lunch break enter the time you end your break in the To box Working day start work at This field displays the time you are ready to start working on your tasks on anormal working day Note The I start work at and I stop work at times can only be changed from within Outlook Outlook 2007 click Tools menu Options tab Calendar Options button On the Calendar Options dialog you will see the Start time and End time settings Outlook 2010 and 2013 click File FILE on Outlook 2013 gt Options Calendar tab Then update the Start time and End time settings as required stop work at This field displays the time that you stop working on your tasks ona normal working day The value shown is read only See Note above for details on how to change this Working Enter the number of hours you work
169. ot all custom field types are shown in the Custom Field Chooser dialog For example it doesn t really make sense to order by Keywords You can order by Text Number Currency Yes No Date Time Duration and Integer fields Tip e If you Order by one or more custom fields and some tasks do not have values assigned to those fields then those tasks will always go to the end of the task order regardless of whether you choose Ascending or Descending Next Setting When the First Task Should Start Related Topics Setting When the First Task Should Start Using Projects Setting When the First Task Should Start You must tell Taskline where to start placing your tasks 1 Start Taskline for example by clicking the Settings on Outlook 2007 T Taskline button in Outlook 2 On the Tasks tab do one of the following Type in a date and a time for example May 5 2014 9am in the First task starts at box Note that the date and the time must be separated by a space Enter only a date in the First task starts at box If the time is omitted Taskline adds the current time a Click the Default to current date and time check box Taskline then enters the current date and time for you If this is outside normal working hours it is rounded up to the start of the next working period For example if you work 8am to 5pm Monday to Friday and you click this check box at 9am on Tuesday Taskline enters 9am Tuesday for you If you click
170. otal work as well as Actual Work or Complete For example if a task was initially estimated to take 8 hours but after 4 hours work you realize that you have another 6 hours left to complete the task mark the Actual Work as 4 hours or the Complete as 40 and the Total work as 10 hours The Work remaining will then update to show 6 hours A common and serious mistake when scheduling work is to not update future work estimates to reflect past experience For example consider a 4 day task that you find yourself only half way through after 3 days If the first half of the task took you 3 days then it is generally reasonable to assume that the second half will also take 3 days Therefore the Total work should usually be updated to 6 days in this case Related Topics Progress Working Through Your Task List Progress Fields on a Taskline Task The Effect on Calendar Task Entries of Adding Task Progress Recording Task Progress via Outlook s Calendar Organizing Completed Tasks Organizing Completed Tasks Generally speaking completed tasks contain important information that you will want to keep track of for some time However completed tasks can clutter up your task list They can be especially inconvenient if you view your list in Scheduled start order since the completed tasks will appear at the top of the list One possible strategy for dealing with completed tasks would be sort your task view by Complete Ascending first and the
171. outstanding work can be represented by appointments or all day events You can choose from the following options Appointments with accurate start and end dates and times The tasks display like appointments that begin and end with the Scheduled start and Scheduled end dates that appear on the Taskline tab of the Taskline form All day events from task Scheduled start to Scheduled end The tasks display as all day events in a continuous box beginning and ending with the Scheduled start and Scheduled end dates that appear on the Taskline tab For example if a task starts on Monday and ends on Wednesday the all day event appears from Monday to Wednesday All day events on task Scheduled start date The tasks display as all day events on the Scheduled start date that appears on the Taskline tab For example if a task starts on Monday and ends on Wednesday the all day event appears on Monday only All day events on task Scheduled end date The tasks display Define Subject Define Colors Show time as as all day events on the Scheduled end date that appears on the Taskline tab of the form For example if a task starts on Monday and ends on Wednesday the all day event appears on Wednesday only All day events on task Scheduled start unless Finish constraint The tasks display as all day events on the Scheduled start date which is shown on the Taskline tab of the form However if the task has a Finish on or Fin
172. p Lost Product Key Should you ever lose your Taskline product key you can have it automatically resent via our web site The 2nd entry in the Support FAQ on the site gives full details www taskline com FAQ asp KeyQ Taskline Tip A Scheme for Prioritizing and Organizing Tasks Task prioritization is important in encouraging you to do the most important tasks first But how do you prioritize your tasks when you have hundreds of them This is an interesting method devised by Taskline user Aviv Riftin He is a Project Manager who works in a hectic environment dealing with 40 different projects and tasks that originate from around 20 different people He also has to cope with urgent requests from his boss and ends up having almost 50 of his tasks that weren t planned for originally To cope with this and to keep the amount of time he spends prioritizing tasks to a minimum he has agreed a 12 level task categorization scheme with his boss which is a sort of priority map For example a show stopper is A10 a task related to his boss is A20 and so on He recalls that actually setting up these priorities was a useful exercise in itself because it was a good opportunity to agree with colleagues on how tasks should be prioritized Each time a new task arrives it gets categorized and then given a priority based on that category Then he immediately runs Taskline and looks out for warnings about missed constraints If that happens he does one
173. ply to task entries that have not been started In this case click orange To insert this new rule into the list click the Insert New button However if the lt Not Started gt rule already existed within Taskline click on a blank area within the list to update the existing rule Repeat the previous step but choosing lt Completed gt for Category Etc and gray for the color Again click the Insert New button if you created a new rule or click on a blank area within the list to update an existing rule Click OK to close the Calendar Task Entry Colors dialog 7 Click Apply to save your changes and update the Calendar colors there is no need to run Taskline again in this case Now click Cancel to close Taskline s dialog Now all Not Started tasks display the color orange on your Outlook Calendar MONDAY TUESDAY WEDNESDAY THURSDAY 5 6 7 8 g 10 11 r Pdi 1 2 3 4 5 Tips a You can also visually distinguish calendar task entries based on Category Project Working hours Priority High Medium Low Priority A1 letter only Overdue and Pinned TO prevent the creation of calendar task entries for one or more Category Etc Eee i values you can select from the color drop down list Note e Calendar Task Entry Colors are only shown if calendar task entries do not have any categories assigned Because in this latter case Outlook prefers to use the category color The final activity in our tutorial example
174. ppointments calera Views Defining the Subject of Task Entries Manually Overriding Some or all of Taskline s Scheduling Giving Calendar Task Entries Colors Taskline optionally creates calendar task entries which are appointments in Outlook s calendar that represent tasks How You can tell Taskline to give calendar task entries certain colors for example to distinguish them from ordinary appointments or highlight important items Note e Taskline uses a feature of Outlook 2003 and earlier called Labels to color calendar task entries Outlook 2007 and later work correctly with labels but label commands are no longer shown in Outlook s menus and dialogs Instead Outlook 2007 and later prefer to use Categories to color appointments In Outlook 2007 and later if appointments or calendar task entries are assigned a category then the category color is shown rather than the label color Thus if you want to color calendar task entries using labels you must select Taskline s Always set to Advanced option and leave the edit box blank More In Outlook 2007 and later label colors are only shown if appointments and calendar task entries do not have any categories assigned Taskline allows calendar task entries to be colored differently according to task attributes such as Category or Project Select the Calendar tab of Taskline s main dialog and click the Define Colors button The resultant Calendar Task Entry Colors dialog allows you to
175. r Outlook will create a local OST file which can sometimes get corrupted We can get Outlook to recreate this file First locate the OST file a In Outlook right click on the root of the folder list usually called your Mailbox name or your email address Click on Properties or Date File Properties in the popup menu Click the Advanced button The filename will be shown on the dialog Then rename this file This will make Outlook create a new one Close Outlook Rename your OST file to anything you like Restart Outlook If instead you re using a PST file try running a Microsoft program called ScanPST This checks PST files for problems and can usually fix any it finds To run this Close Outlook Use Windows Search to look for scanpst exe Typical locations for this program are For 64 bit Outlook 2013 C Program Files Microsoft Office 15 root Office15 For 32 bit Outlook 2010 on 64 bit versions of Windows C Program Files x86 Microsoft Office Office14 a For Outlook 2007 C Program Files Microsoft Office Office12 When you ve found scanpst exe double click the file to run it a Select your PST file by clicking the Browse button and then click the Start button to start the check If you don t know the filename of your PST file a In Outlook right click on the root of the folder list usually called Personal Folders or simply Outlook Click on Properties or Date File Properties in th
176. r minutes that you want Taskline to split a task into when scheduling that task around other items such as appointments and breaks You can enter h to designate hours and m to designate minutes You can override this setting for individual tasks if you so wish by using the Task can be split and Minimum task split options on the Taskline tab of the task form in Outlook More In Outlook when you create or modify a task and enter hours or minutes in the Total Work box the Task can be split check box is selected by default When Taskline schedules this task and encounters conflicts such as appointments on the Calendar the software breaks the task into shorter parts using the value that you enter More about task splitting Show If this option is clicked the Summary of Task Schedule dialog box is summary presented when Taskline has finished scheduling your tasks More when task reschedule is complete Re number Click this button to display options that allow you to change the Priority orre letter A1 values of your tasks More Priority A1 Import Click this button to display a dialog that allows you to import tasks from a Tasks simple text list of task names More Advanced Click this button to see less frequently used options More Options Related Topics Advanced Options Renumber or Re letter Priority A1 Import Tasks Taskline Dialog Box Tasks Tab Projects Tab Calendar Tab gt Working hours Tab Work
177. rchase Taskline Setting Your Working hours Using Different Working hours for Different Tasks Preparation and Travel Time on Appointments Recurring Tasks and Working on a Task for Only Part of the Day or Week Frequently Asked Questions If your question is not answered here please consult the Taskline web site www taskline com FAQ asp for the latest version of this FAQ Ordering a What if I lose my Product Key a What if I lose my copy of Taskline a Will I be sent a boxed product I have both desktop and laptop computers Do I need to buy 2 licenses if I want to install Taskline on both computers a Do you give discounts for educational use About Taskline Is a PDF version of the help file available Where can I download the current or a previous version of Taskline a If I install Taskline will anything else get installed as well a Is Taskline suitable for planning the work of a team What is your upgrade policy How can I report a bug Requirements and Compatibility a What are the system requirements for Taskline a What version of Outlook does Taskline require a Does Taskline work with Microsoft Exchange Server Will Taskline work with Outlook Express a Is there a version of Taskline for the Mac Taskline and the Getting Things Done Outlook Add In a Is Taskline compatible with Netcentrics Getting Things Done Outlook Addin Do you have any recommendations on how Taskline and GTD can wo
178. re weeks This is only a brief summary of recurring appointments See the Outlook documentation for full details Related Topics About Appointments Calendar Views Creating New Appointments Showing Your Tasks in the Outlook Calendar Showing Your Tasks in the Outlook Calendar Creating Calendar Task Entries Taskline can integrate your task list with your Outlook calendar in a time scaled format Everything you have to do and when you should do it is shown in one place rather than having some of your work in the task list and some in the calendar You can also print out this calendar in daily weekly or monthly formats To have Taskline display task entries for tasks or parts of tasks that are still outstanding on Outlook s calendar click the Calendar tab on Taskline s main dialog and check the Create for tasks that are Not Started or In Progress check box For example you might make the following entries in the task list D i suBsect TOTAL WORK SCHEDULED START SCHEDULED END Click here to add a new Task I C Interviews for new admin assistant 2 hours Mon 5 5 2014 9 00 AM Mon 5 5 2014 11 00 AM iy C Management meeting 1 5 hours Mon 5 5 2014 11 00 AM Mon 5 5 2014 12 30 PM iy C Six monthly review Susan 1 5 hours Tue 5 6 2014 9 00 AM Tue 5 6 2014 10 30 AM I C Produce internal phone directory 22 5 hours Mon 5 5 2014 1 30 PM Thu 5 8 2014 4 30 PM iy C Review invoicing procedures 5 hours Thu 5 8 2014 4
179. redict all your tasks in advance and as such you should make an allowance in your schedule for unpredictable or spontaneous work Working on unscheduled tasks can result in unnecessary pressure because it almost inevitably means that you get behind with your scheduled work Never schedule yourself for every minute of every day Instead build some contingency or slack time into your schedule Some methods for doing this are o Enter less Working hours in Taskline than you actually do o Enter an extra break during the day to represent contingency o Over estimate Total work on your tasks You now know the basics for using Taskline The remaining activities continuing the same example from the first activities describe how you can get the most out of Taskline Customizing your Tasks folder so that you can easily view and edit Taskline information such as Priority A1 a Adding new appointments to your Outlook Calendar after you have planned your week Taskline automatically adjusts your task schedule for new appointments a Managing new work and deadlines Using more than one set of Working hours so that different tasks can be scheduled for different time slots Adding colors to tasks in your Outlook calendar so that you can quickly identify the Status or Category of different tasks Completing tasks If you prefer not to undertake any further activities please now jump to the last section of this tutorial Tidy
180. remove these old names from the list by clicking the Projects tab of the Taskline dialog More about projects This option is only available if the Task can be split option is selected It specifies the shortest part that Taskline may split a task into For example if you enter 30 m for 30 minutes then if Taskline needs to split the task each part will be 30 minutes or greater in duration You can set a default minimum split for all tasks by using the Default minimum task split option on the Options tab of the Taskline dialog More The Default minimum task split is only used when Minimum split is set to zero on the task form More about task splitting 2 Taskline Professional Edition only Set the Working hours to tell Taskline which hours are applicable to this task You can type the name of the working hours in or select it from the drop down list But you must first define your working hours using the Working Hours tab of Taskline s dialog How If no hours are assigned to a task then the default hours are used You set which working hours are the default ones by selecting the Default hours radio button on the Working hours tab of Taskline s dialog Sometimes you may want tasks of a certain project or category to always have the same working hours assigned For example you may want tasks Priority A1 Max time per day Max time per week of category Personal to be scheduled for weekends If you give the Working hours exa
181. rintout to start and end Setting the font for printing Click the Define Styles button on the Print dialog Click on the style you prefer I use the Monthly Style and click Edit Here you can change the print font without changing the on screen font Arial Narrow is particularly useful for printing On the same dialog for the Monthly Style it is often useful to clear the Print Exactly One Month per Page check box if you are printing out a schedule mid month a You may wish to filter the calendar view before printing If you wanted a calendar view of just your Taskline tasks for example you could do this by setting up a filter Click View Current View Customize Current View Filter Advanced tab Fields User defined fields in folder CreatedByTaskline Set the condition to exists Outlook 2003 users need to click View Arrange By Current View Customize Current View etc You could also filter on label category or Show time as to remove certain types of appointments from your printout Taskline Tip Printing a Whole Online Help Chapter in One Step With the online help you can click on a chapter heading in the Contents tab i e the lines with the purple closed book icon to select it If you then click the Print toolbar button you ll be given an option to Print the selected heading and all subtopics Thus the whole chapter gets printed out The pagination isn t great but it works Taskline Ti
182. rk schedules the longest tasks first Click the Select button to choose which Outlook Tasks folder Taskline should schedule The text to the left of the Select button tells you which folder is currently selected You can optionally have Taskline move completed tasks to a different Outlook folder to help keep your task list focused and uncluttered To enable this feature click this option and choose a suitable folder by clicking on the Select button More about task progress Select this option to have Taskline always delete completed occurrences of recurring tasks regardless of the Move completed tasks to setting Such tasks are moved to the Deleted Items folder rather than being permanently deleted Taskline Dialog Box Projects Tab Calendar Tab J Working hours Tab Working Week Tab Options Tab Help About Tab Projects Tab Tasks can be assigned a Project using the Taskline tab of the task form in Outlook How This tab of the Taskline dialog allows you to manage those projects Project list box Move Up Move Down Delete Insert New This is the list of current projects You can click a Project to select it Use Control Click to select more than one Project or Shift Click to select a range of Projects If on the Tasks tab of the dialog you have chosen to Order By Project then projects will be scheduled in the order shown in this list Select one or more projects and use the Move Up and Move Down but
183. rk to progress You can set only milestones as Not Started or Completed you cannot have a partially completed milestone a You can color milestones on the calendar differently to highlight them How Next Defining the Order in Which Tasks are Scheduled Related Topics Giving Calendar Task Entries Colors Defining the Order in Which Tasks are Scheduled In most cases you will want your tasks to be carried out in a certain sequence This may be just personal preference or it may be a necessity for example you can t bind the handouts into a booklet until you ve photocopied them Use the Schedule tasks in the following order drop down list boxes on the Tasks tab of the Taskline dialog to control scheduling order This simple system is used in place of complex logic links used by Project Management software For tasks with constraints such as a Finish on constraint an additional method of using the Taskline task form to select all the tasks that are affected by the constraint can also be used More about constraints Tasks can be ordered using more than one field In this case if tasks have the same values for the first field then they are ordered according to the second field and if they have the same values for the second field they are then ordered by the values of their third field Taskline overrides the task order if necessary under the following conditions Task constraints such as a Finish On constraint override task
184. rk together Task Scheduling a Nothing changes when I run Taskline Why a Why are there gaps of unused time in my schedule a I am ordering my tasks by Natural Order but they are getting scheduling in a completely different order Why a Why are some tasks not scheduled in the order I specified a I have set a Due date on a task but Taskline is ignoring this Why a How do I define task order a How can I override Taskline s normal scheduling and schedule a task for exactly when I want to do it I don t understand why Taskline schedules some tasks the way it does Can I have my tasks automatically scheduled on a regular basis Calendar Issues I want to see my tasks in Outlook s calendar but when I run Taskline nothing appears Why a The Week and the Month calendar views in Outlook show the appointment times twice How can I stop this Taskline seems to ignore some appointments in my calendar This results in tasks being scheduled at times that clash with these appointments Why does this happen Using Outlook with Taskline a I want to schedule my tasks in Natural Order but in Outlook when I try to drag tasks up or down the task list to change the order nothing happens Why What if I want to track my tasks in a separate spreadsheet or other software I want to export Taskline task information to another program However Outlook does not let me access the Taskline custom fields Miscellaneous Issues
185. rking weeks in the above examples However users of Taskline Standard Edition can sometimes use recurring appointments as workarounds when you work different hours on different days Example 1 You work 9am to 6pm Monday to Thursday and 9am to 4pm on a Friday with a 1pm to 2pm lunch break each day a Enter your working week as Monday to Friday Enter I start work at as 9am and I stop work at as 6pm a Enter a daytime break From ipm to 2pm a Enter an appointment in the Outlook calendar from 4pm to 6pm on a Friday Set this to recur every Friday You might wish to name it something like Non working time Example 2 You work 9am to 5pm Monday to Friday and 9am to 12pm on Saturday with a 12 30pm to 1 30pm lunch break Monday to Friday a Enter your working week as Monday to Saturday a Enter I start work at as 9am and I stop work at as 5pm Enter a daytime break From 12 30pm to 1 30pm a Enter an appointment in the Outlook calendar from 12pm to 5pm on a Saturday Set this to recur every Saturday and name it something like Non working time Related Topics Setting the Working Week Recurring Appointments Microsoft Exchange Server Synchronization Issues Your Outlook information emails appointments tasks etc will generally either be stored locally on your own computer for example in a PST file or stored centrally on a computer running Microsoft Exchange Server Outlook 2000 and above have a facility for offlin
186. rm substantially as described in its documentation and that Taskline is reasonably but not wholly free of defects For up to six months after you purchased Taskline ResultsWare Limited will refund in full the purchase price of the software if Taskline does not conform to this warranty However you use Taskline at your own risk ResultsWare Limited will not be liable for any data loss damages loss of profits or loss of any other kind direct or consequential which may result from the use of this software This agreement shall be governed and construed in accordance with the Laws of England By installing and using Taskline you accept all the terms and conditions of this license agreement If you do not agree with anything in this license you must remove Taskline from your storage devices and cease to use the software Taskline and ResultsWare are Copyright 2002 2015 ResultsWare Limited All rights reserved If You Work Different Hours on Different Days When we tell Taskline or Outlook that a task lasts for 1 day or for 1 week how many hours does that mean Taskline needs to know the number of working hours in a day and in a week Both Outlook and Taskline use this information to convert days and weeks to hours and vice versa These settings are set in Outlook If you are using Outlook 2007 click Tools menu Options Other tab Advanced Options button to display the Advanced Options dialog a If you are using Outlook
187. rt and Due Dates for Tasks 1 Click Settings in Outlook on Outlook 2007 click T Taskline to start Taskline and display the Taskline dialog 2 On the Options tab do one of the following Select the Taskline should set Start and Due to the Scheduled dates check box This action ensures that Taskline updates the Start Date and Due Date boxes on the Task tab when you open the task as well as the Scheduled start and Scheduled end dates on the Taskline tab Keeping these dates updated can be useful under the following circumstances You want these dates to be as up to date as possible gt You have existing standard views that display Start Date and or Due Date o Outlook uses Start date and Due date by default in certain views such as the Task Timeline view the Next Seven Days view and the Overdue Tasks view If you use these views you should set options so that Taskline updates the Start date and Due date each time you click the Taskline button on the toolbar Clear the check box if you want only the Scheduled start and Scheduled end dates modified Not updating Start date and Due date can be preferable under the following circumstances o You want to leave your original date estimates in the Start Date and Due Date fields unchanged so that you can later compare how you actually got on with how you initially thought you would get on gt Outlook regards uncompleted tasks with a Due Date in the past as being overdue and
188. s on them As few people can predict work with 100 accuracy for example a meeting might take longer than anticipated you cannot usually start every task exactly on schedule However the Scheduled start date gives you a very good indication of when you are likely to start working on a task Scheduled end is the estimated finish date for the task It is initially clear and is recalculated each time you run Taskline The calculation takes the Scheduled start date and adds to it the task s Total work Taskline then adjusts for your normal working week such as your daily breaks and appointments in your calendar to derive the most likely end date for your task You usually do not finish your tasks exactly as scheduled because of unanticipated interruptions or because the task simply took longer than the Total work estimate However the Scheduled end date gives you a very good idea of when you are likely to finish a task For a task that is part completed Scheduled start shows when the remaining part of the task should be started and Scheduled end shows when the task is due to be fully completed For a completed task Scheduled start shows when the task started By default tasks that are not scheduled have their Scheduled start Scheduled end and Week commencing dates cleared by Taskline This makes it easy to see which tasks have been scheduled and which have not You can change this behavior by using the Clear Scheduled start and Scheduled end i
189. sed using Actual Work as they have no work to progress Use Complete or Status to mark milestones as complete More about goals and milestones You cannot mark a task as Complete by setting Actual Work alone You can only mark a task as complete by checking the Complete check box or setting Status to Completed or by setting Complete to 100 You can set both Complete and Actual Work if you wish In this case Taskline uses the field that gives the greatest amount of progress For example if a 10 hour task is marked as 20 complete and with 5 hours of Actual Work Taskline will treat the task as being 50 complete because 5 hours Actual Work out of 10 hours Total work is 50 A minimalist approach to tracking progress is to simply set Status to Completed as tasks are finished This method doesn t track progress accurately and doesn t give you an actual versus predicted task history but nonetheless it is still a perfectly valid way of working Related Topics Progress Working Through Your Task List The Effect on Calendar Task Entries of Adding Task Progress Recording Task Progress via Outlook s Calendar Keeping Task Work Estimates Up to Date Organizing Completed Tasks The Effect on Calendar Task Entries of Adding Task Progress Adding or removing progress on a task will automatically set an equivalent amount of progress on that task s calendar task entries Because a calendar task entry can only be Not Started or Co
190. set the Sort Items by and Group items by fields to none Having your tasks displayed in natural order and scheduled in descending natural order is often the most convenient way of working because the order you see your tasks in is the order that Taskline will schedule them in It s also easy to change this order by dragging the tasks up and down the task list What if I want to track my tasks in a separate spreadsheet or other software Outlook allows you to export your tasks to a comma separated values file In Outlook click File menu Options Advanced tab Export button To export the Taskline custom fields see the FAQ entry below I want to export Taskline task information to another program However Outlook does not let me access the Taskline custom fields Outlook does not support the export of custom fields However you can get round this to a large extent by creating a task table view showing the fields you wish to export selecting the tasks you wish to export and then right clicking and selecting copy The task table view is then copied to the clipboard as tab separated text which can for example be pasted straight into Excel See Getting the Most out of Outlook Views for instructions on customizing the Outlook task table view Miscellaneous Issues Nothing happens when you click the Taskline button on Outlook s toolbar or the Taskline buttons are missing from Outlook s Ribbon or you get the message Taskline s
191. setup rules that control whether calendar task entries are created and if so how they are colored The table on this dialog lists the existing rules You can color and control the creation of calendar task entries based on High Medium Low This refers to the High Medium Low priority that can be assigned Priority to Outlook tasks for example by using the Priority drop down list on the Tasks tab of the task form Each priority can be assigned a different color Priority letter You can color tasks based on the letter of their Priority A1 value the Priority A1 number is ignored The Category Etc drop down list will only show those Priority A1 letters that are currently assigned to tasks Milestones You can color milestones differently to highlight them on the calendar You will need to place the Milestones rule before any Not Started Tasks or Completed Tasks rules as milestones are also tasks Completed or Not You can color completed work differently to outstanding work Started Category Tasks can be assigned a category in Outlook for example by clicking on the Categories button on the Tasks tab of the task form You can then instruct Taskline to color calendar task entries differently depending on the category that has been assigned to the task Note that the Category Etc drop down list will only display task categories that are currently assigned to tasks If no task categories have been assigned no categories will be displayed i
192. sk ordering please see Defining the Order in Which Tasks are Scheduled How can I override Taskline s normal scheduling and schedule a task for exactly when I want to do it You can place a constraint on a task to have it scheduled to a specific date and time On the Taskline tab of the task form in Outlook External constraint section set Task should to Start on or Finish on Then enter a date to the right If you want to lock down the task to the exact minute enter a time too You can also use constraints for deadlines a Finish on or before is generally ideal for this I don t understand why Taskline schedules some tasks the way it does If the task reschedule is producing results that you don t understand try selecting one or more of the Understanding Taskline options which are on the Advanced Options dialog Can I have my tasks automatically scheduled on a regular basis Yes you can set up the Windows task scheduler to do this for you See Background Task Scheduling for more information Calendar Issues I want to see my tasks in Outlook s calendar but when I run Taskline nothing appears Why On the Calendar tab of Taskline s main dialog Task entries in the calendar section check that you have selected the Create for tasks that are Not Started or In Progress Option Check that the folder chosen to contain calendar task entries is the one you think it is This is the write task entries to option on the Calendar
193. skline s Natural Order does not work with the To Do list You have to use Natural Order in your Outlook Tasks folder The To Do list contains tasks and emails from all your Outlook folders whereas Taskline only schedules tasks in whatever folder you have selected on the Tasks tab of Taskline s main dialog It s possible that your Outlook view is corrupt Try creating a new one How to do this is documented in Taskline s online help See Getting the Most out of Outlook Views Why are some tasks not scheduled in the order I specified Tasks do sometimes get scheduled out of order There are several reasons for this 1 Firstly check that you are looking at the Outlook Tasks folder selected in Taskline Taskline does not support Outlook s To Do Bar which uses a different ordering system to the Tasks folder 2 Task constraints such as a Finish on constraint override task order but only if this is necessary to make sure that the constraint is met 3 A task with a missed constraint or a recurring task that has missed its recurrence date is regarded by Taskline as overdue Overdue tasks take priority over all others 4 Different tasks assigned different Working hours can get scheduled out of order 5 If you have turned off Task can be split or if you have set Minimum split on a task then it s possible that a higher priority task isn t able to use the first available free time slot because it s too small Thus the task will get schedu
194. sks with the Ignore check box checked These are by definition ignored by Taskline a Tasks with constraints again because you can t have two constraints on one task Using Different Working Hours for Different Tasks J This feature is supported in Taskline Professional Edition only Taskline Professional Edition allows you to define several different sets of Working hours This allows some powerful time planning scenarios some examples of which are discussed below Work and Personal Tasks Probably the most obvious use is for scheduling work tasks during work time and personal tasks during personal time In this case you would set up 2 sets of Working hours perhaps called Office Hours and Personal Task Time How You then assign these Working hours to each task as appropriate How Getting Work Done During Commute Time If you have a regular commute to and from work it may be that certain types of work can be carried out during this journey For example if you commute on the train you may wish to read reports during this time To schedule tasks specifically during your commute time create a set of Working hours to represent this time and assign these hours to the tasks in question How You may also have some tasks that could be done during commute time or could be done during normal work time it doesn t matter In this latter case create a set of Working hours that encompasses both your normal work day and your commute time a
195. t Requirements and Editions Taskline now requires Outlook 2000 or above There are now two different Taskline editions Standard and Professional a Taskline Version 3 is now compatible with the Getting Things Done Outlook Add In v2 7 5 FranklinCovey PlanPlus v5 OneNote 2007 and Mindjet MindManager 7 Professional Edition The following new features are in Taskline Professional Edition only all other new features are in both editions Multiple named sets of Working hours can be defined and different tasks can be scheduled to different time slots For example work tasks can be scheduled Monday thru Friday during the day and personal tasks can be scheduled for evenings and weekends a You can instruct Taskline to ignore tasks which have been assigned particular Working hours Different days of the week can have different working hours Working 24 hours a day is supported If the To time of a break or the Stop work time is 0 00 this is taken as midnight Up to 4 day time breaks can be defined Standard Edition This contains all the new features listed below Additionally there are two differences from Taskline v2 1 a You can no longer override travel time per appointment This feature is only supported in Taskline Professional Edition You can only assign a single label color to calendar task entries Professional Edition supports different labels colors being assigned to different types of
196. t TaskSubject gt lt TaskTotalWork gt lt TaskWorkDone gt lt TaskWorkRem gt Description How complete the task is This value is not necessarily the same as the Complete value entered on the task form as Actual Work is taken into account as well More information This token is blank if the task is not started How much work remains to be done on the task expressed as a percentage The task s Priority A1 value The task s Actual start date Shows A if the task has attachments The task s Categories The task s Companies text taken form the Details tab of the task form The list of Contacts that have been assigned to the task The task s Scheduled end date The task s Scheduled end time J A task s Working hours Shows N if the task has notes The Project setting for a task The task s Role text This is a standard task property that is not shown on the task form You must add a column to the task view in Outlook to set it The task s Scheduled start date The task s Scheduled start time The task s Subject The task s Total work How much has already been done on the task expressed as a duration How much work remains to be done on the task expressed as a duration Related Topics Defining the Subject of Task Entries Getting the Most out of Outlook Views This section summarizes aspects of Outlook s view handling that are most useful to Taskline users You should consult Outlook s ow
197. t easier to plan your work in Outlook s calendar as well as in the task list Taskline includes an option to create a task from an appointment Right click any standard Outlook appointment and click either Create Task or Create Task and Pin Both options create a Taskline task from the appointment attributes such as Subject body text Categories etc are also copied The appointment is also converted into a Taskline calendar task entry i e it becomes exactly like other calendar task entries Taskline creates for each task when it runs Be careful like all calendar task entries the converted appointment will be deleted and recreated the next time Taskline runs so any changes or attachments will be lost If you don t want this to happen select the Create Task and Pin option instead Or if you want to create a task from an appointment and leave the appointment unchanged use the standard Outlook feature of dragging the appointment onto your Tasks folder Note a Create Task is only available for appointments that are not recurring Tip The task is automatically opened after it has been created If you don t want this deselect the Open task after Create Task from appointment check box which is on the Advanced Options dialog Creating a Task from an Email Note or Contact Item You can also quickly create tasks from Outlook emails notes and contact items Right click any of these items and click Create Task A Taskline task will be cre
198. t it Work remaining shows the amount of work that is still outstanding on the task More Click the Reminder check box and enter an amount of time to set a reminder on a task Taskline task reminders use working time not elapsed time So for example if you wish to be reminded one day in advance about something that starts on Monday Taskline instructs Outlook to remind you on Friday assuming that you do not work weekends Taskline reminders work by setting up the standard Outlook reminder on your behalf Thus you can t use both types of reminder on the same task at the same time More Scheduling control Ignore this task Select this box to have Taskline completely ignore a task Setting a task to Ignore clears the Scheduled start Schedule End and Week commencing options This check box is selected by default However when Show as Task can be split Project Minimum split Working hours you enter information in the Total work box this clears the Ignore this task check box allowing Taskline to schedule the task Thus tasks that have zero hours for the Total work box are not scheduled unless you unselect the Ignore this task check box You can change the default value for Ignore this task on the Advanced Options dialog Use this drop down list to set the Free Busy status of the calendar task entries for this particular task If it is left blank then the Show time as setting on the Calendar tab of Taskline s main di
199. tab of Taskline s main dialog Be especially careful if you have several calendar folders with the same name If you are using more than one Outlook Data Store e g PST file check that task entries aren t being written to a calendar folder in the wrong data store Calendar task entries are not created for tasks with a Total Work of zero unless you have the Create all day events for milestones option enabled on the Calendar tab of the Taskline dialog Total Work is your best guess at how long you think each task will take If it is set to 0 the task is called a milestone and it will start and end at the same time Milestones represent significant events or goals in your task list It is possible that the task has been created in the calendar but at a date you did not expect To check open the task in Outlook Go to the Taskline tab of the task form in Outlook and note the Scheduled start date Now check the calendar at this date to see if the Taskline created calendar task entry exists The Week and the Month calendar views in Outlook show the appointment times twice How can I stop this The problem is that both Outlook and Taskline are showing the appointment time To stop Taskline displaying appointment times start up Taskline and go to the calendar tab of the Taskline dialog Click the Define Subject button to show the Calendar Task Entry Subject dialog Locate the text box entitled Subject for outstanding entry and delete the te
200. tasks Task Progress The task progress model has been updated Taskline no longer schedules completed tasks backwards from the First task starts at date Instead completed tasks are left unchanged by Taskline In effect the scheduled dates are assumed to have been correct If things didn t go to plan you can optionally reflect this by updating the tasks or the calendar task entries Progress can now be updated from the calendar as well as directly on the task itself When opened calendar task entries now feature a Taskline toolbar This enables you to open the task or mark the calendar task entry as Complete Projects A new Projects tab allows you to create and delete projects and set a project order You can now order tasks by Project a You can instruct Taskline to ignore all tasks which have been assigned a particular Project Calendar task entries can be colored according to Project Task Scheduling Order by Due date which previously existed in earlier Taskline versions has been reinstated Ordering by Due date now works slightly differently to other Order By options in that Taskline will not only order by this date but will also try and make sure that the task is completed on or before the Due date You can now specify a constraint time for recurring tasks to force recurring tasks to start or finish at a specific time as well as on a specific date When a task misses a constraint
201. tasks exceeds the amount of working time available on that day then it is probably going to be impossible to satisfy all of those constraints The constraint is attempting to place the task before the First task start at date When a constraint can t be met Taskline warns you in three ways You get an alert when Taskline has finished updating your tasks This lists any problems although if there are a lot of them only the first few task subjects are displayed The Missed constraint task field which is normally zero is set to the elapsed gap between the scheduled date and the constraint date This enables you to create an Outlook view highlighting tasks that need attention optionally sorted into an order showing which tasks have missed their constraints by the greatest amounts Taskline can also prefix the subject of a task that misses its constraint with some warning text By default this text is but you can change it to anything you want To do this start Taskline and click the Options tab Then change the If a task constraint is missed prefix task subject with edit box to your preferred warning prefix The text will automatically be removed once the constraint problem has been resolved Recurring Tasks Recurring tasks have implied constraints which position such tasks on the date of their recurrence By default if a recurring task has an Outlook Start date then this acts like a Start on or after constraint But if
202. ter than the time you actually arrive at work Similarly you can schedule thinking time at the end of the day perhaps to plan the next day s work Related Topics Taskline Dialog Box Tasks Tab Projects Tab Calendar Tab Options Tab Help About Tab Working Hours Tab A 2 This tab is only present on Taskline Professional Edition Working Hours Working hours New Delete Mon Tue etc Start work Stop work From To 1st 2nd etc break Options Default hours Schedule tasks that have been assigned these hours Important Use this list to select the Working hours you wish to view or edit The Working hours define the times during which tasks assigned these hours can be scheduled Click the New button to create a new set of Working hours Click the Delete button to delete the currently selected Working hours a You cannot delete Working hours that are currently assigned to one or more tasks There must always be at least one set of Working hours defined so if you delete the last remaining set Taskline will automatically insert a new set of hours called Default work week You use these check boxes when you want to make the same change to several days Select the check boxes for the days you want to edit Then when you make a change all the selected days will be changed simultaneously Clicking the check box at the head of the column is a shortcut for selecting or deselecting all seven check
203. th Taskline such as a scheduling constraint or the task priority you open the task and set options on the Taskline tab Create New Folders for the Tutorial Tasks and Appointments For the purposes of this tutorial we will create a new Outlook folder to contain the tutorial tasks and a second new folder for the tutorial appointments This is to avoid existing tasks and appointments being intermingled with the items created during the tutorial We will make these folders sub folders of the existing Tasks and Calendar folders To create the new tasks folder 1 If Outlook s Folder List isn t already displayed have Outlook display it In Outlook 2007 and 2010 click View Navigation Pane Normal and then click the Folder List icon A at the bottom of the Navigation Pane Inbox 3 LA Drafts E Sent Items Deleted Items O Actioned Read Ea Calendar v aBa a uaa Items 27 A Reminders 7 a In Outlook 2013 click at the bottom of the main window and then click Folders on the pop up menu Inbox 2 ig Drafts MA Sent Items Navigation Options Deleted Items g P Actioned Read E Notes Amazon Folders N 2 Shortcuts Mail Calendar People Tasks ITEMS 27 UNREAD 16 REMINDERS 11 2 On the Folder List right click your Tasks folder and click New Folder on the pop up menu 0 Gss HOME SEND RECEIVE FOLDER VIEW lv en KK gt Meeting New New New De
204. the task form or delete the constraint description on the task table view You cannot add a constraint to a recurring task since Taskline places recurring tasks on their Start or Due date as appropriate Constraints Which Affect a Sequence of Several Tasks By default a constraint only affects the task with the constraint on However sometimes this is not what is required For example you may have a deadline to meet which involves completing a sequence of several related tasks not just one task To do this for a Finish On or Finish on or before constraint click on the Select any other tasks also affected by this constraint check box and select the tasks from the list that you want to finish immediately before the current task Similarly for tasks with Start On or Start on or after constraints select the tasks that you would like to start immediately after the current task To deselect a task simply click on it again The following types of tasks cannot be made dependent upon other tasks and hence will not be displayed in the Select any other tasks also affected by this constraint list Completed tasks s Recurring tasks because these are already constrained to happen on a certain day and you can t have two constraints on one task Delegated tasks because someone else is doing them Tasks with their Status set to Deferred or Waiting on someone else because these are effectively on hold and hence Taskline ignores them Ta
205. then click OK Your tasks will now be rescheduled in the order you have set Scheduling tasks using Natural Order is another popular method of setting the task order Tasks in Outlook have a natural order which is the order Outlook displays them in when sorting and grouping is turned off The benefit of using natural order is that task ordering can be changed simply by dragging tasks or groups of tasks up and down the task list This method can often be quicker than changing priority values Notice that you use two main workflows in Taskline 1 The Taskline application Start Taskline by clicking the Settings on Outlook 2007 il Taskline button in Outlook or by using the Windows Start menu Taskline displays the options that control how it runs Clicking OK will then schedule your tasks 2 The Taskline task form If you want to set options for scheduling an individual task with Taskline such as Total work you open the task in Outlook and set options on the Taskline tab of the form Some time management advice a You must leave some free time in your schedule to allow for unforeseen items or small items such as phone calls which cannot be scheduled individually but nevertheless collectively consume time Scheduling yourself for every minute of your work day is not viable and you will inevitably fall behind schedule if you do this You can build slack time into your schedule by setting the Start work and or the Stop work
206. this check box on Saturday Taskline enters 8am next Monday for you By default the current time is also rounded up to the next 15 minute interval For example if the current time is 9 06am Taskline will set 9 15am You can control the amount of rounding by setting the Round Default to current date and time to next option which is on the Advanced Options dialog Click the arrow to the right of the Date and Time box You can then choose a date from the calendar control If necessary you can click the year to choose a different year and you can click the arrows to the left and right of the month to choose a different month Once the calendar displays the correct month select a date by clicking it When you select a date Taskline adds the time the working day starts to the end of the date Next Scheduled start and Scheduled end Related Topics Defining the Order in Which Tasks are Scheduled Task Constraints Scheduled start and Scheduled end When Taskline has finished scheduling your tasks each one is assigned a start date and time and an end date and time This information is stored in the Scheduled Start and Schedule End fields More Scheduled start is the estimated or most likely start date for the task For a new task it is initially unset but is recalculated each time you run Taskline The Taskline calculation takes into account things like appointments in your calendar the priorities of your tasks and any constraint
207. time units For example 120 minutes converts to 2 hours and 8 hours converts to 1 day assuming that there are 8 working hours in the day See Working Hours Per Day and Week for information on how to set the number of working hours in a day e Tasks with a Total work of zero are called milestones or goals Milestone tasks represent significant events rather than routine work items More Next Milestones Related Topics Progress Working Through Your Task List Milestones Milestones Milestones or goals are normal Taskline tasks with a Total work of zero Milestone tasks represent significant events rather than routine work items An example might be finishing an important package of work e g Phase 1 Completed The Summary of Task Schedule report displayed when Taskline has finished processing lists the date of the next uncompleted milestone in your schedule as well as other information Milestones mostly work in the same way as other tasks with a few exceptions When you create a task with 0 in the Total work box the Ignore this task check box on the Taskline tab of the Taskline form is selected by default You will need to uncheck this check box to have Taskline schedule the milestone Taskline will not show milestones in the calendar unless the Create all day events for milestones option is selected on the calendar tab of Taskline s dialog Milestones cannot be progressed using Actual Work as they have no wo
208. times conservatively or by adding day time breaks specifically for slack time All these settings are on the Working Hours tab of Taskline s dialog if you are using Taskline Professional Edition For Taskline Standard Edition they re on the Working Week tab Another useful method is to overestimating task Total work times Some other things you can do are On Outlook 2007 move the Taskline toolbar so that it takes up less screen space If your display is wide enough you can drag the small vertical bar to the left of the Taskline toolbar and move it to the end of the standard Outlook toolbar a If you have a simple list of tasks created using a text editor word processor or similar you can have Taskline convert this list into Outlook tasks How a Read or work through the Taskline tutorial a Use Natural Order to set the order in which tasks are scheduled How a Tell Taskline when you wish to start working on your task list How Force a task to start or finish on before or after a certain date You do this by placing a constraint on a task More Note that setting a task s Start or Due date has no effect on the way Taskline schedules tasks Have Taskline update the task Start and Due dates as well as Scheduled start and Scheduled end How Tell Taskline what days you work and what hours you work on those days so that Taskline can accurately schedule your work If you are using Taskline Professional Edition you enter this
209. to the left of the Tasks folder entry to display the Tutorial Tasks folder OK the Select Folder dialog On the Calendar tab of the Taskline dialog click the Select button for the My appointments are in option Select the Tutorial Cal folder and click OK Still on the Calendar tab click the Select button for the Write task entries to option Select the same Tutorial Cal folder and click OK 8 Back on the Taskline dialog click the Apply button to save these changes Tip For more information about options and settings on any dialog box click the Question Mark button N2 or La depending on your Windows version at the top right hand corner of the dialog and then click a dialog option We have now finished the initial tutorial housekeeping Entering Your Working Hours Note e Times in this tutorial are shown using a 12 hour AM PM format If you are using a different time format please convert to your local format when entering times When using Taskline for the first time you must tell Taskline the hours that you work In our tutorial example as a technical writer for a large corporation your typical week runs from 9 00 AM until 5 00 PM Monday through Friday with a one hour break starting at 12 00 PM 1 If Taskline is not already running click Settings on Outlook 2007 click T Taskline in Outlook 2 Click the Working Hours tab on Taskline s dialog then enter the following information In the Workin
210. tons to change this order If on the Tasks tab of this dialog you have chosen to Order By Project then projects will be scheduled in the order shown in the list To change this order select one or more Projects and click the Move Up or Move Down buttons You can select one or more Projects in the list and click Delete to remove them You cannot delete projects that are current assigned to tasks To create a new project enter a unique name in the box to the left of the Insert New button and click the button Alternatively simply type in a new project name on the Taskline tab of the task form in Outlook Related Topics Using Projects Project and The Taskline Task Form in Outlook Taskline Dialog Box Tasks Tab Calendar Tab p gt Working hours Tab G Working Week Tab Options Tab Help About Tab Calendar Tab Creating task entries in the calendar Create for tasks that are Not Started or In Progress Keep a record of completed work Create all day events for milestones Click this option to have Taskline create calendar task entries for tasks or parts of tasks that are still outstanding Task entries enable you to see your tasks in Outlook s calendar view as well as the task list Select this check box to have Taskline keep calendar task entries that have been marked as complete This enables you to maintain a record in your calendar of exactly what you ve worked on and when Deselect the check bo
211. tter so for example A tasks can be colored differently to B tasks There is a new color type on the Define Colors formally Define Labels dialog such that you can now prevent the creation of calendar task entries for tasks with certain attributes The Following Bugs Have Also Been Fixed If a task subject contained non European characters the subjects for the corresponding calendar task entries were being replaced by question marks Now fixed Taskline Version 4 March 2014 Product Requirements and Compatibility a Taskline now requires Outlook 2007 or above Taskline is now compatible with both the 32 bit and 64 bit versions of Outlook 2010 and 2013 Taskline no longer uses a custom Outlook task form Instead an Outlook form region is used This should eliminate most conflicts with other Outlook Add Ins Task Scheduling a There is a new Work Between constraint type which allows you to specify 2 dates between which a task must be carried out You can now edit Taskline created task entries in the calendar and pin these so that they survive a Taskline reschedule So you can use Taskline to automatically schedule your tasks and then tweak those results manually Pinned entries do not get deleted and recreated during a Taskline reschedule rather they stay put Moving a calendar task entry will automatically pin it 7 gt For Taskline Professional Edition only there is a new Max time per day setting This is used t
212. tual start Taskline Tip Unscheduled Tasks One of the most common reasons for slipping behind schedule is the failure to adequately plan for unscheduled tasks and interruptions It s a mistake we even make ourselves Phone calls people stopping to talk and the odd 5 minute task that needs your prompt attention all add up Collectively if not individually these items are predictable so schedule them in You could do this by adding a recurring appointment or a day time break to reserve the necessary time or by simply telling Taskline that your working day is shorter than it actually is Doing so will increase your job satisfaction and make the dates you give to others more reliable Taskline Tip Printing Schedules Most people find time management difficult This is human nature We prefer doing the things we like and we put off the things we don t like for example Having an Outlook printout of your Taskline schedule on your desk really helps to combat these traits by giving you focus Printing out a calendar complete with calendar task entries is particularly useful in this regard You can then refer to the printout during the day to see what you should be working on and how you re doing There are several lesser known Outlook features that can assist when it comes to printing out a schedule Date range With your Outlook calendar open click File Print You can then use the Print Range settings to say when you want the p
213. u Wish to View or Edit Select the hours from the drop down list at the top of the Working Hours tab To Set the Hours You Work a For each day you intend to work on your tasks enter the time you intend to start working in the Start work box and the time you intend to finish in the Stop work box a If these boxes are left blank Taskline assumes that no work is done for the current working hours on that day Tip a A time of 23 59 will leave the last minute of the day unworked To work this last minute use 0 00 for midnight To Set Day Time Breaks Such as Lunch Breaks a Enter break start and end times in the From and To boxes for each day you work a If these boxes are left blank Taskline assumes you work with no breaks on that day You can define up to 9 breaks per day Use the radio buttons to the right of the From and To boxes to select which break you wish to view or edit To Edit Several Days in One Operation You can edit the times for multiple days in a single operation To do this select the appropriate day check boxes on the left side of the dialog tab a Selecting or deselecting the check box at the head of the column will select or deselect all the days of the week Any changes you make in any time box on a day with a selected check box will have that same change applied to all the selected days To Create an Additional Set of Working hours a Click the New button to display the New Working hours dialog
214. u set the Taskline reminder you must clear the Taskline reminder to remove it Clearing the standard Outlook reminder will not work because it will just get set up again the next time you run Taskline When you clear the Taskline reminder this clears the standard Outlook reminder as well Recurring Tasks Taskline will schedule the next occurrence of a recurring task By default Taskline will attempt to place a recurring task on its Start date or its Due date if no Start date is set However this behavior can be changed by setting the Recurring tasks options on the Advanced Options dialog You need to make sure that you mark recurring tasks as Complete as and when you finish each occurrence Failing to do so will leave the task s Start and or Due dates in the past as only when a task is marked as Complete will Outlook generate a new task occurrence with updated Start and Due dates Note that the Start and Due dates of recurring tasks are never updated by Taskline even if you have the Taskline should set Start and Due to the Scheduled dates option set This is because changing the Start or Due date of a recurring task usually generates a new and unwanted task occurrence However Taskline can update the Start and Due dates of regenerating tasks which are a specific type of recurring task They generally represent something that needs doing repeatedly but not on specific dates For this reason regenerating tasks that miss their dates wil
215. ult columns in Outlook s tasble views get the name of the field they represent This is usually fine but sometimes you may wish to change it For example you may wish to change the name of the Scheduled end column to Sched End to make the column narrower To rename a column Outlook 2007 Right click the column heading and select Format Columns from the menu Outlook 2010 and 2013 Right click the column heading and select View Settings from the menu Then click the Format Columns button The Format Columns dialog box will appear You can change the column name by changing the Label text on the dialog box Other controls on this dialog box allow you to change how the column values are displayed for example left centre or right aligned Note e Because of a restriction in the way Outlook works Taskline special fields that represent a duration such as Work remaining are always displayed as a number of minutes in the task table view Removing Unwanted Columns Simply drag an unwanted column off the column heading row Sorting You can sort on a column simply by clicking the column header For example to sort your task list into Scheduled start order click the Scheduled Start column heading Click a second time to sort into reverse order To sort on a field that is not displayed or to sort on more than one field or to switch off sorting you will need to use the Sort dialog box To access this do the following Outl
216. uptions that happen during the day phone calls coffee breaks people walking in for a chat thinking time very important etc You could do this by making an existing day time break longer than it needs to be or by entering a day time break specifically for this purpose or perhaps by setting the I start work at and I stop work at times conservatively 2 Run Taskline and visually check that the schedule looks reasonable i e you have not made any mistakes Then print the schedule off and keep it on your desk as a reference 3 Try and stick to the schedule It ll give you focus a At the start of each day quickly look at what you re expected to achieve that day b At the end of each day take a quick look at what you ve got on for tomorrow 4 Mark tasks off as complete or part complete if you prefer when you ve done them to keep the schedule up to date and to remind yourself that you are making progress 5 When a new task comes in give it a priority and a Total work value Then a If it s urgent rerun Taskline there and then You may then need to print off an updated schedule b If it s non urgent there s probably no point in running Taskline just yet as it may rearrange your short term schedule which you may not want 6 Eventually the schedule will get out of shape At this stage don t stress yourself out chasing the unachievable So a Look at why the schedule got out of shape Can you make any adjustments
217. ur task You may not finish a task exactly as scheduled because of unanticipated interruptions or because the task simply took longer than your Total work estimate However the Scheduled end date gives you a very good idea of when you are likely to finish a task More about scheduled dates A task s Total work is your estimate of how long a task will take effectively how much work it entails More You can enter the Total work as a number of minutes hours days or weeks the abbreviations are m h d and w For example to set Total Work to 5 hours you can type 5h or 5 hours Progress Actual start Status Actual work Complete Work remaining Reminder Reminder When you create a new task the Ignore this task check box is initially selected This is automatically cleared by Taskline when you set Total work to a non zero value If you want to create a task with zero Total work to represent a significant milestone or goal in your task list you must remember to clear the Ignore this task check box yourself since Total work is zero in these cases Outlook will convert large numbers of small time units to larger time units For example 120 minutes converts to 2 hours and 8 hours converts to 1 day assuming that there are 8 working hours in the day See Setting the Working Week for information on how to set the number of working hours in a day This is the date the task actually started It is set only for a task t
218. ural Order is convenient because tasks can be reprioritized by dragging them up and down the task list However this tutorial uses Priority A1 which is also a flexible method of prioritizing tasks a Notice that when you have entered a value for Total work the Ignore this task check box is deselected All new tasks are ignored by Taskline by default but as soon as you add some Total work the Ignore this task check box will be automatically deselected If you wish to have Taskline schedule a milestone which is a task with zero Total work you will need to manually deselect the Ignore this task check box Taskline also works with the tasks you already have before you installed the software When Taskline runs it converts standard Outlook tasks to Taskline tasks To view your tasks you can click the Tutorial Tasks folder in Outlook With Outlook 2013 you should see something like this r FILE HOME SEND RECEIVE FOLDER VIEW a v Sm New New New Task Email Items New Delete Respond Manage Task Receipts Search Tutorial Tasks Ctrl E gy RSS Feeds D SUBJECT DUE DATE b v Schedule Click here to add a new Task 55 Search results 2 C Research documentation tools None Suggested Contacts S C Proof read Quick Start Guide None 4 iv Tasks vl User Manual chapter 2 None i Tutorial Tasks TP Search Folders Now that you have planned your tasks you can schedu
219. vailable if you are ordering your tasks by Due date because it s confusing to order by something that is about to get changed a The Start and Due dates of recurring tasks are never updated by Taskline even if you have the Taskline should set Start and Due to the Scheduled dates option set This is because changing the Start or Due date of a recurring task usually generates a new and unwanted task occurrence This does not apply to regenerating tasks which are affected by this setting More If you run Taskline with the Taskline should set Start and Due to the Scheduled dates option enabled Taskline resets all the Start Dates and Due Dates on your tasks If you now want to get your original dates back again click this button to restore any Start and Due dates previously overwritten Outlook task form initial tab for existing tasks This option allows you to specify which tab is initially presented on the Taskline form in Outlook New tasks always display the standard Outlook Task tab Miscellaneous If a task constraint is missed prefix task subject with Default minimum task split If you enter some text into this box Taskline will prefix the subject of any task whose constraint cannot be met with this text The prefix will be automatically removed once the constraint can be met Leave this box blank if you don t want Taskline to highlight missed constraints in this manner More Enter the minimum number of hours o
220. w Mark Assign Close Complete Task Actions Manage a De De Dates and duration l K rj Scheduled start Wed x E JIC z Task Details Taskline Total work 1 hot N Show s INSERT Progress Uninstall Procedure If you use Exchange Server you must connect to your network before uninstalling Taskline To uninstall Taskline do one of the following 1 On Windows XP Vista and Windows 7 click on the Windows Start menu then click the Uninstall Taskline entry in the Taskline sub menu 2 On Windows 8 and 8 1 click the Uninstall Taskline entry on the Start or Apps screen 3 On all Windows versions open Windows Control Panel Then On Windows XP click Add or Remove Programs a On Windows 7 8 and 8 1 Optionally first click Programs if you are in Category view Click Programs and Features Select Taskline Outlook Task Scheduler v4 1 from the list and click the Uninstall or Remove button Important e You will see 1 or 2 entries in Control Panel s list of installed programs for Taskline Outlook Add Ins Do not Uninstall these If you do you will end up with a partially uninstalled version of Taskline Always only Uninstall Taskline Outlook Task Scheduler v4 1 and this will uninstall the Outlook Add Ins for you Tip e If you wish to reinstall Taskline you do not generally need to uninstall first What Was New in Previous Taskline Versions Taskline Version 3 June 2008 Produc
221. when Working hours have the same name as the Project or Category More Consider planning some personal or thinking time at the start of the day perhaps to plan the day s work You could do this by entering a Start work time slightly later than the time you actually arrive at work Similarly you can schedule thinking time at the end of the day perhaps to plan the next day s work Related Topics Setting Your Working hours Working hours and The Taskline Task Form in Outlook Using Different Working hours for Different Tasks Taskline Dialog Box Tasks Tab Projects Tab Calendar Tab Options Tab Help About Tab Options Tab Task Start and Due dates Taskline should set the Start and Due dates to the Scheduled dates Restore my original Start and Due dates If this option is clicked the Start and Due dates are always kept up to date and in step with the Scheduled start and Scheduled End dates Any standard Outlook views that require correct Start or Due dates will work correctly and tasks that exceed their Due dates will be highlighted in red by Outlook More about standard task views However any Start or Due dates you had previously entered will get overwritten although the Restore my original Start and Due dates feature can restore these Clear this option to have Taskline leave the Start and Due date fields alone and only update the Scheduled start and Scheduled End dates Notes This option is not a
222. ws use Scheduled start and Scheduled end instead Do one of the following Outlook 2007 Select the View Current View Customize Current View menu option o On the View Summary dialog click the Fields button This takes you to the Date Time Fields dialog which allows you to change the fields these views use to ascertain the start and ends of tasks Outlook 2010 and 2013 o Click View ribbon or VIEW in Outlook 2013 View Settings On the Advanced View Settings dialog click the Columns button This takes you to the Date Time Fields dialog which allows you to change the fields these views use to ascertain the start and ends of tasks Task TimeLine View The Task Timeline view shows a time scaled bar chart Mon4 Tue 5 Wed6 Thu 7 Fri 8 i a ke e S Y What s New article Y Hints and Tips article To use this view Outlook 2007 select the View Current View Task Timeline menu option Outlook 2010 and 2013 These version of Outlook do not come with a predefine Task Timeline view so you will need to create one Click View ribbon or VIEW in Outlook 2013 Change View Manage Views gt Click the New button to display the Create a New View dialog o Give the view a name and select the Timeline option in the Type of view list o OK all the open dialogs Next Seven Days This view displays only those tasks that are due in the next 7 days But be careful this view excludes overdue tasks
223. x if you are only interested in current and future work In this case Taskline will delete completed calendar task entries when it runs More about task progress Click this checkbox to have Taskline create an all day event on the Outlook Calendar for each task that you designate as a milestone You can designate a task as a milestone by entering 0 in the Total work box on the Taskline tab of the Taskline form By default tasks with zero Total work are ignored by Taskline so you must uncheck the Ignore this task checkbox on the same tab to have Taskline process the task as a milestone Options for task entries in the calendar Mark all as private Limit tasks in calendar to first days Show as This option affects who can see your calendar task entries when your Outlook Calendar is being shared If this option is selected all task entries are created as private so that only you can view them If this option is not clicked only calendar task entries representing private tasks will be created as private You may not wish to have your calendar filled up with tasks for many days or weeks ahead Sometimes it helps to just focus on short term goals This feature allows you to limit how many days in the calendar after the First task starts at date display scheduled tasks Completed work is always represented using appointments on the calendar if the option to create calendar task entries for completed work is enabled However
224. xt lt StartEndTime gt Repeat for the other three boxes and OK the dialog See Defining the Subject of Task Entries if you would like more information on lt StartEndTime gt and other tokens Taskline seems to ignore some appointments in my calendar This results in tasks being scheduled at times that clash with these appointments Why does this happen Taskline ignores any appointment that has Show time as set to Free By default Outlook sets UP all day event appointments as free time To change this double click on the appointment in Outlook to open the appointment form Then change the Show time as drop down list to be Tentative Busy OF Out of Office You can also instruct Taskline to ignore appointments with Show time as set to Out of Office This setting is on Taskline s Advanced Options dialog Using Outlook with Taskline I want to schedule my tasks in Natural Order but in Outlook when I try to drag tasks up or down the task list to change the order nothing happens Why To display tasks in their natural order in Outlook a Outlook 2007 Click View Current View Customize Current View menu option then use the Sort and Group By buttons on the View Summary dialog box to set the Sort Items by and Group items by fields to none a Outlook 2010 and 2013 Click View Outlook 2013 VIEW ribbon View Settings button to display the Advanced View Settings dialog Then use the Sort and Group By buttons on this dialog to
225. your option from the Show time as drop down list Alternatively right click the appointment and select Show time as from the pop up menu For more efficiency in planning your time Taskline allows you to add time allowances before and after the appointments in your calendar This helps when you need to allow for travel or planning time before or after an appointment Taskline does not schedule tasks during these times More Related Topics Travel and Preparation Time on Appointments Calendar Views Creating New Appointments Recurring Appointments Showing Your Tasks in the Outlook Calendar Calendar Views There are several different calendar views available The Day Week and Work Week views are drawn to a time scale which makes them particularly useful The Work Week view shows all the days that you work one day per column The following example shows a three day working week MONDAY TUESDAY WEDNESDAY 14 15 16 g 10 11 p 1 2 3 4 5 The Month view shows a square grid with one day per square All the appointments on a day will be listed in each square Oct 14 15 21 22 23 You can switch between calendar views by clicking on the appropriate buttons on the Calendar toolbar ribbon You can also view appointments in a table format D h0 SUBJECT START 4 END zN Interviews for new admin assistant 2 h Mon 10 14 2013 9 00AM Mon 10 14 2013 11 00 AM Management meeting 1 5 h Mon 10 14 2013
226. your task list then you will need to synchronize your tasks folder manually before you shut down Outlook when connected to Exchange Server To do this make your tasks folder the current folder and then click the Tools Synchronize This Folder menu option If you forget to manually synchronize your tasks folder when you go offline your tasks folder will effectively contain an old out of date copy of your task list It is advisable not to run Taskline on these out of date tasks or indeed change them in any way whilst offline If you do so Outlook s automatic re sync will most likely fail when you reconnect to Exchange Server Failed synchronization is shown by the task icon being replaced by crossed swords You will then need to open tasks to resolve each synchronization conflict manually Outlook 2002 By default the Tasks folder may or may not be available when offline it depends on how the account was set up When you go offline if you find that your tasks are out of date then you may wish to investigate the options below 1 Manually synchronize your tasks while connected to Exchange Server and before you shut down Outlook You can do this by making your tasks folder your current folder and pressing Shift F9 or click the Tools Send Receive This Folder Microsoft Exchange Server menu option 2 To have your tasks synchronized automatically whenever you do a Send Receive or press F9 make the folder containing your T

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