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User Manual - MyLifeOrganized

1. Note You can set Repeat Alert Actions option to repeat alerts several times or until you dismiss the reminder See also Start Due date and Lead time Effort The Effort property section contains the following parameters of a task Effort Time Required for a Task IMPORTANT The Effort property section will NOT be displayed on the task properties page if the Effort check box is NOT selected on the Appearance page of the Options dialog box Task Effort You can select how much Effort it will take you to complete the task This value affects the dynamically calculated completion percentage for a project This percentage is based on how many subtasks of the project are completed and what their Task Effort properties are If a task has higher value of Task Effort property it adds more value to the completion percentage for the entire project Task Effort is also used in To Do List filtering Note This parameter is different from Time required for a task parameter For example if you just read a book it would require less effort than if you wite MLO help documentation It might take you the same amount of the time to accomplish these tasks but the Effort would be different See also Projects Tracking Time required for a task Time Required for a Task You can enter how much time is required to accomplish a task The minimum and maximum values can be entered This time will be used in the Time filter in the To
2. MyLifeOrganized User s Guide MyLifeOrganized Help 2015 mylifeorganized net All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for anyloss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Contents Table of Contents Chapter I Introduction 5 Chapter II Installation 8 1 System Require Ment unnssusssnnnnnneennnnnnnnnnnnnnnnnnnnnnnnnn nun nenn nnnnee nennen nnmnnn nnmnnn nnmnnn nnmnnn 8 2 Installing MyLifeOrganized ursumnsenneennnnnnennnnnnnnnnnnnnnennnnnnnennnnnnennnnnnennnnneennnnneenn nn 8 S HOW TOROQ SOT RR AO 8 Registering MLO to launch from a removable media
3. Basic concepts Outline To Do View Workspace 47 Computed actual importance of p2 Prj2 Importance to outline p2 Importance to Prj2 For example if the importance values are set as follows Prjl 0 9972 Prj2 0 9964 ps 1 1 0036 ps2 1 0036 then these tasks computed importance scores will be as follows Prjl 0 9972 Prj2 0 9964 p1 0 9972 1 0036 1 0001 p2 0 9964 1 0036 1 0000 If you are ordering your To Do List solely by importance the To Do List will order the tasks as follows pl p2 If p2 is completed first the To Do List will now display pl Prj2 However if p1 is completed first the To Do list will display p2 Prjl Note if you use a task just to group together other like tasks you should set this container task to midpoint importance relatively to its parent to avoid artificially lowering the importance of the tasks it contains Urgency Slider The absolute urgency of each task is a computed value and is not directly set by the user Instead for each task you set its urgency with regards to its immediate parent Once you have done that the program will compute the task s actual urgency A task s urgency with respect to its parent is controlled by a slider The slider ranges along an inverted natural logarithm curve This actual curve is documented below The slider values range from 0 9964 to 1 0036 with a midpoint value of 1 0000 Because of the logarithm curve applied
4. nnnsnsrennrennnennnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnennnnnnnnnnnnnnnnne 9 What if I have lost my Activation Code nunuenssnrssonnnnunnennnnunnnnunsnnnnnunnnnunnnnnnnunnnnnnnnnnnnunnnnunnnnnnnunnnnnnsnnnnnunnnnnnnnnnne 9 Chapter lll Getting Started 12 1 The Main Wind o DORPRRARRERERFRUEFTERERPERERPPRERLPRESFREEEEFERERFERESTPERREFERFEFSEEEFERESEFERERFERTEEREREEFEFEFTPRELFEELEEFER 12 2 The Basic Ste pS iii a iaa iaa iaa 16 Chapter IV Working with MLO Data Files 20 1 Create Open and Save MLO Files ceccceeeceeeee cece ee ee ee ence ee ee ease eee seca ennn nnnn nnmnnn nnen 20 2 IMPOrVEXPORt u 20222202220 een ee aa De as nal AENEA NN ENE 20 E Templates ERBEN BERFIIRNEEFEUPERELFLFTEREEEESPERELFSEREREEREUPERSEFLUPEREEELSORBERFEERERELREUPERELESEFERELESEPERER 21 SA En EEE EB 22 5 AUtOsS ave WESPRRARGERENELSRESPERLPEFRHFELERESTEREHEEFELECHEELEERLPEREFEETERECHREESREEFSETERETERESTEEREETEREEEFRRSEEEREELPREITEREBRER 23 6 Advanced Backup of Data Files uununssnnsnnneennnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn 23 Chapter V Basic concepts Outline To Do View Workspace 26 1 Qutliner o ads adas 27 De fault Outline VieWS 0 0000 22 ia 29 ANDA TASK OF SUD cacedeasueetuesceccctevdesraus suas da Ea Ka Pea u daH Aa Eoas eKA EDENE 30 Deleting a Task OF Subtask 0 0 ad 31 Rearranging the Tasks and Subtasks unnuennsnnnuannunnnnnnnunnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn
5. Computed actual urgency of p1 Prjl urgency to outline pl urgency to Prjl WeelkyGoalSliderW eight 150 Importance and Urgency Combined If you set MLO to consider both Urgency and Importance in calculating task scores the score for each task will be the product of its important and its urgency Revisiting the examples in the previous two sections the assigned importance values were iPrj1 0 9972 iPrj2 0 9964 ips 1 1 0036 ips2 1 0036 and the assigned urgency values were uPrjl 0 9979 uPrj2 0 9960 ups 1 1 0030 ups2 1 0030 The combined importance and urgency scores will then be Prjl 0 9972 0 9979 0 9951 Prj2 0 9964 0 9960 0 9924 p1 0 9972 1 0036 0 9979 1 0030 1 0017 p2 0 9964 1 0036 0 9960 1 0030 0 9990 If you are ordering your To Do List by both urgency and importance then the To Do List will display the tasks ordered as follows pl p2 If p2 is completed first the To Do List will now be ordered as follows pl Prj2 However if p1 is completed first the To Do List will now be ordered as follows p2 Prjl User s Guide Basic concepts Outline To Do View Workspace 49 Factoring Dates into the Urgency Calculation If the preferences are set to order the To do List by Urgency or by Importance and Urgency that is if Urgency is to be considered and not just Importance then start and due dates are used to weight the score of each tas
6. Tip for multiple update select all the tasks in Resolve Sync Conflict window right click to open Local Menu and select conflict resolve action See also Synchronizing Data Files Outlook Sync User Manual This manual will help you in setting up synchronization between MyLifeOrganized MLO and Microsoft Outlook You might want to synchronize with Outlook if you are a power Outlook user User s Guide More Advanced Features 93 9 2 8 1 9 2 8 2 and want to use Outlook together with MLO in your planning Note that the task synchronization feature is available in the desktop version of MLO only MLO Outlook Sync supports three preset modes 1 Basic Mode 2 Standard Palm User Mode 3 Advanced Outlook Mode Also supported is a Custom mode for those users from whom none of the three modes is appropriate MLO currently synchronizes only with Outlook tasks Most of what you need to know about MLO Outlook Sync and what you will spend the bulk of your time with involves the setup and configuration of the Outlook Sync module Once you have set it up the way you want it things should work relatively seamlessly Section 2 of the manual which comprises the bulk of the document explains how to set things up as well as the consequences of making various choices during configuration Section 3 contains additional random notes and explanations as well as troubleshooting help 1 Performing the Synchronization
7. Undo or press CTRL Z Tip Drag amp Drop tasks to a group in the task list to assign corresponding properties for the task See also Qutliner Performing Actions on Tasks You can perform different actions on the task items All available actions are listed in the Task menu or local menu To open the local menu right click a task in the list Tip There are Keyboard Shortcuts assigned for many task actions Note After most actions you can use the Undo operation Edit gt Undo Action name in the local menu Action description New task Create a new task New subtask Create a new subtask New folder Create a new folder New project Create a new project New from template Create a new task branch using one of the existing tasks as a template Zoom In Perform Zoom In action See Zoom in and Zoom out for details Zoom out Perform Zoom Out action See Zoom in and Zoom out for details Refresh Update the display with all recent changes in the Outline Set due date Activate the Timing amp Reminder property section and focus on the Due Date control to select new due date for the task Skip occurrence Skip occurrence of a recurring task Cut task Cut the selected task to the clipboard When you paste the task to another location or another MLO window this task will be removed Copy task Copy the selected task to the clipboard Tasks copied to
8. 1 If you downloaded the MLO installer MLO Setup exe just run it and follow the instructions If you already have a previous version of MLO installed just close the application before updating and it will be updated with the new version automatically no uninstall needed 2 IF you downloaded the zip file MLO zip then no installation is needed Simply unzip the files to a folder of your choice and run the application mlo exe Tip MLO is specially designed to be able to run from USB flash drives You can store your data files along wth mlo exe on your flash drive and run MLO directly from it How to uninstall 1 If you used the MLO installer to install the program then use Add or Remove Programs from your Windows Control Panel to completely uninstall MLO 2 If you used the zip archive to install MLO simply delete all the files from the folder you copied the application to How To Register There are two ways to register MyLifeOrganized you may register from within the application or on our website To register using the MyLifeOrganized application 1 Select Help gt Registration from the application menu 2 In the Registration dialog click the buy online link You will be taken to the Registration web page 3 Select the Application Edition you would like to buy a license for and click the Buy using share it button on this web page 4 Follow the instructions on the share it website to complete your secure order an
9. Copy tasks as text Copy the outline to the clipboard as text A number of options can be set for this operation i e copy only expanded mark completed etc Paste text as subtasks Paste text from the clipboard as subtasks of the selected task Each text line from the clipboard will create a new task The text in the clipboard is parsed to preserve the indention Add Contexts to all subtasks Add the Contexts of the selected tasks to all its subtasks Replaces Contexts in all subtasks Replace the Contexts in all subtasks of the selected task with the Contexts of the selected task Clear Contexts for task and subtasks Clear the Contexts property of the selected task and all subtasks Properties Advanced Task Properties Delete task Delete the selected task branch See also Outliner User s Guide 34 Chapter 5 Zoom In and Zoom Out If you have a complex tree of tasks with many branches and want to concentrate on one project and temporally hide all the others you can use the Zoom in command To Zoom in 1 Select a task in the Outline 2 Right click the task 3 Click Zoom in Tip you can also use shortcut Ctrl R or toolbar button to Zoom in The task you selected will be the new Root for your task tree lts name will be shown on the top of the outline Tip You can use this command as many times as you want to move deeper and deeper in
10. W Zoomed to LivePlanner Click to zoom out SL View All tasks gt gt Sf a E Outline A All tasks 2 ZL Projects amp Goals E To Do Completed Views amp Inb Ww Starred Business amp Career R amp DIT questions for Jerry Review VSE LSA info from Susan R amp D solution blocks for BladeSystem pro Add airline hotel 2 to travel website MLO program team a Tiger Team Reporting av 1 More Views Career Development a m Product Skills Development Create mindmaps for org charting co Someday Maybe Tiger Team Reporting gt Q108 Tiger Team Reports Run Q108 activity reports for Allen gt More q Context Unassigned WorkComputer WorkComputer WorkComputer WorkComputer Unassigned Projects SubPropects ects WorkComputer WorkOffice weve WorkComputer Projects Someday X Al A x Switch from Outline to To Do list Hide completed tasks Current view Click to change the view View group Navigation buttons and full path to the selected task Completed task Completed Goal Weekly goal This task is a Project 10 Project completion progress bar 11 Folder 12 Context column 13 Flag 14 This task has notes 15 Due date set for this task 16 Reminder set for this task 17 Dependency set for this task 18 Open task properties pane 19 Side color bar 20 Starred task 21 Add new Workspace 22 Active Ac
11. or on a USB flash drive if you do not plan to use Cloud Click Browse to browse to the remote file To add a synchronization profile using all the parameters basic and advanced 1 Complete the To add a Synchronization Profile using the basic parameters procedure above to specify the basic synchronization parameters 2 Select the Add this sync item to quick synchronization check box to be able to quickly synchronize the data files using this Synchronization Profile 3 Select Sync automatically this cloud profile to sync this profile with MyLifeOrganized Cloud automatically 4 Click the Branch sync tab and select one of the following options e Synchronize all tasks Select this option if you want to synchronize all the tasks in both data files e Synchronize only selected branch of tasks Select this option if you want to synchronize only a specific branch of the task tree a particular task and its subtasks Specify whether the task branch is contained in the local or remote file Next click OK select the branch in the Outline and click OK again The Branch of task to sync box displays the name of the selected branch Note If the selected task branch exists only in one file it will be added to the User s Guide More Advanced Features 83 other file as a result of the synchronization Note The option to sync branch does not work for cloud sync 5 Click the Advanced tab and specify the follo
12. Standard Edition or Professional Edition You can find out what version you have by checking the About window at Help gt About menu Please read the license agreement below If you disagree with this agreement please delete all MyLifeOrganized application files from your computer Free 45 day Trial Version You may freely distribute 45 day Trial Version to any number of people Any user who installs and runs the trial version is automatically subject to this license agreement You may not charge money for the Trial Version in excess of the distribution media and handling costs You may not misrepresent the program origin claim the authorship alter the program files and distribute the program without license file or help file Reverse engineering decompiling and disassembling the program is strictly prohibited After using the program for 45 days you may either purchase the fully functional version of MyLifeOrganized Standard Edition or Professional Edition or stop using the program and uninstall it from your computer s disk Use of this software after the trial period of 45 days is in violation of international Copyright law Registered version Standard Edition or Professional Edition When you purchase the fully functional version of MyLifeOrganized one user license is granted to you You may choose from two editions of the application Standard Edition or Professional Edition You may make copies of the software for backup purpose
13. Synchronization aisa een aka iR nennen 93 2 Setting Up MLO for Outlook Synchronization ee cece eeeeeeeeeeeeceeeeeeeeaeeeseeeaeeeaeseaeeeeeseeeseeeeeeseeeeeeeeeeeeeaee 93 2 OUTOOK Elder sn nari a at eee id Ree E et wcll Sea eS 2 2 Tasks synchronization ction 2 ers ct ea eae ee oe eee 2 3 dvanced sync OPti ns 202 ren Bee a febtadadeteites 2 3 1 MLO Outlook Sync Presets wey 23 2 General lab aviv tek crane Novia AO MM a en a niente ont ne 2 3 3 Outlook Categories Taba rta 2 3 4 Priority Mapping Tab aan di 2 3 5 User defined fields Tab nn en re EN a 2 9 6 Tab Buttons m an ar eek eet eae AA en 3 Notes and Troubleshooting 4 2 22 ee rin ARA 3 1 Changing MLO Outlook sync settings after sync OPerati0N oconcnnncnnonnnnninnnonananinananinanano nana nananacn 101 3 2 Changing Outlook folder after sync process unsnnenssensennennennennennnnnnnnnnnnnnnnnnnnnnennnnnennennnnannnn 101 3 3 Recurring task in both places MLO and Outlook we 101 3 4 Deletion of a task in Outlook w hich has subtasks in MLO essssnssessunnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 102 3 5 How backup and restore of your Outlook tasks could affect MLO SYNMCS o cee Me A Fer a ee Be a a EHE Aten HEN 102 3 6 THE MEO Sync L09 u a a are 102 Sif MISC Notes Hr EHRE EAA tea tI RN 102 A A nn an cunt eeecdussdencesets 102 4 Drag NDA as 106 5 The Rapid Task Entry Dialog oooonnnccconnnnccnon
14. Workspace Views Zoom User s Guide 56 Chapter 6 6 1 Task properties You can set additional parameters on a task These parameters are used in the task For example Task Importance or Due Date parameters are used in the to do list ordering algorithm All these parameters are placed in the Properties Pane and grouped into Property Sections Click on a Property Section to open or close it You can also use Keyboard Shortcuts for quick access to the Property Sections To open a Property Section and enter task parameters 1 Open the Properties Pane by selecting menu View gt Properties Pane 2 Select the Properties tab and open the section you need 3 Enter parameters for the selected task Tip double clicking on the splitter between the task list and Properties Pane wil optimize the width of the Properties Pane See also Understanding of Main Window Assigning Contexts to a Task Many tasks in your list can be completed only in certain Contexts or situations You can assign specific Contexts for tasks so that you can filter these tasks later in the To Do list You can also think of Contexts as categories for the tasks Each Context can also include other Contexts in a hierarchy To select Contexts for a task 1 Open the Properties Pane by selecting menu View gt Properties Pane 2 Select the Properties tab and open the General section 3 Write the Context name in the Contexts edit box Note If you enter
15. configuration file a file with the m sc extension by loading that sync configuration file into the current data file This process is called importing a Synchronization Profile You can reuse a Synchronization Profile defined in the current data file in another data file by saving the item as an MLO sync configuration file placing the file in an appropriate location and then loading importing it from that location into the other data file This process is called exporting a Synchronization Profile Exporting is useful if you want to share the Synchronization Profile with other User s Guide 86 Chapter 9 people By exporting the sync configuration file to a location on your computer or another computer on the local area network LAN you enable other users to access it and use the Synchronization Profile it contains Note You can export more one Synchronization Profile in a sync configuration file To import a Synchronization Profile 1 Onthe File menu click Synchronization 2 Inthe Synchronization dialog box click More gt Import 3 Locate the MLO sync configuration file that contains the Synchronization Profile that you want to import 4 Click Open The Synchronization Profile is added to the Synchronization Profiles table in the Synchronization dialog box The Sync Name column displays the name of the Synchronization Profile You can immediately use the Synchronization Profile to synchronize the data files
16. do not archive branch option 1 On the Task menu click Advanced and then click Properties 2 Select the AutoArchive tab 3 Check Do not archive tasks in this branch Note archiving is not performed in the following cases 1 Completed subtasks from open projects Complete the project to archive its completed subtasks 2 Completed subtasks of the recurrence tasks 3 Completed tasks if other tasks depend on these tasks wth delay See also Archiving Manually AutoArchive settings Using the Command Line You can perform certain operations on your MLO data files or tasks by using the command line To work with MLO from the command line 1 To display the list of available commands run the following command line command mlo exe The following command line syntax for MLO is displayed in a dialog box mlo exe lt FileToOpen gt QuickSync PocketMod lt PocketMod Profile gt task TASKGUID zoom TASKGUID AddSubtask lt TaskCaption gt Parse saveXML lt FileName gt saveML lt FileName gt console help The parameters represent the operations you can perform The following parameters are available Parameter Meaning lt FileToOpen gt Opens the specified MLO data file in MLO The file must be in MLO binary or MLO XML format Note You can specify a relative or absolute path to the file task Selects the task with the specified GUID in the Outline Put the lt File
17. Do list User s Guide 64 Chapter 6 To enter the time required for a task 1 Open the Properties Pane by selecting menu View gt Properties Pane 2 Select the Properties tab and open the Effort section 3 Enter the minimum and maximum time in the Time required for the task controls Tip You can use the Alt 3 shortcut to perform actions 1 and 2 above Time Required for a Task is also used in To Do List filtering See also Filter Controls Task Effort Keyboard Shortcuts 6 8 Dependencies There can be tasks in the outline which cannot be started until some tasks from other branches are completed To prevent a task from being shown in the To Do list in Active Actions view until other tasks are completed add these tasks to the Dependencies section for the task you want to block To hide task A on the To Do list in Active Actions view until tasks B C and D are completed 1 Select task A in the outline 2 On the Dependencies section of the task Properties Pane click Add link 3 Select tasks B C D use Ctrl for multi select and press OK The task A will appear in Active Actions view only when all tasks B C D are completed Tip If you want to unblock task A when only one of the tasks B C D are completed click on ALL ANY link to set the appropriate option Tip If the task has a dependency set a corresponding icon is displayed in the Icons column Note The dependency can be ignored if Available is set in Ac
18. Drag amp Drop You can use the right mouse button for alternative Drag amp Drop operations Add to dependency and Add links to notes Just start the Drag process with the right mouse button and select the option from the menu after the Drop Drag amp Drop from Microsoft Outlook to MLO You can Drag amp Drop items like e mails tasks appointments etc from MS Outlook to MLO tasks The notes of the Outlook item are placed in the MLO task notes together with additional parameters and a link to the original item in Outlook Multiple Outlook items can turn into multiple MLO tasks Note if there are Outlook security warnings displayed during Drag amp Drop operations then download the redemption library from this location and unzip it to the same folder where mlo exe is installed See also Actions on Tasks Qutliner User s Guide More Advanced Features 107 9 5 Options Behavior The Rapid Task Entry Dialog It is very handy to use the Rapid Task Entry dialog to quickly add tasks to MyLifeOrganized while you are working in other Windows applications Rapid Task Entry can be configured to be accessed from the MLO tray icon and v a a hotkey This dialog is also always accessible from MLO s main menu View gt Rapid task entry window Text entered in Rapid Task Entry can be parsed to set specific options of a task before placing it in MLO For example if you enter Call Jim tomorrow 3pm remind me 10 min in advance
19. Enter 4 To hide the search results pane click Close in the upper right of the search results pane or press Esc when focus is in the Search Panel Auto Save By default MLO automatically saves your data file However you can set manual saving mode There are two options 1 Save all changes automatically 2 User manually saves the changes To select an Auto Save option 1 Select Tools gt Options 2 Select Autosave files page 3 Select the Auto Save option you need See also Option Auto Save Files Advanced Backup of Data Files Advanced Backup stores backup copies of your MLO data files on each save Should you lose your data you can open a backup file or use import export to restore your data MLO can retain daily weekly and monthly backup files as well as the last N copies of your data files Advanced Backup is not enabled by default User s Guide 24 Chapter 4 To configure Advanced Backup settings 1 Select Tools gt Options 2 Select the Backup section 3 Select the backup settings you need See backup settings for more details Tip To recover from a backup simply open the backup data file bak in MyLifeOrganized application menu File gt Open See also Backup Settings Archiving User s Guide 26 Chapter 5 Basic concepts Outline To Do View Workspace Below you can find the description of the main concepts of MyLifeOrganized ap
20. FileToOpen gt as a new MLO XML file Enclose the file name of the new XML file in quotation marks Notes e You must specify a different file name for the new file MLO will not overwrite any existing files e If you want to save the file to a folder other than current folder specify an absolute or relative path to the file saveML Save the MLO data file specified by lt FileToOpen gt as a new MLO binary file Enclose the file name of the new file in quotation marks Notes e You must specify a different file name for the new file MLO will not overwrite any existing files e If you want to save the file to a folder other than the MLO folder specify an absolute or relative path to the file console Performs the command in console mode without displaying the MLO user interface If this command is specified then MLO exists after processing the commands User s Guide 114 Chapter 9 help Displays the MLO command line syntax dialog box Examples mlo exe MyDataFile ml task 213DCA87 6D2E 254D772616FA AddSubtask NewSubtask 1 mlo exe MyDataFile ml SaveXML d path MyXML xml console 2 Run the appropriate command The following ERRORLEVEL values can be returned ERRORLEVEL Meaning 0 The command was executed successfully 1 The command failed because it contains an invalid argument 2 The command failed because an existing f
21. I have lost my Activation Code What if my Activation Code does not work with a new version of MyLifeOrganized Use our Online Activation Recovery Service to have a new Activation Code emailed to you http www mylifeorganized net support activator htm How do change the registration email What do I do if have forgotten the e mail address used when registering or if the e mail account is not valid anymore Use our Online Activation Recovery Service http www mylifeorganized net support activator htm See also How To Register User s Guide 12 Chapter 3 3 Getting Started MyLifeOrganized MLO is a personal task outliner and to do list manager that will help you organize your goals projects and tasks into a tree and generate the to do list of actions that require immediate attention This to do list will be sorted in order of priority to keep you focused on the most important tasks The to do list can be filtered grouped and ordered based on sophisticated algorithms to determine optimum prioritization We recommend you start your discovery of MLO with the following topics 1 The Main Window 2 The Basic Steps 3 Basic concepts Outline To Do View Workspace 4 Contexts 5 Goals 6 Projects After you have reviewed these topics and understand the basic concepts of MyLifeOrganized you can learn even more about the application in later topics of this help documentation You can also download the p
22. MLO stores one copy of your data file for each month renaming it according to the given template You can select a custom folder for monthly backups Restore default Click to restore default backup settings Note Backup settings are application related and stored in Windows registry User s Guide Options 123 10 2 6 10 2 7 10 2 8 This means that once configured they wil be used for backing up all MLO data files for the current user on this computer Tip To recover from a backup simply open the backup data file bak in MyLifeOrganized application menu File gt Open See also Advanced Backup of Data Files Auto save Files Archiving E mail Account On this page e mail SMTP settings are configured These settings are used to send e mails from MLO Hot Keys The Hot Keys section of the General Application Options dialog box lists the default keyboard shortcuts hot keys for the most common MLO functions and commands You can customize the keyboard shortcuts by changing the default keyboard shortcuts to the keys or combinations of keys that you want to use To customize the keyboard shortcuts 1 Select Tools gt Options gt Hotkeys 2 Inthe Hot Keys list select the command or function that you want to assign a different keyboard shortcut to 3 Inthe Hotkey box press the key or combination of keys that you want to assign For example press SHIFT plus the key that you want to use 4 Cli
23. Make sure that the Flag column is displayed in the task list If it is not Right click on the task tree header and select Flag 2 Select task s you want to flag 3 Right click in the Flag column and select a flag You can customize the flag list and assign any icon to a flag To customize the flag list 1 Click Tools gt Manage Flags to open the Manage Flags dialog 2 To add a new flag right click in the flag list and select New Flag 3 To delete a flag right click in the flag list and select Delete Flag 4 To change a flag s position drag and drop the flag in the list 5 To assign a new icon to a flag click the Icon button and select an icon from the list in the Select Icon dialog Tip in the Manage Flags dialog you can assign a shortcut to a flag and use it to flag tasks quickly while editing them in the task list Tip to add newicons to the Select Icon dialog click Load from file and select an icon from the file Please note that MLO supports only 16x16 24x24 32x32 32 bit images in the ico format User s Guide 68 Chapter 6 6 14 6 15 See also Assigning Contexts to a Task Starred Starred You can mark a task with a star by clicking on the corresponding column in the list This is used to include tasks in a special Starred view Tip If the Starred column is not visible just right click on the header and select it from the list See also Assigning Context
24. Presets The MLO Outlook Sync Presets dialog is displayed automatically only if you enter Advanced mode the first time You now need to make the decision as to which mode you will use for your synchronization Later you can open this dialog again click Preset Modes button in the Outlook Sync Options dialog and change the preset mode If you are a Palm user and want to synchronize your MLO tasks with your PDA so that you can use the data when you are separated from the desktop you will probably want to use the Standard Palm User Mode or the Advanced Outlook Mode Using either of these modes you will then be User s Guide More Advanced Features 95 9 2 8 2 3 2 able to make changes on your Palm and then move them back to MLO Choose Standard Palm User Mode if you are using only the native Palm PIM applications or tools such as Datebk that run on top of the native Palm databases This mode allows MLO to map multiple data fields onto one field on the Palm in a way that allows filtering of the data on the Palm device without breaking the ability to perform bidirectional syncing between the Palm and MLO If you are using advanced Palm tools such as KeySuite you will want to choose Advanced Outlook Mode which will allow you to sync a richer data set to your Palm PDA If you are not a Palm user you will want to select any mode other than Standard Palm User Mode Basic Mode is the synchronization mode designed for people wh
25. Save as or File gt Open respectively You just need to select the type of file you would like to export to or import from Tip By exporting to an Excel XML document you can use the power of Excel s reporting to create all kinds of reports about your projects and tasks For example you can use Excel s Autofilter to report on all the tasks you completed last week and print out the report Tip Export can be used to duplicate tasks and entire projects and creating reusable templates that can be imported into your main file any time needed Tip You can use XSLT http www w3 orq TR xslt a relatively easy language to apply further magic on your xml exports outside of MLO such as conversion to other file formats or creating custom reports See also Create Open and Save MLO Files Templates Templates Templates are used to store predefined content and structure so that you can reuse it later when creating new MLO data files How to create a new data file based on a template 1 Select File gt New 2 Choose Create from existing template 3 In the File Dialog select the template you would like to use User s Guide 22 Chapter 4 4 Click the Open button Note Each time you create a data file based on a template MLO processes it to catch up all the recurring tasks to the current date Tip One special template called the MyLife Organized Demo mit can be used to create a demo outline w
26. Start date field is disabled if you set recurrence for the task Start date can be changed only in the Recurrence dialog See also Task recurrence To Do List Understanding To Do List Ordering Inout parsing Recurrence You can set a task to occur repeatedly For example a task that occurs on a regular basis such as a weekly status report or periodical car maintenance can be set up as a recurring task To make a task a recurring task Open the Properties Pane by selecting the menu option View gt Properties Pane Select the Properties tab and locate the Timing amp Reminder property section Check the Set due date check box Click the Recurrence button to open the Task Recurrence dialog Click the frequency Hourly Daily Weekly Monthly Yearly at which you want the task to recur Select the desired options on the right side of the Recurrence pattern group box and click OK OonahkwND Note Recurring tasks appear one at a time in the Outline When you mark one occurrence of the task complete the next occurrence appears in the list Note After you set a task as recurring the Start Due and Lead Time date controls in the Timing amp Reminder property section will be disabled To User s Guide Task properties 61 change the date time parameters of a recurring task you should open the Task Recurrence dialog and change them there This is because in the case of a complex pattern for exampl
27. To synchronize MLO and Outlook tasks with default sync settings 1 go to menu File Outlook synchronization 2 select the Task Synchronization Action i e MLO lt gt Outlook 3 click the Sync now button Tip Once you have synchronization set up the way you want it you can simply select Synchronize Outlook from the Tools menu and synchronization will take place automatically using the existing settings See also Setting Up MLO for Outlook Synchronization 2 Setting Up MLO for Outlook Synchronization This section of the documentation describes how to perform advanced synchronization setup between MLO and Outlook To set up MLO Outlook sync click on the File menu and select Setup Outlook sync 9 2 8 2 1 2 1 Outlook Folder The first thing you need to do is select the Outlook folder with which you will be synchronizing your MLO tasks To do so click on the Browse button in the initial dialog User s Guide 94 Chapter 9 Tip You will usually want to synchronize with the Tasks folder in your Outlook Personal Folders tree If you are just a little squeamish you might want to create a new folder in Outlook for your initial testing or to separate all your MLO tasks in Outlook To do so click on the New button and create it Finally click on the folder you wish to synchronize and click OK The selected folder path should now be displayed in the text box 9 2 8 2 2 2 2 Tasks synchronization ac
28. a view into view group 1 Select view in the Views pane 2 Right click to open local menu 3 Click This is a view group To delete a view 1 Select a view or several views in the Views pane 2 Right click to open local menu 3 Click Delete and confirm deletion of the selected view s If you have changed or deleted standard views you can always recreate them or restore their default settings To reset standard views 1 Right click Views pane to open local menu 2 Click Restore default views and confirm this action To export views User s Guide Basic concepts Outline To Do View Workspace 41 5 3 2 1 Select views in the Views pane 2 Right click to open local menu 3 Click Export view s 4 Enter a file name Note The views you created in one data file are not synced to other data files You can export your views from one data file and import them into another data file You can open any view in new window so that you can drag amp drop tasks from one list of tasks to another To open view in new window 1 Right click Views pane to open local menu 2 Click Open in new window See also To Do List Task Filtering Task Grouping and Sorting Task Filtering Use filtering to select the tasks from the entire outline which should be placed on the current view The filter parameters are set on the Filter Pane To open the Filter Pane click Filter button on Views pane or pres
29. an MLO sync configuration file To add a Synchronization Profile using the basic parameters 1 Onthe File menu click Synchronization 2 Click New in the Synchronization dialog box 3 Onthe General tab specify the following basic synchronization parameters Parameter Sync profile name Sync to MLO Cloud on the Internet Sync to remote data file located on my FTP server Description Type a name for the synchronization profile Select this option to sync your data to MLO Cloud sync service subscription required 1 Click Setup Connection to specify the following Cloud settings e mail your MLO Cloud account email password your MLO Cloud account password Note to create new account click Create new account in MLO Cloud and follow instructions To configure advanced parameters such as Proxy click Advanced gt gt 2 Click Browse to select or create new MLO Cloud data file you want to sync with Select this option if the data file with which you want to synchronize the current file is stored on a FTP server if you do not want to use Cloud Do the following 1 Click Setup FTP and specify the following FTP settings in the FTP Connection Details dialog box e Hostname Type the host name of the FTP sever e Username Type your FTP user name e Password Type your FTP password e Port Specify the port number of the FTP server normally 21 Note If the FTP server is behind a firewall and you have
30. an abbreviation Jan Dec using the strings given by Windows regional settings mmm Displays the month as a full name January December using the strings given by Windows m regional settings yy Displays the year as a two digit number 00 99 yyyy Displays the year as a four digit number 0000 9999 Displays the date separator character given by Windows regional settings f Displays the time separator character given by Windows regional settings xx x Characters enclosed in single or double quotes are displayed as is and do not affect x formatting R Displays number of days from today in long format in 3 days 5 days r Displays number of days from today in short format 3d 5d See also Automatic Formatting Custom Formatting Understanding the Main Window 10 2 2 Behavior Behavior options are used to setup MLO application behawor All parameters listed here are stored in the Windows registry and are in affect for all MLO instances Always show icon in system tray Check to show the MLO icon in the system tray when MLO is running Escape minimizes the application If set the MLO application can be minimized by pressing the Escape key Minimize to system tray If set the minimized MLO application does not appear neither in the task bar nor in the Alt Tab list You can activate MLO by clicking on the icon in the tray or using the MLO shortcut Close to system tray If set the Close W
31. and Outlook will contain tasks you selected for sync in plain list See also Synchronization profiles Adding a Synchronization Profile Synchronization profiles This section of the help documentation describes how to configure synchronization profiles to sync with 1 MLO Cloud sync service 2 Your FTP server 3 BlackBerry connected to USB 4 Other MLO data file located on local computer flash drive or LAN See also the following synchronization types which described in other sections WiFi Synchronization Synchronize to MS Outlook Adding a Synchronization Profile To synchronize one data file with another you need to add a new Synchronization Profile A Synchronization Profile specifies the synchronization parameters such as the name and location of the remote data file with which to synchronize the current local data file and the synchronization direction You can add a Synchronization Profile by using only the basic synchronization parameters or by using all the available parameters both basic and advanced Use only the basic synchronization parameters if you want to quickly add a new Synchronization Profile Use both basic and advanced parameters if you want to fine tune the Synchronization Profile to your specific needs User s Guide More Advanced Features 81 Tip Instead of adding a new Synchronization Profile you can reuse an existing item by importing that item into the current data file from
32. are not current to do s will not be assigned a context category Tasks not currently visible in the to do list will still be transferred to Outlook but will not be assigned a context category These non actionable tasks can still be categorized by project as described below Add prefix for Contexts categories If this box is checked context categories will be created in Outlook with a prefix added to each category name to identify it as an MLO context The default is Cntx but you can change this to Context or any other prefix you prefer Context reduction to 15 categories The number of Outlook categories to which you sync MLO contexts can be restricted to 15 This special mode is designed to support the synchronizing of tasks from Outlook to PalmOS based PDAs running the legacy Palm applications which support only 15 categories If projects are synced to a reserved category as described below the restriction becomes 14 categories with the 15 being consumed by the Reserved Projects category When you check this box another dialog will open so that you can map needed MLO contexts to the 14 or 15 Outlook categories that you wish to be synchronized to Outlook You can also access this dialog by clicking on the Advanced button When active this mode uses only the primary MLO context for synchronization The Primary MLO context is the first one in the list of contexts for each task Currently you will need to manually order
33. details See also Options Appearance Inout parsing Start Due date and Lead time You can specify when a task should appear in your to do list and when a task is the due The Start date parameter indicates when this task should appear in the to do list Due date shows when this task should be completed Lead time is the time between Due date and Start date User s Guide 60 Chapter 6 6 6 2 To set start and due date for a task 1 Open the Properties Pane by selecting menu View gt Properties Pane 2 Select the Properties tab and open the Timing amp Reminder property section 3 Enter start date and due date in the appropriate controls Note By default all subtasks inherit the dates of the parent task unless you set specific dates for the child task If you want to revert the subtask dates to the inherited parent dates just check the Inherit parent dates check box Tip In addition to the date you can also enter start and due time Just check Use time check box and enter time in appropriate controls Tip Date and time text input fields are very powerful they are interpreted and converted to valid dates and times For example you can type in 30 min or tomorrow at 20m See Input parsing for more details Tip Today next day next week links will set the corresponding date in the active date control For example Next day adds one day to the date currently set in the active control Note The
34. enough for archiving Copy old tasks to archive Specify a data file where you would like to copy or move old tasks Remove old tasks after copy i e move to selected archive If you set this option the original archived tasks will be removed from the current data file after copy to archive file If you clear this option archiving will just copy old tasks to the selected archive file This could be useful if you want to review archived tasks before removing them from the current data file Permanently delete old tasks User s Guide Options 119 If you select this option old tasks will be deleted permanently during archiving Note Once configured the AutoArchive procedure starts on the specified day 3 minutes after you open the MLO data file See also Archiving Archiving Using AutoArchive Advanced Backup of Data Files 10 1 7 Password protection You can enter a password to open current MLO data file Note it is not possible to restore your password for the MLO data file or open this file wthout password 10 2 General Application Options The General Application Options are stored in the Windows registry and take effect in all instances of the MLO application 10 2 1 Themes and Formatting On this options page you can choose themes and formatting for the MLO application These parameters are stored in the Windows registry and are in effect for all MLO instances Themes Theme settings are used
35. is found on this tab To sync selection with the first tab 1 Right click on a Workspace tab 2 Select Set up workspace from menu 3 Check option Sync selection with first tab To assign an icon for the tab 1 Right click on a Workspace tab 2 From the menu select Assign icon Current view icon the tab icon will be always the same as the icon of the selected view Custom icon the selected custom icon will be always visible No icon there will be no icon for this tab To select a hotkey for the tab 1 Right click on a Workspace tab 2 Select Assign hotkey from the menu 3 Press a hotkey for this tab and click Assign hotkey When you set Workspace option Sync zoom with first tab the zoom you set in this tab will be also set in the first tab It means that if you set zoom to a task in the first tab and then switch to other tab with this option set the same zoom will set in the new tab after switching To sync zoom with the first tab 1 Right click on a Workspace tab 2 Select Set up workspace from menu 3 Check option Sync zoom with first tab User s Guide Basic concepts Outline To Do View Workspace 53 You can open any Workspace in new window so that you can drag amp drop tasks from one list of tasks to another one To open Workspace in new window 1 Right click on a Workspace tab 2 Select Open in new window from menu or F3 See also Basic concepts Outline To Do View
36. it specifies see Synchronizing Data Files or edit the item before using it see Editing a Synchronization Profile To export a Synchronization Profile 1 Onthe File menu click Synchronization 2 Inthe Synchronization dialog box select the Synchronization Profiles that you want to export 3 Click More gt Export 4 Inthe Save MLO Sync Config dialog box browse to the location where you want to place a new misc file and type a name for the file in the File Name box 5 Click Save The file is now available from the selected location for importing into another data file See also e Adding a Synchronization Profile e Editing a Synchronization Profile e Synchronizing Data Files 9 2 2 Synchronization with MyLifeOrganized Cloud MyLifeOrganized Cloud Sync service allows you to synchronize your data between different devices in which you are using MyLifeOrganized task manager You can add your tasks in MLO Desktop then get them on your MLO iPhone MLO iPad MLO Android MLO BlackBerry MLO PocketPC or other MLO Desktop over the air with a single click and then sync updated tasks back to MLO Desktop With MLO Cloud you can share your task list with other people located anywhere or even work together on the same project MLO Cloud Sync senice takes precautions to protect your information both online and off line Periodical backups of your data stored in secure and robust MLO Cloud environment User s Guide More Advanced Fe
37. outline determine the most important ones and generate a concrete and sequential list of specific actions to achieve your goals as quickly as possible MLO is being actively developed so join the MLO community and share your ideas http groups google com group MyLifeOrganized Key Features Hierarchical to do list manager outliner Generate to do list next actions based on sophisticated algorithms to determine optimum prioritization Easy set and manage goals Complete the tasks in a specific order Simple personal projects tracking Dependencies Custom views Search as you type User s Guide Chapter 1 Intuitive and customizable interface Extremely easy for everyday usage Cloud sync and collaboration Synchronization with MLO on mobile devices Smart synchronization with MS Outlook XML import export that can be used to create project templates and exchange data with other applications including Excel and MindManager Advanced printing functionality Easy one click Excel export can be used to create and print any reports in MS Excel www MyLifeOrganized net User s Guide Chapter 2 2 1 2 2 2 3 Installation System Requirements MyLifeOrganized Windows System Requirements Windows 8 Windows 7 Vista XP 2003 12 MB of disk space MS Outlook 2000 if you want to sync MLO with Outlook Installing MyLifeOrganized How to install
38. scenarios that is those situations that involve using removable media such as a USB flash drive Examples of portable scenarios e Working on tasks at work and home and using a USB flash drive to synchronize the tasks between the office and home computers e Synchronizing the tasks stored on the office computer with the ones on removable media to make it possible to work on the tasks on business travel To synchronize tasks in portable scenarios perform the following steps 1 Adda Synchronization Profile Note Be sure to select the Sync to other data file located on my computer flash drive or LAN check box in the Sync Profile dialog box 2 Synchronize the data files containing the tasks Tip MLO Cloud works better for these portable scenarios See also Synchronization with MLO Cloud Resolving Synchronization Conflicts User s Guide 92 Chapter 9 9 2 7 9 2 8 Resolving Synchronization Conflicts A synchronization conflict refers to a situation when changes were made to a specific property for example task due date or importance of the same task or subtask in both data files before synchronization which results in different values of that property in the files and prevents the synchronization from being completed To resolve a synchronization conflict you need to specify which file local current or remote takes precedence For example if both files include different due dates for the sam
39. tasks in Outlook you might want to be able to easily find them in MLO so that you can then set MLO specific properties One way to do this is to synchronize all such tasks into a specific top level task in MLO To do so just type the name of this task into the text box 2 3 2 2 Remove tasks from Outlook not visible in MLO To Do View If you set this option then only tasks visible in selected MLO To Do view will be synced to Outlook The rest of the tasks will be deleted on Outlook side 2 3 2 3 To Do Visible option tracks Open and Closed Contexts These two options allow Outlook and other tools to create a view of tasks similar to any MLO To Do List View If this option activated the tasks visible in the selected MLO To Do List View will be added to the Outlook and all the other tasks will be removed from Outlook during synchronization Use User s Guide 96 Chapter 9 predefined view name lt Default View Active Actions gt to sync only Active Actions If you check option track Open and Closed Contexts then tasks with assigned Contexts which are closed at the moment will not be synced to Outlook 2 3 2 4 Sync reminders Check this option to synchronize MLO reminders to Outlook reminders 2 3 2 5 Conflict resolution If you are synchronizing both ways and have made changes to the same item in both MLO and Outlook MLO Outlook Sync needs to know how to resolve the differences The drop down box gives you three choice
40. text input 3 Click Condition to set rules for the tasks to be formatted 4 In the Setup AutoFormat Rule dialog create two rules 4 1 For tasks created this week 4 1 1 Click Add rule 4 1 2 Select field CreatedDateTime 4 1 3 Select condition This week 4 1 4 Make sure that operation And is selected for the next rule 4 2 For tasks with the word report in the caption 4 2 1 Click Add rule 4 2 2 Select field Caption 4 2 3 Select condition Contains 4 2 4 Type report in the text input 4 3 Click OK to close the condition editor dialog 5 Click the Format button to add formatting for the tasks you selected In our example check the Underline check box in the Color Coding dialog and click OK 6 Click Icon and select an icon you want add for the tasks Tip You can add your icons to the list by clicking Manage icons 7 Type the icon position where the icons should be displayed Type 1 or 2 or 3 etc to display the icon in the corresponding position in the Icons column Type 0 to display the icon before the task caption in the task tree 8 In the Icon hint you can type text which will be displayed as the hint for the icon For example Report tasks created this week 9 Click OK to close the Automatic Formatting dialog and Close to close Options Now you can see that all the tasks with the specified conditions are underlined and have the icon you set Note Automatic Formatting wil overwrite theme settings but will not change any custo
41. the autosync is started to send local modifications to the cloud 3 If MLO is running and there is full inactivity on your computer for 8 10 min and there are local modifications the autosync is started to send the local modifications to the cloud after you have already left your computer 4 If MLO is running and there was inactivity on your computer for more than 10 min and you started using the computer after this long inactivity the check for the cloud changes initiated If there are cloud changes the autosync is started to get possible modifications from the cloud before you continue working with MLO on desktop 5 If MLO is running but has not been used for more than 10 min and you started using MLO after this long delay the check for the cloud changes initiated If there are cloud changes the autosync is started to get possible modifications from the cloud before you continue working with mlo on desktop There are the following special cases for the autosync algorithm 6 If there are more than 150 modifications on the cloud the sync on first start 1 is not initiated automatically to prevent long delay on MLO start The sign that there are modifications on the cloud will still be shown in the toolbar so that you could decide when to get these modifications manually 7 If there are critical errors detected during the sync the autosync will stop initiating the sync automatically The sync error sign will be displayed in MLO
42. the context string to change the primary context by editing Contexts edit box on the General task option section Projects If option Assign task to corresponding project category is set the tasks will be categorized in Outlook according to the project they belong to The Outlook category with the name of the project User s Guide More Advanced Features 99 this task belong to will be created and assigned to this task in the Outlook after sync This Outlook category can be also created with a prefix if option Add prefix for Project categories is set The default is Prj but you can change this by typing a different string into the text box Note The primary project for a task in MLO is always the first parent in the tree that is flagged as a project If a task has three ancestors flagged as projects that task belongs to three projects However only the first ancestor is sent to Outlook as a category As an additional option you can check Assign MLO projects to this Outlook category only This will force all tasks flagged as projects to be brought into a special reserved Outlook category only The default Outlook category to be used for this purpose is Projects but you can also change this by typing a different category name into the text box Note This option takes precedence over any other category related features and any MLO contexts assigned to the project will not be added to the Outlook category when
43. the file you want to open 4 Click the Open button Note By selecting different file types in the File gt Open dialog you can import data in different formats Note To recover from a backup file simply open the backup file in the MyLifeOrganized application See also Import Export Auto Save Options Advanced Backup Options 4 2 Import Export Import and Export commands are used to exchange data between MyLifeOrganized and other applications When exporting you are given a choice to export only the selected branch a task and all of its subtasks or the entire outline When importing you can import into the selected task or into the root of the outline User s Guide Working with MLO Data Files 21 4 3 Import and Export is accessed with menu File gt Import or Export Export Formats MyLifeOrganized can export to the following formats 1 MyLifeOrganized XML Document xml 2 MyLifeOrganized Template mit 3 Tab delimited Text Document tab 4 Excel XML Document xml 5 MindManager XML Document xml Import Formats MyLifeOrganized can import from the following formats 1 MyLifeOrganized XML Document xml 2 MyLifeOrganized Template mlt 3 Tab delimited Text Document tab 4 MindManager XML document xml XML and tab delimited text are standard formats supported by a variety of applications Note You can also export or import the entire outline by selecting File gt
44. the task Call Jim will be added to MLO with the specified date time and reminder See Input parsing for more details To enable the Rapid Task Entry in MLO tray 1 Open the application s Options dialog by selecting Tools gt Options from the menu 2 Select the Rapid Task Entry dialog option page in the options tree on the left 3 Check the Enable rapid task entry dialog from tray icon check box Note for advanced dialog options see Options Rapid Task Entry Dialog To activate the Rapid Task Entry dialog from tray 1 This function must be enabled as described above 2 Now Right click on MLO s system tray icon to open the tray menu 3 Select the Rapid task entry menu item Tip You can assign a hotkey to activate the Rapid Task Entry dialog at any time The default hotkey Ctr Shift M is already set for you but can be changed To select a default task parent To select a default task parent for your task entry click the Parent button and choose a task from the Select Task dialog Advanced options Click Options button to open advanced settings for Rapid Task Entry dialog which are described below The Rapid Task Entry dialog works in two modes Multiple task entry and Single task entry To select Multiple task entry mode Check the Multiple task entry check box User s Guide 108 Chapter 9 In this mode each text line will be interpreted as a separate task when you press the Add task s button You
45. 8 Dependency 64 due date 59 effort 63 flags 67 folder 58 goal 58 hide task in to do 58 importance 57 lead time 59 project 65 reminder 62 reoccurrence 60 Review 65 Starred 68 start date 59 Task Format 66 task statistics 67 time 59 time amp reminder 59 time required 63 urgency 57 tasks actions 32 creating 30 creating links between 35 deleting 31 navigation 34 rearranging tasks in outline 31 working on at work and home 91 working on tasks on travel 91 technical support 126 templates 20 21 themes 119 thumb drive 9 time amp reminder 59 time required 63 To Dolist 37 ordering 45 To Do 26 To Do views 37 39 Us urgency 57 V View 26 User s Guide 138 Index Views 29 34 39 Create 39 Delete 39 Export 39 Manage 39 Rename 39 W weekly goals 58 WiFi sync 89 window 12 Workspace 26 Worslpace tabs 51 X XML 20 Y yearly goals 58 Z zoomin 34 zoom out 34 User s Guide Endnotes 2 after index 139 2015 mylifeorganized net
46. AMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE SOFTWARE PRODUCT OR THE FAILURE TO PROVIDE SUPPORT SERVICES c 2003 2015 MyLifeOrganized net All rights reserved User s Guide Chapter 132 Chapter 13 13 Glossary Listed here are terms that are commonly used in MyLifeOrganized MLO many of which have meanings in this context that differ from everyday usage Note that within each definition terms that are defined elsewhere in the glossary are capitalized and colored blue Action A piece of work that needs to be completed to accomplish a Goal Child Task One of a group of smaller tasks that must be completed in order to complete a larger Parent Task Completion Percentage A number that is calculated for a Project based on how many Subtasks of the project are completed and how much Effort is required for each subtask Context A particular location or situation in which a Task can be completed A Context can also include other Contexts in the hierarchy and can have Open Close Schedule Due Date The final date by which a Task absolutely must be completed Effort An estimate of the amount of energy needed to accomplish a task The amount of time needed for the task s completion can also enter into this estimate however MLO has a separate Time Required estimate so
47. IV Contents Themes ANd Formatting xx cence naaasar cteenced eardbecndtesncesteediteentsstescnecsetdedecteesuededecshaiee 119 Behavior a 120 Aut Save li as 121 The Rapid Task Entry Dialog uusuesussusansansannansunnunnunnunnnnnnansunsnnnunsunnunnunnunnunnsnnsannunnunnunnnnnnnnnnnnnnsunnansunnunnunnunnunnn 121 A das sdauauebubasaasendadsatuenucesnauadathntiensis 122 Email ACCount 2 2 u dedi a ia 123 HOU KG Y Se O 123 TROUDIOSNOOCIAG A Es 123 Chapter XI Technical Support 126 Chapter XII License Agreement 128 Chapter XIII Glossary 132 Index 135 User s Guide Acknowledgements would like to express my deeply felt gratitude to all those who have helped me make MyLifeOrganized happen am deeply indebted to the MLO community for their help and advice that have resulted in a large number of important corrections and improvements My special thanks go to Bob Pankratz for his outstanding support in the initial phase of the MLO project Bob is the author of the computed score priority algorithm and other great ideas MLO would not be the way it is now without Bob s help Mark Levison for his ideas promotion of MLO and support Luciano Passuello for his excellent and easy to implement feature requests as well as for the bug reports Keith Russell and Tim Howland for their meticulous technical writing work Tom Drahokoupil tomd for his active role in the MLO community from the beginnin
48. Names of months short and log in English and your current locale Jan January Dec December 3 Numbers 0 1 9 4 The following words context remind reminder next in after before day days d month months m year years y week weeks tomorrow w am pm p h hr hrs hours hour minute minutes min mins today now Additional parsing switches Additional parsing switches can be used in Rapid Task Entry or Outline parsing Additional parsing switches i1 i2 15 set Importance for the task 1 min 5 max u1 u2 u5 set Urgency for the task 1 min 5 max e1 e2 e5 set Effort for the task 1 min 5 max t lt time gt set time required for the task Examples t10 t2h15min tmax lt time gt set time required max for the task I lt time gt set lead time for the task Example I2d I3d15m s or start the date will be placed in the Start field d or due the date will be placed in the Due field h hide task in todo o complete subtasks in order p set IsProject option for the task f set Folder option for the task g set Goal option for the task fl lt FlagName gt set flag for the task Example Buy umbrella flGreen c lt Color gt set font color for the task toprj lt ProjectName gt or toprj lt ProjectName gt move task to a project Example Paint wall topriHome tofld lt FolderName gt or tofld lt FolderName gt move task to a fo
49. O Windows on your PC using WiFi 1 Run MLO on your device such as iPhone 2 Run MLO on you PC unblock it in Firewall and open your data file 3 Pair your device with MLO Windows on PC 4 Start WiFi sync from your device Look at this online guide for step by step WiFi sync instructions Note MLO WiFi module should be installed on your PC If it is not installed run the MLO installation again and select it Note Each MLO data file on your PC can sync only to one profile on a single device To sync your device wth desktop the paired data file should be open in MLO Windows To sync this desktop data file to other profile on device or wth other device you need to un pair old profile from PC and pair new profile See also MyLifeOrganized Cloud Collaboration Team of people can work together on the same project or tasks using MLO collaboration features 1 Collaboration using MLO Cloud recommended 2 Collaboration using sync to a hub file on LAN or FTP See also Synchronization with MLO Cloud Synchronization profiles User s Guide 90 Chapter 9 9 2 5 1 9 2 5 2 Collaboration using MLO Cloud You can share your MLO Cloud file with other Cloud users to work together on the same tasks or projects To share your MLO Cloud file Open your synchronization profile which is synced with MLO Cloud Click Browse button to show the list of your MLO Cloud files Select a MLO Cloud file which you
50. Return character When typing a note press Enter to start a new line The Reset template button will restore the default print templates from resources Press this button if you edited the templates and want to revert all your changes to default The print templates are placed in a Reports sub folder Outline Style mrpt print template for Outline style reports Memo Style mrpt print template for Memo style reports You can use existing templates as an example to create your own print templates If you place your templates into the Reports sub folder they can be used for printing See also Import Export Printing PocketMod Printing PocketMod MyLifeOrganized can generate PocketMod style reports PocketMod is a piece of paper you can cleverly fold into a small booklet Each page of this booklet can contain different information you select More info about PocketMod How to print PocketMod using MyLife Organized 1 Select menu File gt Print Pock etMod 2 From the list on the left select a PocketMod profile or create a new one by clicking New button on User s Guide 110 Chapter 9 the top 3 Customize each page of the PocketMod on the right by clicking on the Setup link for appropriate page 4 Click Preview amp Print to open your PocketMod in MS Word When you customize PocketMod pages you can select from the following options Cover prints a cover page with name of the MLO owner Blank pri
51. SYNCHrOMIZAtTION Profile Sx ii ds Adding a Synchronization Profile Synchronizing Data Files Editing a Synchronization Profile a A da Deleting a Synchronization Profile eee eeseeeeeeseeeceeeeeeeeeeeeaeeeaeeeaeeeeeseeseeseeeseeeaeesaeeeaeseaeseaeeeaeseaeeneeeeeeteeeeas Importing and Exporting Synchronization Profiles Synchronization with MyLife Organized Cloud uusursurausannansansansunnunnunnunnunnennsnnsunnunsunnunnunnnnnnnnnnnnannunnunsunnunnunnn User s Guide Contents Il Automatic sync wilth Gloud ne ee 87 Synchronization with MLO BlackBerry conocia rca 88 WiFi Synchronization zuususanssnnannunnunnunnsannannunnunzunzunnunnunnunnunnunnsnnsannnnnunnnnnunnunnnnnnannannannunnunnunnunnunnsnnsnnunnsannnnnannnnnnn 89 Collaboration 2 2 2 22 EEE E aaa er seduce sevecdee A A AT 89 Collaboration using MEO Cloud 2 244 eed BR aeninen ieee 90 Collaboration using sync to a hub file on LAN or FTP uunsensensenssessennennennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennennennann 90 Synchronization for Portable Scenarios unsuauuauununannannannansunzunsunsunnunnunnunnunnsnnsnnnunsunnunnunnnnnnannannansunnansunnunnannn 91 Resolving Synchronization Conflicts ococoicninncnninnnsssr anena 92 Outlook Sync User Manual uunsenuesuennennennsansunsunnunnunnunnunnnannannansunzansunnunnunnunnunnsnnsnnsnnnansnnnunnunnnnnnannannansunnansunnannnnnn 92 1 Performing the
52. Show Completed No exclude completed tasks from the filtered list 3 Show Completed Recent include only recently completed tasks to the filtered list You can configure the date of the completion to include the task in additional settings for this option User s Guide Basic concepts Outline To Do View Workspace 43 5 3 2 1 Filter Controls After selecting the Action Filter Hierarchy Filter and Completion Filter placed in General section of the filter pane additional filters can be applied to the filtered list For example you might want to select only Active tasks with specified Contexts and Effort parameters The special controls are used to apply additional filtering to the list These controls are placed in the sections which could be expanded and collapsed To be placed on the filtered list a task should meet all criteria specified in the filter sections See Filter Controls for more details Note if filter settings are changed for controls in a section the caption of this section changes to bold Tip You can reorder or hide filter sections that are not used To reorder just drag a section using its caption To hide unused sections right click the sections and select items in Sections submenu Advanced Filter Advanced filter is used to add additional power to the filtered list Using advanced filter more complex queries can be added to the filter To use Advanced filter open Advanced section check A
53. StartDateScore as above DateScoreContribution DueDateScore _StartDateScore Determining the final score Once the start and due date score contributions are computed they are simply added to the current priority score If you are viewing the To Do List by just urgency you then get Score UrgencyScore DateScoreContribution User s Guide 50 Chapter 5 If you are viewing the To Do List by importance and urgency combined you get Score ImportanceScore UrgencyScore DateScoreContribution Providing a meaningful example of these results in writing is beyond the scope of this documentation You are encouraged to play with the program settings and observe the results It will quickly become apparent that items increase in priority as their start and due dates approach Just how much they increase depends on how the weighting preferences are set The program defaults should provide a reasonable starting point for just about everyone The Really Heavy Math As mentioned above the importance and urgency sliders ranges along an inverted natural logarithm curve That curve is calculated with the formula below Why is this formula used 1 The natural log curve is very predictable 2 If can be reversed through simple multiplication Items 1 and 2 allows a slider at a positive position of X to be reverse by a slider at position X Through this approach inherited importance and urgency are calculated using a simple li
54. ToOpen gt parameter before this parameter to specify the MLO User s Guide More Advanced Features 113 data file that contains the task Make sure that the task s GUID is enclosed in braces Tip To viewa task s GUID select the task in the Outline right click and select Advanced gt Properties The Task ID box on the System properties tab displays the task s GUID lt ProfileName gt zoom Zooms in on the task with the specified GUID Put the lt FileToOpen gt parameter before this parameter to specify the MLO data file that contains the task AddSubtask Adds a new subtask to the task with the GUID specified in the task parameter Enclose the name of the subtask in quotation marks Put the lt FileToOpen gt parameter before this parameter to specify the MLO data file that contains the task Parse Use parsing when adding new subtask with parameter AddSubtask QuickSync Executes sync operation as if you press Tools gt Synchronize in MLO You can use this command to setup periodical sync in Scheduled Tasks Example mlo exe D MLO home ml quicksync console Notes MLO v 4 includes new cloud auto sync functionality It is not needed to use this parameter with cloud sync anymore PocketMod Creates and opens for preview selected PocketMod profile Example mlo exe D MLO home ml pocketmod ActiveTasks save XML Save the MLO data file specified by lt
55. View that is filtered sorted and grouped according to your needs Each time you complete a task the to do list is regenerated properly updated and ordered See also Getting Started Basic concepts Outline To Do View Workspace Timing amp Reminder Setting Goals Personal Projects Tracking User s Guide 20 Chapter 4 4 Working with MLO Data Files 4 1 Create Open and Save MLO Files MLO stores your data in a single binary file The default file extension for MLO data files is ml To create a new MLO file 1 Select File gt New 2 Choose to create a blank file or choose a template to start with Template files have a mit file extension 3 The current file will be closed and the new file created To save an MLO file 1 Select File gt Save Note Each time you save your data file a backup file is created named lt YourFileName gt ml bak The file will be named slightly differently if you chose Keep last N backups in the advanced backup settings Another backup is also created right before every Outlook sync named lt YourFileName gt ml sync bak Tip To save the file under a different name select File gt Save as and enter a new file name Note By selecting different file types in the File gt Save as dialog you can export the entire outline to different formats To open an MLO file 1 Select File gt Open 2 Chose the type of the file you want to open 3 Browse to and select
56. a Context name which does not exist in the Contexts list you will be prompted to create the new Context Tip You can assign hotkeys to particular Contexts to toggle these Contexts for a task wth a single keystroke Tip You can use the Alt 2 shortcut to perform actions 1 and 2 above Tip You can also use a hotkey the default is Alt L to open Contexts dialog Note Multiple Contexts may be assigned to a task IMPORTANT The Contexts wil NOT be displayed on the task properties page if the Contexts check box is NOT selected on the Appearance page of the Options dialog box See also User s Guide Task properties 57 6 2 6 3 Contexts Filter Controls Options Appearance Keyboard Shortcuts Importance for parent For each task you can specify its importance in relation to accomplishing the project that contains this task in the outline This parameter is used in the to do list ordering To change importance of a task 1 Open the Properties Pane by selecting menu View gt Properties Pane 2 Select the Properties tab and open the General section 3 Drag the Importance for parent slider right to increase the importance of a task for the project Tip You can use Alt 2 shortcut to perform actions 1 and 2 above Note When you set the priority of a task in most other To Do programs you actually set the absolute priority and must compare it to all other tasks in the list In MLO however you only co
57. a project 1 Select a task you want to indicate as a Project 2 On the Project section of the task Properties Pane select This is a project You can set a status for the project The following statuses are possible Not Started In Progress Suspended Completed Statuses are only uses for grouping in the Projects view To change the status of a project 1 Select a task 2 On the Project section of the task Properties Pane select new status from the Status combo box Note The status of a project is not automatically changed to In Progress or Completed when you complete the project subtasks You must always change the status of a project manually Each project has dynamically calculated Completion Percentage This percentage is based on how many subtasks of the project are completed and what their Task Effort properties are If a subtask has higher value of Task Effort property it adds more value to the completion percentage for the entire project The Time required for the entire project read only property of a project is the sum of the Time required for the task property of all subtasks of the project IMPORTANT The Project property section will NOT be displayed on the task properties page if the Project check box is NOT selected on the Appearance page of the Options dialog box See also Task Effort Outline Views Options Appearance Review Review You can indicate that a certain task should be periodically reviewed For e
58. annnnnonannnn cnn nn rre 107 6 Alternative Complete iii a ani 108 7 Printing and Reporting ooomcconnccccncconnncconncconnncnnnnnnnncncnnnrrnnnrnennrrnnnnrnnnrrnnnnrrnnnrrnnnrrnnanennanens 108 8 Printing PocketMod oooocccccocccnnonananocononononanannnnnnnnnnnnannnnnnn cnn nnn ocn n nan nn rra cnn n mann n aran cnn 109 QS ARCHIVING anaa de cide feee ace dutedatiendeedecexncudtceveneucsskteduutevtuedesexsdeadsebeneucssuvedeusendetdess 110 Archiving Manually uuusussnssnsensunnunnunnennennsunsunsnnnunnunnunnunnunnnannannunnunnunnunnunnunnnnnnnnsnnnnnsnnnnnnunnnnnunnnannansannannunnunnnnnnnnnn 111 Archiving Using AutoArchiven 1 2 22 A ns 111 10 Using the Command Line uumnseuusennsnnnnnnnannnnennnnnnennnnneennnnneennnnneennnnneennnnneenn nennen 112 Chapter X Options 116 1 Current MLO data file 22 2 116 PPC ALAN AAA O A O 116 AULOMM atic FORM atti ia 116 To Do List Ordering Options u aursusansansannansunnunnunnunnunnsnnsnnsnnnunnunnunnunnunnunnsnnsannunnunnunnnnnnnnnnnnnnsannansunsunnunnunnunnn 116 To Do List Format see wee 117 WiFi Synchronization 118 AutoArchive ensneenen wee 118 Password protection uunsensesnununnnnannannannansunsunsunnunnunnunnunnsnnsnnsnnnunnunnunnunnunnnannannansunnunnunnunnunnunnunnsunsansnnnannnnnnnnnnnnnn 119 2 General Application Options uuuusennnnnneennnnnnennnnnnnnennnnnnnnnnnnneennnnnnennnnnnennnnneenn nenn 119 User s Guide
59. any position on the slider to the left of the midpoint has an exact opposite to the right of the midpoint This allows a lower urgency can be nullified by an equal but opposite higher urgency Repeating our example from the importance overview you have two projects in the root of the MLO outline Prj1 and Prj2 and each project has one subtask p1 and p2 respectively The urgency of each task is computed as follows Computed actual urgency of p1 Prjl urgency to outline pl urgency to Prjl Computed actual urgency of p2 Prj2 urgency to outline p2 urgency to Prj2 For example if the importance values are as follows Prjl 0 9979 Prj2 0 9960 ps 1 1 0030 ps2 1 0030 and if the tasks have no due dates set see a ater section for the effect of due dates on urgency the computed urgency scores will be as follows Prjl 0 9979 Prj2 0 9960 p1 1 0030 0 9979 1 0009 p2 0 9960 1 0030 0 9990 User s Guide 48 Chapter 5 If you are ordering your To Do List solely by Urgency the To Do List will be ordered as follows pl p2 If p1 is completed first the To Do List will now be ordered as follows p2 Prjl However if p2 is completed first the To Do List will now be ordered like this pl Prj2 Weekly Goal Weighting factors If a task is marked as a weekly goal then the urgency gets an extra boost The weekly goal slider value ranges from 0 02 6 00 This boost re computes the urgency as
60. ation for Outlook category of deleted in MLO tasks The delete category should not contain process category as substring This rule will prevent deleted in MLO tasks appear in MLO again after sync Example if you set the process category to MLO it is not allowed to set these strings to delete category Deleted in MLO MLO_Del etc You can enter the following strings Deleted in M_L_O User s Guide 98 Chapter 9 The following table summarizes the sub options available Function Execution Filter Categories Allow entry of arbitrary string Only Outlook categories containing that string will be synced Deleted in MLO Option 1 Delete it in Outlook Deleted in MLO Option 2 Move it to an Outlook category specified by a string value 2 3 3 2 Sync MLO Contexts and Projects with Outlook Categories Tasks can be categorized in Outlook according to their contexts in MLO When this option is activated the task will be placed in a category mapped to each context associated with it Since both MLO and Outlook allow multiple items in contexts and categories respectively this mapping is very straightforward If you do choose to synchronize MLO contexts and projects with Outlook categories you have several options Contexts Assign Context categories only for To Do visible tasks When this option is checked context categories will be assigned in Outlook to any tasks that appear in MLO s To Do list Tasks that
61. atures 87 9 2 2 1 To configure MLO Desktop to sync with MLO Cloud follow the instructions to create new sync profile and select option Sync to MLO Cloud on the Internet By default your cloud sync profile configured to sync automatically with MyLifeOrganized Cloud See also Synchronization profiles Adding a Synchronization Profile Collaboration using MLO Cloud WiFi Synchronization Automatic sync with Cloud Automatic sync with Cloud When you configure the synchronization with MyLifeOrganized Cloud Sync service it is set to sync automatically with the cloud by default When this option is set MyLifeOrganized keeps your desktop data in sync with Cloud There is a special algorithm designed to optimize the number of requests to the server while still have your changes from the cloud when you need them on desktop and send changed back to the cloud when you need them on your devices This algorithm also minimizes possible conflicts by prevent the sync in the same time when you are editing your data file on desktop Here is the full algorithm of the autosync in MyLifeOrganized for Windows 1 When MLO is started or new data file is opened the check for the cloud changes initiated If there are cloud changes the autosync is started immediately to get modifications from the cloud before you start working with MLO on desktop 2 When MLO is being closed or current data file is being closed and there are local modifications
62. ave dependency or these dependencies are completed Active Actions by Context This view contains all the tasks described in the Active Actions view but grouped by Contexts assigned to the tasks Active Actions by Flag This view contains all the tasks described in the Active Actions view but grouped by Flag assigned to the tasks Next Actions by Project This view is based on the Active Actions view The difference is that only one task for each project the first one is placed on the To Do list in this view This list is grouped by project of the tasks Note If there are Active Tasks without a parent project then only the first task for each root task is selected for this view and these tasks placed under the none project group on the To Do List Note If a project does not have open tasks then this project itself is also placed on the To Do list as Next Action Active Starred This view is based on the Active Actions view but only starred tasks are added to this view Also the Active Starred view is manually sorted The Active Starred view has predefined settings which cannot be changed because it is synced to MLO running on mobile devices Active Goals This view is based on the Active Actions view but only tasks with the goal property are added to this view Start next 7 days Start next 30 days This view is based on the Active Actions view The difference is that only active actions with Start date are displayed
63. ays reminder details in the hint and opens the reminders editor if you click on this icon Custom This icon type displays the text you entered for the hint Tip By default there are several optional rules that are disabled in the Automatic Formatting dialog For example there are rules that display icons for new tasks or mark the tasks you edited recently You may want to enable these rules to see how they work See also Themes and Formatting Custom Formattin 9 2 Synchronization You can synchronize the tasks contained in an MLO data file with e MyLifeOrganized Cloud recommended Use this type of synchronization to sync your tasks between different devices in which you are using MyLifeOrganized task manager This way you can wirelessly sync your tasks on PC with iPhone iPod iPad Android BlackBerry or Windows Mobile device You can perform synchronization anytime and in any location while you have Internet connection You can also share your tasks with other people located anywhere or even work together on the same project Low cost subscription required to use MLO Cloud https sync mylifeorganized net e WiFi sync allows you to synchronize MLO Windows with MLO on mobile devices such as iPhone connected to the same WiFi network The data transfer performed to your device directly lt works faster than Cloud however you can sync only if you located near your PC with MLO Windows running on it User s Guide 80 Chap
64. can be hierarchical and in this case we call them Outline views The views can be non hierarchical and in this case we call them To Do views Views can be organized into the groups When you click a group in the Views pane the last used View from this group is selected The view groups are highlighted with blue line and the View inside this group is selected with red line and red font Expand the View group to see what is the actual view was selected when you selected this group By default the following groups of views are created in MLO Outline To Do Completed More Views To save the space on the screen you can hide task views pane by selecting menu View gt Task views pane Alt F1 In this case you can open the view list by clicking the header of the task list You can open any view in new window so that you can drag amp drop tasks from one list of tasks to another one See the topics below for more information about Views Default Outline Views Default To Do List Views Task Filtering Task Grouping and Sorting Manage Views create rename delete rearrange etc To Do List Format Manage Views The Views pane is used to create new views rename view names reorder views in the list delete views assigning icons to views You can also assign hotkeys for the selected views Use these hotkeys to activate selected views with a single click You can use export import to move your views to other MyLifeOrganized data file Right
65. can use indentation to create subtasks To select Single task entry mode Uncheck the Multiple task entry check box In this mode only one task will be added to the MyLifeOrganized application when you press the Add task button If the text you entered has more than one line the first line will be used for the task name and the entire text including the first line will be placed in the task note To enable parsing of the input To enable parsing of the input check Parse input like The input Call Jim tomorrow 3pm remind me 10 min in advance will be parsed before adding the task to MLO See Input parsing for more details To inherit parent Contexts If you want the entered task s to inherit the Contexts of the parent task check the Inherit parent Contexts check box If you uncheck this option you will be able to specify Contexts for the entered task s See also Options Rapid Task Entry Dialog Input parsing 9 6 Alternative complete Alternative complete is a way to complete a task with some additional actions To use alternative complete instead of simple task complete just hold down the Ctrl key while you check the task with a mouse click or with the space bar Right now the following additional actions are performed on alternative complete 1 A completed copy ofthe task is created instead of the original task completion 2 The original task is moved to the end of the branch if you completed it in the Outline or to the end of the current l
66. ck Modify Repeat steps 1 3 to change the default keyboard shortcut for each additional function or command 6 Click Apply or OK to save the change to the keyboard shortcut assignment a Notes e You can restore the keyboard shortcut assignments to their default settings by clicking Reset All e You can remove the keyboard shortcut assigned to a function or command by selecting that function or command and clicking Clear See also Keyboard Shortcuts Troubleshooting This page is used to enable additional logging in MyLifeOrganized for troubleshooting and sending logs to support for investigations of possible issues User s Guide 126 Chapter 11 11 Technical Support If you have a question about MyLifeOrganized you can 1 Consult the MyLifeOrganized help and on line documentation 2 Access our Frequently Asked Questions There is a good chance that you ll find the answer to your question there 3 Post a message to the MyLifeOrganized community People are very friendly there and can help you with any MLO questions you may have 4 If you can t find the answer from any of these sources feel free to send an e mail message to support MyLifeOrganized net User s Guide 128 Chapter 12 12 License Agreement MyLifeOrganized Application End User License There are two versions of the MyLifeOrganized application 1 Free 45 day Trial Version 2 Registered version
67. click on a view in Views pane to access all available commands To create a new custom view 1 Open Views pane if it is closed Alt F1 2 Right click to open local menu 3 Select New view The new view will be created under selected view 4 Enter the view name To change the settings of the created view User s Guide 40 Chapter 5 1 Select this view from in the Views pane 2 Click Filter button to open Filter settings for this view 3 Change its settings see filtering grouping and sorting for more details 4 Click Save view in the bottom of the Filter pane 5 Change name if needed and click OK in the View Name dialog Tip You can also create a new view based on your current view Just select a view and click Save view on Filter pane Enter new name for the view A duplicate of the current view with new name will be created To rename a view 1 Select view in the Views pane 2 Right click to open local menu 3 Click Rename view 4 Enter the new name 5 Click OK To reorder the views list 1 Drag the view in the Views pane to the desired position To assign a hotkey to a view 1 Select view in the Views pane 2 Right click to open local menu 3 Click Assign hotkey 4 Press the new hotkey in the edit box 5 Click Assign hotkey button Views can be organized into the groups When you click a group in the Views pane the last used View from this group is selected To convert
68. core Priority See also Understanding Task List Ordering To Do List To Do List Format The To Do list format options page allows you to set up the parameters which are used in formatting the tasks in the To Do list For example you can start each task in the To Do list with its project name To encode the project name in To Do list tasks 1 Choose Tools gt Options from the menu and click on To Do list format in the options tree on the left 2 Check the Encode additional information for tasks on the To Do list check box 3 On the Projects tab set the Encode project name check box 4 Select whether you want the Immediate or Top level project to be displayed for tasks 5 Enter the start and end string that will be used around the project name to separate it from the task name 6 Select Prefix if you want the task name to be preceded by the project and Postfix if you want the task name to be followed by the project name 7 Click OK To encode the project path in To Do list tasks 1 On the To Do list format options page check the Encode additional information for tasks on the To Do list check box 2 On the Task path tab check the Encode task path check box 3 Enter the task path depth character limit and separator character 4 Enter the start and end string that will be used to separate the task path from the task name User s Guide 118 Chapter 10 5 Select Prefix if you want the task name to be p
69. d or subtasks should be also placed to the filtered list together with the tasks matched the filter There are two options 1 Show Hierarchy No the parent and children tasks will be not placed to the filtered list The result of the filter will be the plain non hierarchical list of tasks To Do List 2 Show Hierarchy Yes the parent and or child tasks of the filtered items will be also placed to the resulted list The result of the filter will be a hierarchy Outline When you choose to show the hierarchy you can continue to set the parameters for this view Click Config button to see more options Include parent items include parent tasks for the tasks filtered with the main filter You can also set additional filter for these parent tasks by clicking the link Set parent filter Include child items include child tasks to the tasks filtered with the main filter You can also set additional filter for these child tasks by clicking the link Set children filter Continue searching in branch after main filter match set this option to extract tasks matched to the main filter from the children branch to the root of the hierarchy Highlight matched to the main filter highlight the tasks in the list which match the main filter Completion Filter With Completion Filter you should select if completed tasks must be added to the filtered list There are three options 1 Show Completed Yes include completed tasks to the filtered list 2
70. d receive an Activation Code 5 Enter the Activation Code you receive into the appropriate text input in the MLO Registration dialog User s Guide Installation 9 2 3 1 2 3 2 6 Click the Register button Your application is now registered To register using our website 1 Click on the link below select the MyLifeOrganized product and follow the instructions http www mylifeorganized net shop buy htm 2 Enter your Activation Code in the application as described in steps 5 and 6 above See also What if have lost my Activation Code What if my Activation Code does not work How to register FAQ Registering MLO to launch from a removable media How do I launch a registered copy of MyLifeOrganized from removable media such as a USB Flash drive 1 Register MyLifeOrganized using the Activation Code provided 2 From the application menu select Help gt Registration to open the Registration dialog 3 In the Registration dialog click Export registration information to a file and specify a folder where the file mlo keym should be created 4 Copy the following files to the same folder on your removable media mlo exe the main application mlo keym the file containing the registration information You can also copy any ml files that contain your data 5 You can now run mlo exe from the removable drive on any computer See also How To Register What if have lost my Activation Code What if
71. dd advanced checkbox and click Setup button In the Setup Advanced Filtering dialog setup the rules and click OK Please note that Advanced Filter is used in conjunction with parameters set in Action Filter Hierarchy Filter Completion Filter and Filter Controls The selected list of tasks can also be grouped and sorted You can also save the current list s settings as View Just click Save View link in the bottom of the Filter Pane See Manage Views for more details Tip The asterisk next to the view name indicates the filter criteria of the view have been edited and require saving If you wish to retain the change click Save View link at the bottom of the Filter panel and the will disappear You can also roll back to the View as last saved by clicking on Reset Settings button See also Filter Controls Grouping and Sorting on the To Do list Manage Views Filter Controls The filter settings of the selected View can be changed on the fly using Filter Controls The filter controls are placed to the sections which are described below User s Guide 44 Chapter 5 Tip if you do not see the filter pane click Filter in the bottom of the views list 9 in the Main Window overview Some of the sections in the filter pane maybe hidden To unhide them right click any section and check the hidden sections in the menu General This section contains the following filters Action Fil
72. dow To delete a Workspace 1 Click sign x in the right part of the Workspace tab Note The last workspace cannot be deleted You can set default settings for a Workspace to restore them quickly at any time You can set zoom view and additional filters to store them as default for this Workspace User s Guide 52 Chapter 5 To set default for a Workspace 1 Set necessary settings for a Workspace 2 Right click on this Workspace tab 2 Select Set as default for this tab from menu Now if the settings of the Workspace are changed the tab will be marked with symbol If you double click on the tab or select command Restore default for this tab the default setting for the tab will be restored Tip With the command Lock default in this tab you can also lock the default settings so that they are not changed for the tab The new tab is created if you try to change the settings of the locked tab You can pin Workspace tab so that it is placed in first position and protected from accidental deletion To pin a Workspace 1 Right click on a Workspace tab 2 Select Pin this tab from menu When you set Workspace option Sync selection with first tab the task selection in this tab will be in sync with the selection in the first tab It means that if you select a task in the first tab and then switch to other tab with this option set the selected task will be also selected in the new tab after switching if it
73. dure Note If you have selected more than one Synchronization Profile MLO will synchronize the data files defined in the selected synchronization profiles sequentially in the order that the synchronization profiles are listed in the Synchronization dialog box Important f the files being synchronized specify conflicting task information MLO displays the details of the conflict in a dialog box You must resolve the conflict to complete the synchronization For information about resolving synchronization conflicts see Resolving Synchronization Conflicts To quickly synchronize data files e Do one of the following e On the Tools menu click Synchronize e Press customizable shortcut default F9 If the data files have been synchronized successfully the Sync dialog box displays Synchronized If the synchronization has failed the Sync dialog box details the error Correct the error and repeat this procedure To resynchronize data files 1 Inthe Synchronization dialog box select the appropriate Synchronization Profile and click Edit 2 Inthe Sync Profile dialog box click the Advanced tab and then click Re synchronize 3 Inthe Confirm MyLifeOrganized message box click Yes 4 Click OK in the MyLifeOrganized dialog box and then in the Synch Profile dialog box 5 Click Sync Now See also e Resolving Synchronization Conflicts e Adding a Synchronization Profile e Editing a Synchronization Profile User s Guide Mo
74. e first Monday of every other month the date parameters should be controlled to fit this pattern Tip To repeat a task based on the date it is marked complete in the Task Recurrence dialog click Regenerate new task and then type a time interval in the box Note The task s Due date is used for recurrence not the Start Date For example if you set a task to reoccur every Sun this means that the due date will be set to Sunday for each future occurrence Recurring tasks Advanced options The following settings become available when you click on the Advanced options button of the Task Recurrence dialog Automatic resetting of subtasks when this task recurs This option is used if you want all subtasks of the recurring task to be unchecked with a new occurrence Automatic recurring behavior for this task This option is used if you want the recurring task to automatically recur when its subtask is completed Automatically recur if any subtask is completed the task will recur if any subtask is completed even without checking off the recurring task itself Automatically recur if all subtasks are completed the task will recur if all subtasks are completed even without checking off the recurring task itself Disable automatic recurrence you would have to check off the task itself before it recurs Do not create a completed copy of this task on recurring Set this option to not create a completed copy of the recurring task on each n
75. e due date field when parsing in RTE or the Outline Send report due in 5d Tip If MLO fails to parse your input correctly press Ctrl Z in the main window to return the original text to RTE change the text and try again User s Guide 104 Chapter 9 Reminder If you add reserved words remind or reminder or the abbreviation rmd to the phrase the reminder will be set in MLO The pattern lt What gt lt When gt remind er rmd lt When gt Examples Organize party wth my friends May 22 reminder May 21 3pm Call Jim in 3 days at 4pm remind 10 min in advance Send report to Bob in 3 days remind me tomorrow 2pm Call Jim tomorrow at 49m remind me Send report rmd 3pm Context If you add reserved words context or to the phrase the contexts will be added to the task The contexts should be separated by semicolons The pattern lt What gt lt When gt remind er lt When gt context lt context1 gt lt context2 gt lt context3 gt Examples Call Jim tomorrow context office calls Send report in 3 days remind tomorrow 10 00 ProjectX Tip If the context starts wth you can skip the reserved words In this case the first word which starts wth is interpreted as a context Example Call Jim tomorrow office calls Tip you can use the switch to add contexts to the task not replace them Example Call Bob phone or Buy ticket internet More c
76. e task you can specify that the due date in the local current file overrides the due date from the remote file or vice versa If MLO Desktop detects that the data files include conflicting information it displays the Resolve Sync Conflict dialog box which giving details of the conflict and prompts you to resolve the conflict before continuing with the synchronization If more than one task in the data files gives conflicting information a separate row is displayed for each task in the Resolve Sync Conflict dialog box To resolve a synchronization conflict 1 To identify the conflicting information click an ellipsis in the Details column in the Resolve Sync Conflict dialog box The Task Difference dialog box lists all the task properties and the properties that specify the conflicting information are highlighted in red The Local data and Remote data columns display the conflicting values in the local file and remote file respectively 2 Click Close to return to the Resolve Sync Conflict dialog box 3 Inthe Action column select one of the following values e Replace gt Select this value to override the information in the remote file with the corresponding information in the local file e lt Replace Select this value to override the information in the local file with the information in the remote file 4 Click OK MLO complete the synchronization using the task property values of the data file specified to take precedence
77. eleting a Task or Subtask To delete a task or subtask 1 Right click the task or subtask 2 On the shortcut menu click Delete task Tip You can also use Ctrl Del as a shortcut or the button in the toolbar Tip If you want to revert the deletion you made use the undo command To undo select menu Edit gt Undo or press CTRL Z See also Actions on Tasks Outliner Rearranging the Tasks and Subtasks You can change the hierarchy and position of any task or subtask displayed in a hierarchical view To move a task or subtask into another task 1 In any hierarchical view left click a task you want to move 2 Drag the selected task onto the task you want to move it under The task you have moved will be displayed as a subtask under the corresponding outline item Note if the task you moved to is collapsed drag amp drop puts the subtask as the last subtask in the list otherwise if the task is expanded drag amp drop puts it as the first subtask in the list To convert a subtask into a task 1 In any hierarchical view left click a subtask 2 Drag the selected subtask into the left side of the task list and then release the mouse button User s Guide 32 Chapter 5 Tip You can also use shortcuts to rearrange the tasks see Rearrange tasks in the outline Tip If you want to cancel the rearrangement you made use the undo command as many times as necessary To use undo select menu Edit gt
78. ennnennnnnnrennnnnnnnnnnnnnnnnnnnnn 31 Performing Actions on Tasks 2 ee an aa 32 Zoom TANG ZOOM OU U sinks snes E EEE T E A E 34 Outline Navigation 2 22 ara a id 34 Creating Links Between Tasks es re u een 35 Bookmarks EA iin ae Anh aa tA AAA A ANS 36 2 Whe To Do A A TN 37 Default To Do List MiS ae 37 A OA 39 Manage View caci n 39 A A aeae EEEa 41 A A O A ATR 43 Task Grouping and Sorting u ne ea 45 Understanding Task List Ordering 4224r24444Ber nennen nnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnn nenn nnennnn nennen 45 User s Guide Il Contents Computed Score Pri iii ea en kenn 46 More Details on Computed Score Priority ouoncnnnnnninnionionicnninacancnnranrnn rana n rn non cnn nara rr cnn cronica 46 O Oaar aa aaa p a aaa Aaa aa e OETA P Epara aa aA ANa PAOA Eae suaestassaeseexeaueecendnedsannscuesa 51 A Workspace tabs ielan o sais dade ctedetes cedeccadenetectesesedeceeuecetducedeeusdatedeeclacudeeds 51 Chapter VI Task properties 56 1 Assigning Contexts to a Task urnnnnnnennnnnnnnennnnnnnnnnnnnnnennnnnnennnnnnnennnnnnennnnnnennnnneenn nennen 56 2 Importance for parent unusssnnsnnneennnnnnnennnnnnnennnnnnnenn anne nenn nennen nnnnnennn nennen nnnneenn ernennen 57 So QO 4 4 APA o FEEFROEAEEEEESHEFERTELTERRERECHFEEEFEFERERRFEEFEFERTEFLEFEERECHEEREFECREENEFERHEFERFEREFERFEEHFERN 57 4 Goal for
79. ernal Outlook task IDs to identify tasks for sync Thus during the sync MLO deleted all your tasks in the outline and copied new Outlook tasks to the default project You can always identify what happened during sync by reviewing Outlook sync log file link to it is placed in Setup Outlook Sync dialog 9 2 8 3 6 3 6 The MLO Sync Log If you have unexpected problems during synchronization you can go to File Setup Outlook sync and click on Open sync log This will display a log of all sync activity which can be used in troubleshooting the problem 9 2 8 3 7 3 7 Misc Notes 9 3 Start Date without Due Date MLO allows you to set the Start Date of a task without setting a Due Date Outlook however does not support tasks which have a Start Date but do not have a Due Date To resolve this situation a special date 12 31 2900 is set for the Due Date in the Outlook task after sync from MLO This date is interpreted as an empty date when the task is synced back from Outlook to MLO Input parsing MLO can parse or interpret the text you enter in some text input fields For example you can enter in 30 min or next Friday at 2pm in date and time pickers In the Rapid Task Entry dialog you can type Call Bob about the party tomorrow at 3pm remind 10 min in advance The task Call Bob about the party will be added to the outline with corresponding parameters parsed from the rest of the input You can also parse the task ca
80. es as follows depending on the current To Do ordering method Outlook Priority Computed Score Mode Hierarchical Mode High Priority gt 3 Items marked as Weekly User s Guide 100 Chapter 9 Goals in MLO Medium 1 0 lt Priority lt 3 Top items on the MLO to do list Low Priority lt 1 0 Items in the end of the MLO to do list 9 2 8 2 3 5 If you check Encode MLO task priority into the Outlook task subject you can choose from two optional encoding methods The first method assigns simple three digit priorities 001 002 003 100 xxx The second assigns a letter followed by a two digit number A01 A02 A03 A10 B01 B02 B10 CO1 xxx These Outlook priorities are assigned to the MLO tasks by walking the MLO To Do list in linear order The first ten tasks from this list get AO1 A10 or 001 010 the tasks 11 20 from the To Do list get BO1 B10 011 020 etc You can also choose the format and location of the encoded priority It can be placed at either the beginning or end of the task subject and can be surrounded by bullets or tildes Thus if you have the task Weekly review which receives an encoded priority of AO1 you can use the dropdown box to determine whether the task s name will be changed to eAO1e Weekly review Weekly review eA0Ole A01 Weekly review or Weekly review A01 2 3 5 User defined fields Tab Many MLO properties do not map naturally to the bui
81. eset modes Lets you change to any of the three preset modes as described in section 2 3 Import Allows you to import from a file a set of settings created by another user Export Allows you to save your current settings to a file for use by other users 9 2 8 3 3 Notesand Troubleshooting 9 2 8 3 1 3 1 Changing MLO Outlook sync settings after sync operation It is recommended to use the MLO gt Outlook sync action right after changing any critical Outlook sync settings in MLO Otherwise it can cause the resynchronization between MLO and Outlook tasks MLO will display this recommendation after you change the critical Outlook sync settings For example if you want to change the Outlook sync settings after several MLO lt gt Outlook sync operations this is currently the most stable method 1 Sync MLO lt gt Outlook with the OLD settings 2 Change the settings 3 Sync MLO gt Outlook with the new settings 4 Start MLO lt gt Outlook sync using the new settings 9 2 8 3 2 3 2 Changing Outlook folder after sync process 3 2 1 Ifthe Outlook folder was just renamed or moved inside the current pst file MLO will detect this situation and the sync process will continue with no changes 3 2 2 If you change MLO sync setting to completely different Outlook folder then all MLO tasks will be disconnected from Outlook So after synchronization with new Outlook folder all existing MLO tasks will be considered as
82. ew occurrence Note If subtasks of a recurring task have their own start and due dates the shift between the recurring task s date and the dates of each its subtasks will be preserved on its next occurrence To preserve this shift wth the next occurrence the option Automatic resetting of subtasks when this task recurs must be set Example Thank sgiving Dinner due 3rd Thursday every November Invite relatives I like due 20 days before event Clean house 3 days before event Buy turkey due 1 week before event Thaw turkey 2 days before event Cook dinner day of event Clean house 1 day after event To stop a recurring task User s Guide 62 Chapter 6 1 Select the recurring task you want to stop 2 Locate the Timing amp Reminder property section as indicated above 3 Click the Recurrence button to open the Task Recurrence dialog 4 Click Remove Recurrence To skip occurrences of a recurring task 1 Select the recurring task you want to skip 2 Select Task gt Skip occurrence command 4 Choose if you want to skip only current occurrence or all occurrences of the task up to today 6 6 3 Reminder You can set a reminder for a task To seta reminder for a task 1 Open the Properties Pane by selecting the menu option View gt Properties Pane 2 Select the Properties tab and locate the Timing amp Reminder property section 3 Check the Reminder check box 4 Set date and time for the reminde
83. format needed Note if you change task formatting wth controls on the Format section the flag Use custom formatting wil be set automatically Note if you select option Subtasks inherit custom formatting then all subtasks of the selected task wil have the formatting you set for the parent unless child tasks have their own formatting To remove custom formatting from task s 1 Select the task s you want to revert to the default formatting 2 On the Format section of the task Properties Pane uncheck Use custom formatting checkbox See also Task Properties User s Guide Task properties 67 6 12 6 13 Task Statistics You can review task statistics The following properties are available Created Modified Completed Each is indicated with date and time To review task statistics 1 Open the properties pane by selecting menu View gt Properties Pane 2 Select Properties tab and open Task Statistics section Tip You can also open the Task Statistics section wth the Alt 5 shortcut IMPORTANT The Task Statistics property section will NOT be displayed on the task properties page if the Task Statistics check box is NOT selected on the Appearance page of the Options dialog box See also Keyboard Shortcuts Flags You can mark a task with a flag This is used to visually highlight tasks with icons and separate them from other tasks while grouping in the To Do list To assign a flag to a task 1
84. g of MLO development llias Sarris for the detailed and well thought out posts extremely useful feedback and support of the MLO community Jon Rumens Kudos for the excellent work on AutoHotkey Scripts for MLO Thanks to Lisa Stroyan Dwight Arthur Ron Stockfleth Steve Wynn Jim McGowan J Mac David Rees reesd Josh Powell Swifty and other people may have forgotten to mention am very grateful to my wife Katrin and my sons Michael and Ivan for their support and patience throughout the development of MLO which has resulted in my coming home late on many days Introduction 5 1 Introduction Before you can do anything you have to do something first Murphy s Law MyLife Organized MLO is a personal task outliner that will help you organize your goals projects and tasks into a tree A to do list of actions that require immediate attention will be generated automatically This to do list will be sorted in order of priority to keep you focused on your most important tasks The to do list ordering is based on sophisticated algorithms to determine optimum prioritization There are the following mobile clients for MyLifeOrganized Android iPhone iPad There is the MyLifeOrganized Cloud Sync service allows you to synchronize data between different devices with MyLifeOrganized installed This manual mainly covers MyLifeOrganized for Windows and synchronization with other platforms However many ideas from
85. ghtweight multiplication formula that is very fast More importantly this formula allows for importance and urgency to have a Neutral Center position allowing each task to either raise OR lower it s importance and urgency values Minimum Slider Position Input Value 1000 Maximum Slider Position Input Value 1050 Default Slider Position Input Value 1025 For the current importance slider the value A For the current urgency slider the value B You compute x importance and u urgency with this formula If A lt 1025 then x LogN 1025 A Else if A gt 1025 then x 1 1 LogN 1025 1025 A 1025 end if If B lt 1025 then u LogN 1025 B Else if B gt 1025 then u 1 1 LogN 1025 1025 B 1025 end if Now computing these computing logs is not a very CPU friendly proposition especially on the ppc to avoid this overhead MLO uses a lookup table This introduces a very minor rounding error into the calculations which is the trade off for much greater speed This rounding error should not affect the results unless an outline is greater than 10 levels deep and even then it will be inconsequential User s Guide Basic concepts Outline To Do View Workspace 51 5 3 4 5 4 Columns You can select which columns to display in the current view To select columns 1 Right click on the task list header 2 From the pop up menu select the columns you need Tip Select Auto Resizing in the co
86. h a single key stroke There are 10 slots available for quick bookmarks keys 0 through 9 To set a bookmark to a task 1 Select a task in the outline you would like to set a bookmark to 2 Select menu View gt Set bookmarks gt Bookmark lt N gt or press Ctrl Shift lt N gt where lt N gt is any key from 0 through 9 To jump to a task using bookmark 1 Select menu View gt Go to bookmarks gt Bookmark lt N gt or press Ctrl lt N gt where lt N gt is any key from 0 through 9 User s Guide Basic concepts Outline To Do View Workspace 37 5 2 5 2 1 Tip You can use shortcuts Ctrl gt and Ctrl lt to navigate to the next and previous bookmarks To review the list of all bookmarks available select menu View gt Go to bookmarks gt Bookmarks or press Ctrl Alt gt See also Outline Navigation Links to Tasks Qutliner Keyboard Shortcuts The To Do List After you have added all your goals projects tasks and subtasks to the Outline MLO can display only those tasks which require immediate attention and place them in the To Do List This is a simple non hierarchical list of actions selected from the entire Outline This list can be sorted and grouped using different parameters You can view your To Do list using different views The To Do list is updated automatically once you complete a task change context or if it is time to update the To Do list To understand
87. how MLO selecting tasks for the To Do list basing on your Outline and task parameters learn how default To Do views are working Note The To Do list is just a definition of filtered tasks views presented in a plain non hierarchical list You can create your own To Do lists by creating non hierarchical views See also Default To Do List Views Manage Views To Do List Format Default To Do List Views When you create a new MLO data file the standard To Do List Views are created You can also create any custom To Do List Views Below is a description of the standard To Do Views Active Actions This is the basic view for generating To Do lists in MLO It is important to understand how it works since many views are based on it The following tasks appear on the To Do list in Active Actions view 1 Tasks without open subtasks whose subtasks have all been completed 2 Tasks that do not have completed parent tasks 3 Tasks without a Start Date or whose Start Date is today or in the past 4 Tasks that do not have the option Folder checked 5 Tasks that do not have the option Hide branch in To Do List checked for this task as well as for any of its parents 6 If one of the task s parents has the option Complete subtasks in order checked this task must have User s Guide 38 Chapter 5 all above siblings completed or these siblings must have their Hide in To Do or Folder option set 7 Tasks that do not h
88. ile was specified in the saveXX command MLO will not overwrite any existing files 3 The command failed because a data writing error for example a disk full error occurred 100 The command failed because an error other than a data writing error occurred User s Guide 116 Chapter 10 10 Options All MyLifeOrganized settings are accessible in the Options dialog To open the MLO options dialog 1 Select menu Tools gt Options 2 Select the option page you need in the tree on the left part of the dialog 10 1 Current MLO data file The Current MLO Data File Options are stored in the current MLO data file In other words you can set different options for different ml files 10 1 1 Appearance This options page allows you to setup the controls which should be visible in MLO These parameters are stored in the current MLO data file Importance Urgency Check to show Importance and Urgency controls in the General property section Contexts Check to show all Contexts related controls Contexts tab Contexts in the General property section Goals Check to show the Goals group box in the General property section Timing amp Reminder Check to show the Timing amp Reminder property section Review Check to show the Review property section Effort Check to show the Effort property section Project Check to show the Project property section Dependency Check t
89. in this view including future tasks if their Start date within next 7 or 30 days accordingly Due next 7 days Due next 30 days This view is based on the Active Actions view The difference is that only active actions with Due date are displayed in this view including future tasks if their Due date within next 7 or 30 days accordingly Note The Starred view is different from Active Starred The Starred view contains all starred tasks active and non active You can star any task by clicking on the Starred column The Starred view is also manually sorted The Starred view has predefined settings which cannot be changed because it is synced to MLO running on mobile devices Note if you create a newdata file from a template there might be other standard views added to your data file by default Tip Additional information such as project name or path can be displayed in the task title on the To Do list See To Do List Format for more details See also User s Guide Basic concepts Outline To Do View Workspace 39 5 3 5 3 1 Manage Views To Do List Format Views View is a particular way of displaying the filtered sorted and grouped tasks When you create new data file MyLifeOrganized creates default views for you All available views are displayed in the left panel called Views pane You can create your own views using built in MLO features for filtering sorting and grouping of your tasks The views
90. in your outline These scores are then used to provide a priority ordered To Do List The factors that contribute to each task s score are its Importance and its Urgency The To Do List will include tasks that have no uncompleted children tasks ordered by their Computed Score Priorities The To Do list can be configured to order tasks by just Importance just Urgency or a combination of both Importance Slider The absolute importance of each task is a computed value and is not directly set by the user Instead for each task you set the importance of that task with regards to its immediate parent Once you have done that the program will compute the task s actual importance A task s importance to its parent is controlled by a slider The slider ranges along an inverted natural logarithm curve This actual curve is documented below The slider values range from 0 9964 to 1 0036 with a midpoint value of 1 0000 Because of the logarithm curve applied any position on the slider to the left of the midpoint has an exact opposite to the right of the midpoint This allows a lower importance to be nullified by an equal but opposite higher importance Suppose that you have two projects in the root of the outline Prj1 and Prj2 and that each of them has one subtask p1 and p2 respectively The importance of each task will be calculated as follows Computed actual importance of pl Prjl Importance to outline p1 Importance to Prj1 User s Guide
91. indow icon will actually minimize the MLO application You can still exit the MLO application by selecting menu File gt Exit One click edit mode If this option is set you need only one mouse click to edit a task caption in the task list Save window position If this option is set the MLO application stores its last window position Associate with ml files Associates MLO data files with the MLO application so that double clicking an mlo file launches MLO and opens that file User s Guide Options 121 10 2 3 10 2 4 Allow multiple instances Set this option if you want to be able to run multiple instances of the MLO application Otherwise only one instance is allowed When Drag amp Drop task to a new You can configure to inherit Contexts of the parent task when a parent task is moved to another parent If option Ask what to do wth Contexts of moved task is set a confirmation dialog will be shown each time you Drag amp Drop or move a task System Shortcut Key You can select any shortcut to activate deactivate the MLO application See also Understanding of Main Window Auto Save Files There are two modes for saving your MLO data file These parameters are stored in the Windows registry and are in effect in all MLO instances Save all changes automatically All your changes are saved to the data file automatically right after you made the modificatio
92. ist if you completed it in the To Do Note These additional actions are useful if you are using the Autofocus task management system by Mark Forster or another system which requires these actions See also Actions on Tasks 9 7 Printing and Reporting You can print the tasks from the task list The current view is used to generate print report User s Guide More Advanced Features 109 9 8 To print tasks 1 Select File gt Print from the menu 2 In the Print dialog select the Print template you want to use 3 In the Print what select Current selection or All tasks in view 4 Click Print button Tip If you want to print only expanded items in the outline select Expanded only check box Tip You can enter a custom title for your report in Report Title Note Before printing each report is saved to a file The default file name is MLOPrint htm and you can change this name in the Output file edit box If you click Open in browser the current report will be opened in your default browser Depending on the print template you have selected you may setup the report in the browser and use the browser s print functionality to print it Advanced options are available if you click Advanced button You can select the information you would like to include to your print report To limit the number of lines to be printed for each task notes select Limit notes to XX lines check box Note Lines are defined by the
93. ivity transparency For Windows 2000 XP the transparency can be set for the dialog when it is inactive Hotkey This option allows you to change the system shortcut key which can be used to activate deactivate the Rapid Task Entry dialog at any time See also Rapid Task Entry Dialog Backup On this page you can configure how MLO should backup your data files Perform advanced backup for each data file during saving Enables advanced backup functionality Keep last N backups of each data file as lt file gt ml NN bak MLO stores the last N copies of your data file renaming them according to the given template For example if you set this option to 3 you will have the following files in your backup folder myfile ml 01 bak myfile ml 02 bak myfile ml 03 bak In this example myfile ml 01 bak is the most recent file Tip set this option to O to disable keeping the last N backups Backup in A folder where all backup files will be placed Keep daily backups as lt file gt ml YYYY MM DD bak MLO stores one copy of your data file for each day renaming it according to the given template You can select a custom folder for daily backups Keep weekly backups as lt file gt ml YYYY NN week bak MLO stores one copy of your data file for each week renaming it according to the given template You can select a custom folder for weekly backups Keep monthly backups as lt file gt ml YYYY NN month bak
94. k based on the nearness to today s date of the dates in question How much effect the start and due date will have on the overall urgency of the task can be configured in the preferences The preferences allow you to set the start and due date weighting factors individually The higher you set the weights the more influence the dates will have on the list ordering Since the weights can be set independently you can configure the to do list the way you like including giving higher priority to start dates than to due dates Date dependant weights In the preference you can set the start dates and due date weighting factors These factors control the net effect of the following calculations on the final computed scores The DateScoreContribution is computed based on which dates are set and whether or not the overdue boosting is turned on where the StarDateWeightFactor and DueDateWeightFactor range from 0 to 6 lf No Start Date and No Due Date DateScoreContribution 0 If Start Date and no Due Date Elapsed now StartDate StartDateScore StartDateWeightFactor Elpased 500 DateScoreContribution StartDateScore If Due Date and no Start Date Remaining now DueDate If OverDueBoost Is turned on AND remaining lt 0 then boost remaining 0 25 Else boost 1 0 End If DueDateScore DueDateWeightFactor Remaining boost 500 DateScoreContribution DueDateScore If Due Date and Start Date both set Compute DateDateScore and
95. l views More details about To Do list View View is a particular way of displaying a filtered sorted and grouped tasks By default MyLifeOrganized creates several default vews such as Outline views hierarchical and To Do list vews non hierarchical Views are displayed in the left Views pane so that you can select a view with a single click Note Views can be organized into the groups When you click a group in the Views pane the last used View from this group is selected The view groups are highlighted with blue line and the View inside this group is selected wth red line and red font Expand the View group to see what is the actual view was selected when you selected this group By default the following groups of views are created in MLO Outline To Do Completed More Views More details about views Workspaces tabs There are tabs on the top of the MyLifeOrganized application we call Workspaces The Workspaces are used to store and quick access the particular configuration for the selected view additional filters zoom selected tasks etc The Workspaces can show different parts of the same data files in different views For example in one tab you can work on a current project in the other view a small household chores and the third tab handle the Inbox And you can switch between these Workspaces with a single click User s Guide Basic concepts Outline To Do View Workspace 27 5 1 When yo
96. lder to lt TaskName gt or to lt TaskName gt move task to make it a subtask of specified task 0 add contexts to the task not replace Example Call Bob phone star or set starred to the task Example Call Mike tomorrow star Example Type this in the outline and press Alt Enter when in place editor is active Call Katrin t10 tomorrow 3p remind me 15 min in advance calls i1 e4 cr As a result of the parsing a task wth the following parameters will be added to your outline Caption Call Katrin User s Guide 106 Chapter 9 9 4 Due Date tomorrow 3 00pm Reminder 2 45pm Context calls Time Required 10min Importance Max Effort More Color Red Parsing task caption in the Outliner You can benefit from input parsing in the Task Outliner as well To parse the task caption entered in the Outliner press Alt Enter while you are in in place editor mode The task caption will be parsed according to the rules described above Tip If MLO fails to parse your input press Ctrl Z several times to return to the initial caption of the task See also The Rapid Task Entry Dialog Timing amp Reminder Drag n Drop Drag amp Drop operations can be used in MyLifeOrganized Drag amp Drop inside MLO You can Drag amp Drop MLO tasks from one branch to another Depending on the options the Contexts of the task can be changed according to the new parent Alternative
97. library from www MyLifeOrganized net and place it in the same with mlo exe folder The sync process is able to continue without redemption library however in some cases you can see the Outlook security warning message s Auto sync MLO with Outlook periodically Set this option to sync MLO with Outlook periodically using default settings configured for Quick Outlook sync command User s Guide More Advanced Features 97 9 2 8 2 3 3 Allow Outlook sync only on this computer If enabled then MLO will sync with Outlook only on computer with specified name It can be useful if you move the same data file between computers work and home for example and only the work computer should be synced with your Outlook 2 3 3 Outlook Categories Tab Outlook uses categories to group related tasks MLO does not use categories but it does include the concepts of contexts and projects You can choose whether or not you wish to have MLO contexts and projects synchronize to particular Outlook categories 2 3 3 1 Do NOT sync MLO Contexts with Outlook categories If you prefer you can completely disable the syncing of contexts and projects to Outlook Categories Once this feature is disabled MLO contexts and projects will not be coordinated during synchronization However several other legacy features become enabled that allow the selective filtering of which categories sync and how task deletions are processed through the use of the two
98. lt in Outlook fields Those that do are mapped as shown in the following table and are mapped bidirectionally if you are using bidirectional synchronization This mapping is done automatically in all modes Outlook Field MLO Field ID Outlook ID Subject Title Due Date Due Date Start Date Start Date Categories Contexts Notes Note Complete Status You can choose to map additional MLO properties by checking Fill the following User Defined Fields in Outlook When you check this option the fields listed in the box will be created in Outlook as User Defined Fields UDFs and mapped to the matching task properties in MLO Tip UDF fields will not show up in normal Outlook views but will be available for advanced users creating their own views To view these UDF fields in Outlook Set the UDF option in MLO Sync MLO gt Outlook or MLO lt gt Outlook Open the folder in Outlook to which you synced the MLO data Right click on the header row of the table in Outlook and select Field chooser Select User defined fields in folder fromthe combo box Drag the needed MLO fields to the Outlook table header row DAIARON gt User s Guide More Advanced Features 101 9 2 8 2 3 6 2 3 6 Tab Buttons The following buttons appear on all tabs and perform the described functions OK Exits the settings dialog and saves the selected settings Cancel Exits the settings dialog without saving any changes Pr
99. lumns pop up menu if you want task columns to resize together wth the MLO window Note The column configuration is stored for the current view See also Views Workspace tabs There are tabs on the top of the MyLifeOrganized application we call Workspaces The Workspaces are used to store and quick access the particular configuration for the selected view additional filter controls zoom selected tasks etc The Workspaces can show different parts of the same data files in different views When you select a view inside Workspace or change the filter you actually change the configuration of the current Workspace When you click other Workspace you will see other configuration in it When you return back to the first Workspace your changes for this Workspace will be still there If you want to propagate the changes to filtering sorting and grouping in one Workspace to other Workspaces you must first save these changes into a View This way all the Workspaces which are using this View in unchanged state will receive the new settings To create a new Workspace 1 Click button in the tabs line 2 Enter name for the new Workspace 3 If needed set other parameters see below 4 Click any part of the main window to hide the popup window To rename a Workspace 1 Right click on a Workspace tab 2 Select Set up workspace from menu 3 Enter new name in the popup dialog 4 Click any part of the main window to hide the popup win
100. m formatting set on a task in the Format property section Note The position of the rules in the Automatic Formatting dialog is important when you set different rules for the same formatting In this case if the first rule is applied for the task then the second rule for the same formation will not be used The rules which change other formatting will be still used To change the position of the rule just use Drag amp Drop User s Guide More Advanced Features 79 For example you may define two rules which set different icons to the same position Rule1 If Task created today set icon New to position 1 Rule2 If Task caption contains set icon in position 1 The rules will work this way If the task was created today and contains in the caption you will see icon New since Rule overwrites Rule2 for icon position 1 If the task was created yesterday and contains in the caption you will see icon since Rule1 does not work and Rule2 is used to place the icon to position 1 Note The Icon type in the Automatic Formatting dialog contains predefined types of the icons wth the following behaviour Dependency This icon type displays task dependency in the hint and opens the dependency editor if you click on this icon Goal This icon type displays the goal type in the hint Notes This icon type displays task notes in the hint and opens the notes editor if you click on this icon Reminder This icon type displ
101. n close Alt 6 Dependencies properties section open close Alt 7 Format properties section open close Alt 8 Review properties section open close Alt 9 Task Statistics properties section open close F6 Collapse entire task list F7 Expand entire task list F3 Open current workspace in new window Alt Shift Left Rearrange tasks in the outline Alt Shift Right Alt Shift Up Alt Shift Down Ctrl Up Select next previous visible task without focusing this task list The current Ctrl Down active control will be still focused during task change by this shortcut Useful to iterate quickly through the list of tasks and change specific task parameter Alt Up Select next previous sibling in the current outline Alt Down Ctrl Alt Up Select next previous project in the current outline Ctrl Alt Down Ctrl Collapse Expand all subtasks of the current task Shift Ctrl 0 Set quick bookmark 1 2 9 to a task in the outline Shift Ctrl 1 Shift Ctrl 9 Ctrl 0 Go to bookmark 1 2 9 in the outline Ctrl 1 Ctrl 9 Ctrl lt Go to previous next bookmark set Ctrl gt Ctrl Alt gt Open Bookmarks dialog Alt C Edit Context for a task Alt L Select Context for a task from the list Alt V Select View Alt P Toggle complete subtasks in order Alt Y Toggle hide in todo User s Guide Keyboard Shortcuts Alt R Alt J Alt X Alt W Alt D Ctrl Ctrl Ctrl Alt Ctrl Alt Insert Alt Insert Ctrl Del Ctrl R Ctrl Alt R Alt Left Al
102. nd that allows files to be shared between those applications Zoom in To display only a single branch of the Task Tree to avoid interference from other tasks Only items in this branch are displayed in the Outline and in the To Do List Task GUID Globally Unique Identifier of the Task or Task ID To see the GUID of the task select menu Task gt Advanced gt Properties Example of the Task GUID F9BA410A AB32 41BB AE04 869F0F490981 Workspace tabs on the top of the MyLifeOrganized application The Workspaces are used to store and quick access the particular configuration for the selected view additional filter controls zoom selected tasks etc The Workspaces can show different parts of the same data files in different views For example in one tab you can work on a current project in the other view a small household chores and the third tab handle the Inbox User s Guide Index 135 Index A Action Filter 41 Actions 37 Activation Code does not work 9 Active Actions 37 Advanced Filter 41 advanced task properties 68 alert 62 Alternative complete 108 archiving 110 archiving manually 111 AutoArchive 111 Autofocus 108 Automatic cloud sync 87 automatic formatting 78 automatic resetting of subtasks 60 auto save 23 backup 20 23 bookmarks 36 ss Cloud sync 86 collaboration 89 90 Collaboration using Cloud 90 Columns 51 commandline 112 complete subtasks in order 58 completed 67 Comple
103. new tasks and will be processed according to the selected sync action 9 2 8 3 3 3 3 Recurring task in both places MLO and Outlook It is not recommended to set a task as recurring in both MLO and Outlook Please set the items as recurring in only one Program Failure to do so will result in duplicated tasks and unexpected results during the sync process User s Guide 102 Chapter 9 9 2 8 3 4 3 4 Deletion of a task in Outlook w hich has subtasks in MLO If you delete a task in Outlook which has subtasks in MLO all these subtasks are placed in a lt NewOutlookTasks gt project after sync because MLO does not know where these subtasks should be linked after deleting the parent 9 2 8 3 5 3 5 How backup and restore of your Outlook tasks could affect MLO sync From the MLO FAQ Q Outlook sync trashed my outline All my tasks are in MLO lt NewOutlookTasks gt project again A Here is the situation You have copied all your Outlook tasks to MLO created the outline there and everything worked well for some time But after one of the sync all of your outlined tasks appeared in the lt NewOutlookTasks gt again The reason is that one day you copied all your Outlook tasks into a backup Outlook folder then deleted the original tasks and restored them from this backup folder While restored tasks look identical to you they look different to MLO now This is because the IDs of the tasks have been changed MLO uses only int
104. ng data files using a Synchronization Profile see Synchronizing Data Files See also e Synchronizing Data Files e Editing a Synchronization Profile e Deleting a Synchronization Profile e Importing and Exporting Synchronization Profiles 9 2 1 2 Synchronizing Data Files You can synchronize necessary data files by using an appropriate Synchronization Profile User s Guide 84 Chapter 9 You can quickly synchronize data files if a Synchronization Profile has been defined for them and that item has been designated for quick synchronization To define a Synchronization Profile see Adding a Synchronization Profile To designate a Synchronization Profile for quick synchronization select the appropriate item in the Synchronization dialog box click Edit and then select the Add this sync item to quick synchronization check box on the General tab You have any problems synchronizing the data files resynchronizing them may help Resynchronizing lets you re apply synchronization to all the tasks in both files To synchronize data files using synchronization profile 1 Onthe File menu click Synchronization 2 Inthe Synchronization dialog box select the appropriate synchronization profile and click Sync Now If the data files have been synchronized successfully the MLO status bar displays Synchronized If the synchronization has failed the Sync dialog box details the error Correct the error and repeat this proce
105. nk to a file or hyperlink You can also link to MLO tasks from other applications using the registered protocol mlo To insert a task link by using the Task Notes command Click the Task Notes tab of the task in which you want to create a link Right click in the Task Notes tab On the menu select Insert link to a task In the Select Task dialog box select the task you want to link to and click OK Repeat steps 2 4 to insert additional links NANA To paste a task link into the task notes In the Outline select the task that you want to link to Right click this task On the menu select Copy as gt Copy as link A link to this task is placed into the clipboard Right click in the Task Notes tab of the task in which you want to create a link On the menu select Paste Repeat steps 1 5 to insert additional links QUAND Note An example of a link to a task in the same MLO file mo 9FBDC6E4 3D95 4F02 8EF0 3AB5D4CE6507 To insert a link to a task in another MLO data file Open the MLO data file containing the task that you want to link to Right click this task in the Outline On the menu select Copy as gt Copy as URL The URL of this task is placed into the clipboard Open the MLO data file containing the task in which you want to create a link Right click in the Task Notes tab of this task On the menu select Paste Repeat steps 1 6 to insert additional links NOg e UNLZ Note To convert the pasted URL
106. ns User manually saves the changes You need to click Ctrl S to save your data file after changes as you usually do with document editors Critical updates like synchronization are still saved automatically in this mode See also Auto save Create Open and Save MLO Eiles Import Export Backup The Rapid Task Entry Dialog The Rapid Task Entry dialog option accessed from Tools gt Options allows you to set up the behaviour of the Rapid Task Entry dialog The parameters you set are stored in the Windows registry and are applied to all MyLifeOrganized instances Enable Rapid Task Entry dialog from tray icon Enables this advanced feature Close dialog after adding task s If this option is checked the dialog will close automatically when you press the Add task s button Stay on top The Rapid Task Entry dialog will stay on top of all other Windows applications Clicking on tray opens Rapid Task Entry If this option is checked left clicking on the MLO dialog system tray icon will activate the Rapid Task Entry dialog rather than open the MyLifeOrganized main window Place additional text in task note if text If the name of a task you have entered in the Rapid entered is greater than XX characters Task Entry dialog is longer than XX characters the task name will be truncated and the entire text will User s Guide 122 Chapter 10 10 2 5 be placed in the task note Inact
107. nsider how important it is to complete the task wth respect to the parent project IMPORTANT The Importance for parent will NOT be displayed on the task properties page if the Importance Urgency check box is NOT selected on the Appearance page of the Options dialog box See also Understanding of To Do List Ordering Options Appearance Urgency For each task you can specify its Urgency This parameter is used in to do list ordering To change urgency of a task 1 Open the Properties Pane by selecting menu View gt Properties Pane 2 Select the Properties tab and open the General section 3 Drag the Urgency slider right to increase the urgency of a task Tip You can use Alt 2 shortcut to perform actions 1 and 2 above IMPORTANT The Urgency wil NOT be displayed on the task properties page if the Importance Urgency check box is NOT selected on the Appearance page of the Options dialog box User s Guide 58 Chapter 6 6 4 6 5 See also Computed Score Priority Understanding of To Do List Ordering Options Appearance Goal for week month and year MLO helps you organize your goals You can indicate that a task is a weekly goal monthly goal or yearly goal The special Goals view is designed to easily review all your goals The weekly goal is what you should focus your activities on for the week Monthly goals should be reviewed on a weekly basis to determine specific actions that can be done thi
108. nts blank page To Do View prints the current To Do view with specified parameters You can split a view on several PocketMod pages by selecting Print View Page parameter which specifies what page should be taken from the view So you can place View Page 1 on the PocketMod Cover and View Page 2 on another PocketMod page Note the settings for the views split across pages should be identical so that pages are split correctly Outline One task prints selected task with its notes or branch of the outline Widget prints different widgets like Lines or Day Hourly schedule Widgets can be also imported from files RTF is used to create widgets See example of PocketMod widget in this file lt MLO gt Reports PocketMod W eekly rtf Note The Microsoft Word application is needed to print MyLifeOrganized PocketMod Tip If your Pock etMod does not fit into the page click Global Settings and select Report template for A4 or Letter number of lines printed on each PocketMod page and wath of each line in pixels Adjust these parameters for the Pock etMod to fit your page See also Printing and Reporting 9 9 Archiving Archiving is a way to backup or delete old completed tasks from MyLifeOrganized Depending on the configuration completed tasks that are over a certain age can be moved to an archive data file copied to an archive data file or deleted permanently Archiving can be run manually or automatically according to a schedule yo
109. o show the Dependency property section Task Format Check to show the Format property section Task Statistics Check to show the Task Statistics property section See also Understanding of Main Window 10 1 2 Automatic Formatting Here you can setup Automatic Formatting rules See also Automatic Formatting 10 1 3 To Do List Ordering Options This options page allows you to adjust the parameters used in the task list ordering algorithm when Computed Score is used to sort tasks These parameters are stored in the current MLO data file User s Guide Options 117 10 1 4 Weight factors Due date Start date Weekly goal These settings control how greatly each parameter affects the position of the task in the task list The higher you set a weight the more influence the parameter will have on the list ordering Use increased priority for overdue tasks check this option to boost priority of overdue tasks Prioritization method This option represents which slider Importance Urgency or both will affect the position of the task in the task list Restore all Tasks to normal Importance and Urgency Click this button to reset Importance and Urgency parameters of all tasks to the Normal value Note The Restore default button will reset all Computed Score Priority parameters to their default values For more details on how these parameters are used in the to do list ordering please refer to the topic on Computed S
110. o simply want an easy way to shuttle data back and forth between Outlook and MLO This mode makes minimal use of Outlook fields and features Advanced Outlook Mode provides advanced MLO data via Outlook s advanced and user defined fields The target audience is advanced users of the Outlook GTD Add in tool and Palm power users that are using tools such as KeySuite and Beyond Contacts Data is mapped in such as way as to leverage the advanced features of these various tools without breaking the ability to perform bidirectional syncing between the Palm and MLO After you have selected your preferred mode the Outlook Sync Options dialog opens This dialog includes four tabs with a variety of settings that you can change if you want to create a Custom Sync Mode different from any of the built in presets Custom Mode is intended for power users who are not satisfied with any of the standard presets Custom Configurations can be saved to a MLO Outlook Sync Settings file mos which is actually XML file for future reuse and sharing amongst users This mode allows you to configure the tool to meet specific unique needs that cannot be anticipated ahead of time Custom Modes can be saved to named mos files If you plan to work in one of the preset modes you can skip the following information and go on to Section 3 0 Notes and Troubleshooting 2 3 2 General Tab 2 3 2 1 New Outlook tasks will be added to this root MLO task If you create new
111. omplex inputs You can use short and long week day names and names of months in English or in your current locale You can also use phrases like today tomorrow next Friday in 3 weeks in 4 weeks Fri in 3 years in 2 months 1 week 4 days etc You can use abbreviation d day s w week s m month s or minute s min minute s h hr hrs hour s Examples Send report next Tue 11am Send report in 3 weeks Monday 15 30 remind me tomorrow 10am Send report Jan 10 Send report February8 2009 context Send report in 1 month 2 weeks 1 day ProjectX Reports Send report in1m2w1d Send report remind me in 3 hrs Reserved words MLO tries to interpret your input and separate reserved words from the task caption However it is not always possible For example if you use numbers in the task caption it may be interpreted as a date or User s Guide More Advanced Features 105 you may want to use reserved words reminder context etc If MLO fails to correctly parse your entry use quotation marks to separate you task caption from parameters that should be parsed Examples Inform about meeting wth Bob tomorrow 16 00 tomorrow at 16 00 remind me 10 m Send next reminder to Jim tomorrow The text inside quotation marks is not parsed and placed in the task caption Complete list of reserved words 1 The week day names short and log in English and in your current locale Mon Monday Sun Sunday 2
112. on the LAN or on an FTP server This data file is used as a shared database file which serves the sync hub 3 Adda Synchronization Profile to be able to synchronize his or her data file with an MLO file located on the LAN or an FTP server 4 Synchronize his or her MLO data file with the one located on the LAN or an FTP server The manager can get the most up to date information on the progress of the assigned tasks and thus calculate the percentage completion for the entire project by regularly synchronizing his or her file with the one located on the LAN or a FTP server Each Subordinate s Setup User s Guide More Advanced Features 91 9 2 6 1 Create an MLO data file 2 Add a Synchronization Profile to be able to synchronize his or her data file with the MLO file located on the LAN or a FTP server 3 Synchronize his or her MLO data file with the one located on the LAN or an FTP server The team members can report to the manager on the current progress of the assigned tasks by synchronizing his or her file with the one on the LAN or an FTP server at agreed intervals See also Collaboration using MLO Cloud Adding a Synchronization Profile Synchronizing Data Files Editing a Synchronization Profile Deleting a Synchronization Profile Importing and Exporting Synchronization Profiles Synchronization for Portable Scenarios The synchronization feature of MLO enables users to manage tasks in various portable
113. onable at the moment or if it contains only reference User s Guide Task properties 59 6 6 6 6 1 information Note Tasks which are set to be hidden in the To Do list will appear dimmed in the Outline Complete subtasks in order You can instruct MLO to place the next subtask of a project in the To Do list only after the previous subtask is completed This way you can create projects where certain tasks are dependent on the completion of other tasks Note This option can be suppressed and all subtasks shown in the To Do list if Available is set in Action Filter To assign To Do visibility parameter to a task 1 Select task s in the outline 2 Click the Properties Pane and open the General section 3 Select an option in the Task To Do Visibility group See also To Do List Options Appearance Importance of the Task Timing amp Reminder The Timing amp Reminder property section contains the following parameters for a task Start date due date lead time Task recurrence Reminder IMPORTANT The Timing amp Reminder property section wil NOT be displayed on the task properties page if the Timing amp Reminder check box is NOT selected on the Appearance page of the Options dialog box Tip Date and time text input fields are very powerful they are interpreted and converted to valid dates and times For example you can type in 30 min or tomorrow at 20m See Input parsing for more
114. ontains or includes multiple Subtasks which must be completed before the parent task is considered to be complete Project In general terms any Task that has Subtasks In MLO you can indicate that a certain task is User s Guide Glossary 133 a Project by setting the special task property All marked projects are included in the Projects view Start Date The date by which a Task must be begun in order to complete it by its Due Date Also the first day a Task will appear in the To Do List Subtask A group of Tasks that must be completed in order for their Parent Task to be completed Task An item of work that needs to be completed In general terms a task can be either a single item of work or a larger piece of work that can be broken down into easier quicker Subtasks In MLO any task can be converted to a Goal or Project Time Required An estimate of how long it will take to complete a task To Do List A non hierarchical list of Tasks that require attention The To Do List can be filtered sorted and grouped according to different settings saved as To Do List View Tree Another name of the Outline Urgency A measure of how necessary it is to complete a Task immediately An urgent task is one that has a deadline in the near future View A particular way of displaying a filtered sorted and grouped Tasks XML A standard format that is recognized by various types of applications a
115. our data from Cloud to avoid duplications 2 Select menu Settings gt Cloud Sync 3 Enter your MLO Cloud credentials 4 Select a file on MLO Cloud to sync with 5 Select Save 6 Select Synchronize from the main menu 2 Using BlackBerry Device Manager and USB connection How to sync MLO Desktop with MLO BlackBerry using USB connection 1 Make sure BlackBerry Device manager is installed and running on your computer Connect your BlackBerry Device to your computer 3 Run MLO on BlackBerry 4 Run MLO on Desktop 5 In MLO on Desktop select File gt Synchronization 6 Click New 7 8 9 1 N Enter the Sync profile name for example Bob s BB USB Sync Click Sync to BlackBerry connected to USB Click Browse and select file on the BlackBerry you want to sync with 0 Click OK to save your Sync Profile User s Guide More Advanced Features 89 9 2 4 9 2 5 11 Click Close to close Synchronization dialog 12 Click F9 Tools gt Synchronize to sync to BlackBerry See also MyLifeOrganized Cloud Synchronization profiles Adding a Synchronization Profile WiFi Synchronization WiFi Synchronization allows you to synchronize MLO Windows with MLO on mobile devices such as iPhone connected to the same WiFi network The data transfer performed to your device directly You can sync only if you located near your PC with MLO Windows running on it How to sync your device with ML
116. ow Hierarchy No v Show Completed Yes Time gt Effort Walk the dog 5 days a week Start Date 9 Work out in home gym twice per week proa j Start playing golf or tennis again Add advanced Take a course on stock market investing Take a course on real estate investment Learn about Real Estate fundamentals Group amp Sort Learn to read write speak Dutch fi Take a Carribean cruise with Joca Save View x Visit friends and family in Santa Barbara Visit family in Canada during the summer of 2014 1 Task Outline The Task Outline contains your folders goals projects tasks and subtasks in a hierarchical structure 2 To Do List After you have entered all your goals projects and tasks into the Outline MLO can display only those tasks that require immediate attention These tasks are placed in the To Do list The To Do list is a simple list of actions which can be grouped by contexts or other task properties See more information about Outline To Do Views and Workspaces 3 Show Hide Task Properties This button opens and closes the task properties pane and notes window 4 Task Notes or Notes Preview The task notes section contains a plain text editor to add notes to a task There are two modes to edit notes 1 Notes preview with text edit in full panel 2 Edit notes without preview To switch modes right click on Properties pane select Configure and click Edit notes in full panel The ta
117. plication and how they work together Outline Outline is the list of Goals Projects and other tasks displayed in hierarchy that shows the relationships of subtasks to their respective parents The Outline is used to organize your tasks You can view your Outline using different views When you create a new data file MyLifeOrganized creates several default Outline views for you The new tab Outline is also created When you click on this tab the Outline view All tasks is selected Note The Outline is just a definition of filtered tasks views presented hierarchically You can create your own Outline view by creating new custom hierarchical view More details about Outline The To Do List After you have added all your goals projects tasks and subtasks to the Outline MLO can display only those tasks which require immediate attention and place them in the To Do List This is a simple non hierarchical list of actions selected from the entire Outline This list can be sorted and grouped using different parameters You can view your To Do list using different views When you create a new data file MyLifeOrganized creates several default To Do list vews for you The new tab To Do is also created When you click on this tab the To Do view Active Actions is selected Note The To Do list is just a definition of filtered tasks views presented in a plain non hierarchical list You can create your own To Do lists by creating non hierarchica
118. ption entered to the task list if you press Alt Enter instead of Enter User s Guide More Advanced Features 103 Parsing input in date time pickers Date time pickers like Start Due and Reminder can parse user s input and convert it to valid date and time Days of the week and months can be used in English and your current locale Here are the examples of valid input which can be converted to date and time tomorrow 3pm in 5 days Friday nearest Friday in future next Friday next Friday after nearest Friday in future Tue 11 20 Jan26 August 26th Nov 26 08 in 3 weeks 20m in 3 weeks Fri in 30 min in 2 months today in 1h 25 min next year 3 26 2008 26 3 2008 Parsing input in Rapid Task Entry dialog and Outline If you want MLO to parse date and time from your input you should enter your tasks using the following pattern lt What gt lt When gt Examples Organize party wth my friends 5 22 Call Jim tomorrow 4pm Prepare report for Bob 15 10 22 5 Note Parsing is deactivated in Rapid Task Entry dialog by default To activate it you should open this dialog click Options button and check Parse input like check box Note Date and time is parsed according to the rules applied for date time pickers described above Tip use s or start to put the date only in the start date field when parsing in RTE or the Outline Call Bob tomorrow s Tip use d or due to put the date only in th
119. r You can configure different Alert Actions for each reminder such as play sound send e mail etc To set Alert Actions for a reminder 1 In the Timing amp Reminder property section click the Advanced button 2 In the dialog Setup Reminder check Alert Actions you want to be executed for this reminder 3 Click OK List of Alert Actions Alert Action Description Activate in Reminders Window Activate Reminders Window and place the task description in it You can then dismiss or snooze the reminder in this window Show Desktop Alert A Desktop Alert is a notification that appears on your desktop and fades automatically Set this option to show the task description in a Desktop Alert Note If you want to keep a Desktop Alert visible so that you can take more time to read it pause your cursor on the alert before it fades from view Send e mail Sends an e mail message with the task description to selected e mail addresses Separate e mails with semicolons Click Setup to configure SMTP options User s Guide Task properties 63 6 7 6 7 1 6 7 2 Run application You can run any application or reminder Type the application command line in the text input Show modal dialog Check this option to show a modal dialog with task description when the reminder is activated Play sound Check this option and select a sound file to play it when the reminder is activated
120. r Pane See Manage To Do List Views for more details See more about automatic and manual sorting See also Task Filtering Manage Views Manual sorting Understanding Task List Ordering Tasks on the list can be sorted either automatically or manually Automatic sorting You can select different options to automatically sort the task list Automatic sorting of the task list depends on the parameters you set for the tasks One of the automatic sorting mode is Computed Score Priority You will get excellent results if you take the time to configure the tasks more or less correctly You will find that MyLifeOrganized will do an excellent job in presenting to do lists that are sensibly prioritized according to the importance urgency and date Manual sorting You can switch from automatic sorting to manual sorting for any View When a View is in manual sorting mode you can manually reorder the tasks in the list by dragging them to the desired positions To switch to and from manual sorting mode click Sort button in Filtering Pane and select Manual sorting option See also Computed Score Priority To Do List Ordering Options User s Guide 46 Chapter 5 To Do List 5 3 3 1 1 Computed Score Priority 5 3 3 1 1 1 Computed Score Priority mode uses the details you supply about each task to compute an individual score for each task in your outline These scores are then used to provide a priority ordered task lis
121. rchives it anyway See Archiving Using AutoArchive for more details on the do not archive branch option Copy old tasks to archive Specify a data file where you would like to copy or move old tasks Remove old tasks after copy i e move to selected archive If you set this option the original archived tasks will be removed from the current data file after being copied to the archive file If you clear this option archiving will just copy old tasks to the selected archive file This could be useful if you want to review archived tasks before removing them from the current data file Permanently delete old tasks If you select this option old tasks will be deleted permanently during archiving See also Archiving Using AutoArchive Archiving Using AutoArchive MLO can perform archiving automatically every N days To activate this feature you should setup AutoArchive settings User s Guide 112 Chapter 9 9 10 How to setup AutoArchive settings 1 On the Tools menu click Options and then click the AutoArchive 2 Check Run AutoArchive every N days 3 Setup other AutoArchive settings see AutoArchive settings for more details 4 Click OK Note Once configured the AutoArchive procedure starts on the specified day a few minutes after you open the MLO data file If you do not want a task and all its subtasks to be archived check option Do not archive tasks in this branch for this task How to set
122. re Advanced Features 85 9 2 1 3 9 2 1 4 9 2 1 5 Editing a Synchronization Profile You can edit a Synchronization Profile to adjust some of an item s parameters For example the location of the remote file that you synchronize the local file with has changed and you need to update the path to the remote file To edit a Synchronization Profile 1 On the File menu click Synchronization 2 Inthe Synchronization dialog box select the item that you want to edit and click Edit 3 Change the synchronization parameters on the General Branch sync and Advanced tabs as needed and click OK Note For a description of the synchronization parameters see Adding a Synchronization Profile See also e Adding a Synchronization Profile e Synchronizing Data Files e Deleting a Synchronization Profile e Importing and Exporting Synchronization Profiles Deleting a Synchronization Profile You can delete a Synchronization Profile that you no longer need To delete a Synchronization Profile 1 Onthe File menu click Synchronization 2 Inthe Synchronization dialog box select the item that you want to delete and click Delete 3 Inthe Confirm MyLifeOrganized message box click Yes See also e Adding a Synchronization Profile e Editing a Synchronization Profile Importing and Exporting Synchronization Profiles You can use a Synchronization Profile defined in another data file and previously saved as an MLO sync
123. receded by the path and Postfix if you want the task name to be followed by the path name 6 Click OK Tip In the Example section you can review how tasks will be displayed in the To Do list wth the current settings See also The To Do list 10 1 5 WiFi Synchronization WiFi Synchronization allows you to synchronize MLO Windows with MLO on mobile devices such as iPhone connected to the same WiFi network The data transfer performed to your device directly You can sync only if you located near your PC with MLO Windows running on it This options page will help you to pair with your mobile device It displays the current status of WiFi sync pairing for the opened file and additional information and instructions See also WiFi Synchronization MyLifeOrganized Cloud 10 1 6 AutoArchive You can setup AutoArchive settings to instruct MLO to perform archiving of old completed tasks automatically every N days Run AutoArchive every NN days Check this option to enable the AutoArchive feature Prompt before AutoArchive runs Check this option if you want MLO to show a message before archiving begins Clean out tasks completed more than XX ago This option shows how old completed task should be to be archived Clean out completed tasks only with all subtasks completed Check this option if you want only tasks with all subtasks completed to be archived Otherwise a task with uncompleted subtasks will be ignored during archiving even if it is old
124. rintable version of MyLifeOrganized User s Guide from our web site 3 1 The Main Window Here is a brief overview of each element in the MyLifeOrganized main window User s Guide Getting Started 13 MLO program team Tiger Team Reporting F 4 li Ligertesm hep VS Develop new tm 34412012 Y Y Run QUsactin 81142012 1 Add L3 Online Pre _ Career Development a LS Workorquaterym Y Createmindmapstorn Create mindmaps for Product Skills Development Someday Maybe 13 5 02 56 To Ankoud Hicham Ketchum Powell Joshua Marasky Don Importance 100 Urgency 100 F Folder F Hide the branch in To Do M Complete subtasks in order This task is a goal for None Month O Week Yea E gt Timing amp Reminder gt Project User s Guide 14 Chapter 3 Mylife mi MylifeOrganized Outline Work Life Home a gt Ideas a 22 30 000 Feet One to Two Year Goals gt Mental amp Physical Health gt Go sing in West Virginia gt 5 AC Active Actions E Zoomed to 30 000 Feet One to Two Year Goals Click to zocm out Filter 9 Views Active Actions gt gt 4 General Gy Scan all 35mm negatives Show Actions Active Purchase HD Camcorder Scan photos from mom Ride bike once per week spring amp fall Go rollerblading twice per month Contexts ME Go skiing in West Virginia A Workout on the elliptical trainer 3 days per week Sh
125. riodical review of your projects and tasks Once the project is reviewed mark it by command Mark Reviewed to move the review on next date To change the View from views pane 1 Double click Outline in the left panel with views to expand all Outline views 2 Select the view you need To change the View from menu 1 Click the Views lt View Name gt header to open the pop up menu containing a list of views 2 From the pop up menu select the view you need Tip You can create your custom views using filtering grouping and sorting Tip You can use the Alt V shortcut to open the view pop up menu Tip To save the space on the screen you can hide task views pane by selecting menu View gt Task views pane Alt F1 See also Outliner Workspace tabs Goals Setting Projects Tracking Zoom In and Zoom Out 5 1 2 Adding a Task or Subtask A task can be added below the selected task or as a child of the selected task To add a task 1 On the Task menu click New task and type a task name Tip You can also press the Insert key shortcut or use New task toolbar button User s Guide Basic concepts Outline To Do View Workspace 31 5 1 3 5 1 4 To add a subtask 1 Click the task you want to add a subtask to 2 Onthe Task menu click New subtask and type a subtask name Tip You can also press Alt Insert as a shortcut or use the toolbar button See also Actions on Tasks Qutliner D
126. roup the To Do list by assigned Contexts A Context can include other Contexts so it is easy to construct a realistic model of your everyday Contexts or situations For example the Context Computer store could be included by the more general context Shopping so you can either bring up all shopping tasks or bring up tasks only for the Computer store Another way to think of Contexts is as categories for the tasks Several contexts can be assigned for a task The contexts could be also open or closed 4 View the automatically generated To Do list After you have entered your goals projects and tasks into the Outliner MLO will display only those tasks that are ready for your immediate attention These tasks are placed in the To Do list a simple list of actions In the default Active Actions view tasks that have uncompleted subtasks are not shown in the To Do list and scheduled tasks appear in the list only at appropriate times See the To Do List topic for more details on how the to do list is created The To Do list can be sorted by priority so that you stay focused on what is really important to you separate importance from urgency and overcome procrastination The tasks in the To Do List can also be filtered based on different parameters such as context amount of time you have available right now etc The tasks on the To Do list can also be grouped by various properties lt is easy to create a customized To Do List
127. rties that you assign to them To make it easier to view your uncompleted tasks without being distracted by those that are already done there is a button to hide completed tasks from the display You can hide all completed tasks or completed tasks which are older than a specified time There is a refresh option F5 to update the display with all recent changes You can also select from a list of Outline views that will display all your tasks only your goals only your projects etc If you want to view only subtasks of a single goal project or parent task you can zoom in to that task and all other tasks will be removed from the display so that you can concentrate on the branch at hand See also Creating Tasks and Subtasks Rearranging the Outline Outline Navigation Actions on Tasks Zoom In and Zoom Out Views Default Outline Views You can view tasks in the Outline in different ways called Views View name View description All Tasks Shows all tasks and subtasks displayed the way you entered them User s Guide 30 Chapter 5 Projects Shows tasks with property Project checked with their subtasks Goals Shows tasks set as Goals with their subtasks you can assign this property from the General section of the task Properties Pane Review Shows all tasks and their subtasks with property Next Review set for today or for the past This view is used to perform pe
128. s Use MLO data The MLO item will overwrite the Outlook item Use Outlook data The Outlook item will overwrite the MLO item Add records to both sides Both versions of the item will be added to both MLO and Outlook If you check Show warnings on conflicts you will be shown a warning if an item has been changed in both MLO and Outlook The log file will contain detailed records about all conflicts You can want to analyze the conflicts and remove duplicated tasks from MLO or Outlook 2 3 2 6 Encode MLO project name A task s immediate parent project its primary project can be encoded into the Outlook task subject during sync to Outlook Note This encoding supports a commonly used approach of individuals following the GTD philosophy via a scheme sometimes referred to as the pigpod method or vanilla GTD See the Palm_GTD Yahoo group for extensive discussions of this topic The primary project name is either prefixed or suffixed with the title of the MLO task The available encodings are Notation Location Project Prepended to subject Project Appended to subject lt Project gt Prepended to subject lt Project gt Appended to subject 2 3 2 7 System settings Use redemption library to avoid Outlook security warnings Check this option to use Outlook redemption library during sync process The redemption library is needed only to avoid Outlook security warnings during sync process You can download the redemption
129. s Mark tasks as Projects by checking This is a project in the task s properties under the Project section of the properties pane Mark tasks as Goals by setting the This tasks is a goal for property of the task under the general section of the properties pane For more information on creating tasks see Adding a Task or Subtask 2 Ask yourself what is important For each task you can specify its importance to it s parent task to the goal the task will contribute to In other To Do programs when you set the priority of a task you must set an absolute priority in relation to all other tasks in your list This is very difficult to determine sometimes In MLO the process of setting priorities is made easier you only consider how important each task is to completing its parent task or project If you later change the importance of a project all of it s sub tasks will be reprioritized accordingly without you having to change the importance sliders for those subtasks individually See the Importance for parent topic for more details 3 Assign Contexts to each task Some tasks in your list can be completed only in certain Contexts or situations For example say the User s Guide Getting Started 17 task Buy new mouse cannot be completed unless you are in a computer store Thus you may want to create a new Context named Computer store or Shopping and assign this Context to the task Later on you can filter or g
130. s Alt F The tasks are selected using a conjunction of Action Filter Hierarchy Filter Completion Filter other Filter Controls and Advanced Filter Action Filter With the Action Filter you should select what types of the tasks are placed to the filtered list There are five options for this filter 1 Active If Active is selected as the Action Filter then only Active tasks are placed in the list first and then other filters can be used to select tasks from this list To be placed on the list of Active actions a task must meet all criteria listed below 1 the task must not have subtasks or these subtasks should be completed 2 the task must not have completed parent tasks 3 the Start Date for the task is not set or Start Date is now or in the past 4 the task must not have the option Folder checked 5 the task must not have the option Hide branch in To Do List checked for this task as well as for any of its parents 6 If one of the task s parents has the option Complete subtasks in order checked this task must have all above siblings completed to be placed in the list Or these siblings can have Hide in To Do option set 7 If the task has dependency tasks these dependency tasks must have been completed 2 Available User s Guide 42 Chapter 5 If Available is selected as the Action Filter then only Available tasks are placed in the list first and then other filters can be used to select tasks from this li
131. s and to install it on up to five computers as long as only one person uses the software This way you may install it at home and in office for your personal use Additional licenses are necessary if more than one person is using the program Along with the license to use the software you will receive free updates of MyLifeOrganized to all new minor versions in appropriate Edition Anyone that bought the full professional version would get free upgrade to all new updates including major released within 12 months from the date of their purchase Please visit the MyLifeOrganized application website at www mylifeorganized net for additional information about acquiring the fully functional version Liability Although we tried to make the MyLifeOrganized application as bug free as possible no software is completely error free Descriptions of the bugs will be gladly accepted but we cannot guarantee that we will be able to correct them MYLIFEORGANIZED SOFTWARE IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND OR SUITABILITY FOR A PARTICULAR PURPOSE User s Guide License Agreement 129 THE USER ASSUMES THE ENTIRE RISK OF ANY DAMAGE CAUSED BY THIS SOFTWARE INNO EVENT SHALL THE CREATOR OF THIS SOFTWARE BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES WHATSOEVER INCLUDING WITHOUT LIMITATION D
132. s custom filters groupings and sorting rules for the task list 11 Manage Views Pane Any filtering and grouping you define can be saved as a View You can also reset settings to the previous state on this panel Tip To manage views rearrange rename delete etc you can use the Views Pane Just right click on a Viewin the Views pane and select a command from the menu Drag and drop views in the Views pane to rearrange them 12 Navigation While you are browsing through the outline of your tasks you can use various navigation buttons to move back forward or select different levels The full path to the selected task is displayed under tabs Click on the full path to select another level You can also use Workspaces tabs Task Links Bookmarks and Keyboard Shortcuts to speed up your outline navigation 13 Search tasks MyLifeOrganized includes a very fast full text search feature 14 Workspace tabs Workspace tabs are used to switch quickly to a different way to see your tasks For example in one tab you can focus on a current project while in a second tab you view your household chores list In a third tab you might choose to manage your Inbox And you can switch between these Workspaces with a single click When you create new MyLifeOrganized file there are two default tabs are created Outline with All Tasks view selected to see all your tasks in hierarchical view and To Do with Active Actions view selected to see only acti
133. s to a Task Flags Starred view Advanced Task Properties In the Advanced Task Properties dialog you can edit task properties like completion date and custom AutoArchive settings for current task How to open Advanced Task Properties dialog 1 On the Task menu click Advanced and then click Properties System properties tab Created Modified Completed Dates of creation modification and completion of the selected task Task ID Internal task ID AutoArchive tab Do not archive tasks in this branch If this option is set the current tasks and all subtasks will not be archived during AutoArchive See also Archiving Using AutoArchive Task properties User s Guide 70 Chapter 7 7 7 1 Contexts Understanding Contexts Many tasks can be completed only in certain Contexts or situations For example you can complete task Buy the compact disk only when you are in the music store So you can create new Context Music store and assign this Context to the task Now you can select Context Music store in the Context filter to see only tasks assigned to this Context You can also think of the Contexts as categories for the tasks Each Context can also include other Contexts in the hierarchy Each Context can have an open closed schedule You can create rename delete and assign parameters for Contexts in Manage Contexts dialog To open this dialog select menu Tools gt Manage Conte
134. s week to achieve monthly goals Yearly goals are usually reviewed on a monthly basis to determine if some of them can become goals for the current month To indicate that the task isa goal 1 Select a task you want to set as a goal 2 Onthe General section of the task Properties Pane select Week Month or Year Tip You can use a configurable hotkey to make a task a weekly goal Alt W by default Note The weekly goal parameter can be used in to do list ordering Note Weekly goal tasks are marked wth in the task list Note Completed goals are marked with a Green Tick icon in the task list IMPORTANT The Goals will NOT be displayed on the task properties page if the Goals check box is NOT selected on the Appearance page of the Options dialog box See also Outline Views Options Appearance Understanding of To Do List Ordering Projects Tracking Task To Do List Visibility Task To Do List Visibility determines whether the task should be included in the To Do list in standard views Folder This task is not shown in the To Do list in standard views because it is just a container for other tasks Folders contain tasks but unlike regular tasks that have subtasks folders do not appear in the To Do list themselves after all their subtasks are completed Hide the branch in To Do List This task and all of its subtasks are excluded from standard views on the To Do list This option is usually needed ifthe entire branch is not acti
135. sk notes editor supports hyperlinks and links to other tasks 5 Properties Pane The Task Properties Pane contains many parameters that can be set for each task It is here for example that Contexts can be assigned to the task as well as other parameters such as Task Importance or Due Date User s Guide Getting Started 15 6 Property Sections Task properties are grouped into Property Sections Click on a Property Section to expand or collapse it You can also use Keyboard Shortcuts for quick access to the Property Sections Which parameters appear in each section can be set in the Options dialog box on the Appearance page 7 Views All tasks in MyLifeOrganized can be filtered sorted and grouped in various ways and the filtering sorting and grouping rules stored as Views To switch to another view use one of the ways below 1 Select a view in the left panel with Views tree 2 Click on the column where the current view name is displayed and select other view in the list opened 8 Columns You can choose which columns to display in the current View Right click on the column header to see the full list of columns The columns configuration is stored for each view 9 Show Hide filter for current view Click to show or hide the filter pane with filtering sorting and grouping rules for the current view 10 Filter Pane Sections The filtering properties are grouped into Filter Sections and allow creating variou
136. st To be placed on the list of Available tasks a task should meet all the criteria listed for Active Actions except 6 and 7 This means that the option Complete subtasks in order and Dependency are not considered when retrieving the tasks for this list The subtasks will appear on the list normally even if the parent task has Complete subtasks in order option set and even if dependency is set 3 Next Actions If Next Actions is selected as the Action Filter then only Next Actions are placed in the list first and then other filters can be used to select tasks from this list To be placed on the list of Next Actions a task should meet all the criteria listed for Active Actions However only one first active task for each project is placed in the list Note If there are Active Tasks wthout parent project then only first task for each root task is selected Note If a project does not have open tasks then this project itself is also placed on the list as Next Action 4 Completed If Completed is selected as the Action Filter then only Completed tasks from all levels of the outline are placed in the list first and then other filters can be used to select tasks from this list 5 All If All is selected as the Action Filter then all tasks from all levels of the outline are placed in the list first and then other filters can be used to select tasks from this list Hierarchy Filter With Hierarchy Filter you should select if parent tasks an
137. sub options described below This mode exists for three reasons First it is useful if you have Outlook tasks that you want to be moved to MLO when first starting Second it allows you to use the legacy sync behavior of MLO if you desire it Lastly this option provides a simple method for creating a backup copy of all MLO tasks within Outlook to any desired folder Sync only Outlook tasks containing this string in the category If you type a string of characters into this box only Outlook tasks whose category includes this string will be synchronized For example if this box contains MLO tasks in the MLO Task or MLO Project Outlook categories will be moved to MLO but tasks in the Task and Project categories will not be moved during sync process If you leave this box empty all Outlook tasks will be synced with MLO When a task is deleted in MLO This option is enable is you typed process category described above By making a selection from this dropdown box you can choose to have tasks which have been deleted in MLO also be deleted in Outlook or to have them moved to Outlook and assigned to a particular category specified in the following text box For example you can use a category such as Deleted from M_L_O Note If you process all Outlook tasks during sync substring for task category is empty the only option for deleted in MLO task is available corresponding tasks will be also deleted in Outlook Note There is a limit
138. t The factors that contribute to each task s score are its Importance its Urgency and Time 1 Importance Set the importance of each task only with regards to its parent item Items with higher importance will be near the top of the task list If a parent task has a lower importance that will lower the importance of its child tasks Importance inherits down the 2 Urgency Set the urgency of each task only with regards to its parent item Items that have a higher urgency will be near the top of the task list Ifa parent task has a higher urgency that will raise the urgency of its child tasks Urgency inherits down the outline 3 Time If you set a due date or a due date start date then the urgency of the task will be boosted as those dates get closer and are passed Urgency will continue to climb even if the task is severely overdue How much effect the start and due date will have on the overall urgency of the task can be configured in the MLO preferences The preferences allow you to set the start and due date weighting factors individually The higher you set the weights the more influence the dates will have on the list ordering MLO allows you to configure it to order tasks by just importance just urgency or a combination of both More details on Computed Score Priority More Details on Computed Score Priority Computed Score Priority mode uses the details you supply about each task to compute an individual score for each task
139. t Right Ctrl H Reminder Toggle This is a Project Max time required Toggle Weekly goal Set Due Date for a task Increase decrease task due date by one day Increase decrease task due date by one week Create a task Context Create a subtask Delete a task Context Zoom in Zoom out Jump back forward to previously selected task Jump forward to the next task in history Highlight a task 75 The list of the shortcuts is not complete here Please discover other shortcuts in the application main menu local menus and hints to the commands In task properties press Alt to see underlined chars which are the shortcuts for corresponding commands Note You can change the default keys or key combinations assigned to the common MLO functions or commands For more information see Hot Keys User s Guide 78 Chapter 9 More Advanced Features Automatic Formatting Automatic Formatting uses rules to format tasks individually based on their properties For example you may want to underline and set an icon for all the tasks that were created this week and contain the word report in the subject Below is how you can do this To create a custom Automatic Formatting rule 1 Click menu Tools gt Options select the Automatic Formatting page and click Automatic Formatting Rules 2 To create a new rule click Add in the Automatic Formatting dialog and then edit the rule name in Rule name
140. t on the Properties tab in Manage Contexts dialog Hide this Context in the To Do list Context filter User s Guide 72 Chapter 7 If this option is set the Context will not be shown in the Context filter list on the filter pane Hide this Context in the task properties Context selector If this option is set the Context will not be shown in the Context Selector for task Contexts option Hotkey You can specify a hotkey to toggle the context for a task Tip if you assign the identical hotkeys for different contexts then a local menu with the list of all these contexts wil be shown when this hotkey is pressed User s Guide 74 Chapter 8 8 Keyboard Shortcuts The MLO team pays special attention to accelerating application usage There are keyboard shortcuts for frequently used operations The most important keyboard shortcuts are listed below Note Not all keyboard shortcuts are listed here Please investigate the application menu local menus and hints to find out the shortcut for the operation you need Shortcut Action or command Alt F1 Task views pane open close Alt F2 Properties pane open close F12 Full screen Alt 1 Toggle between Task List and Task Notes Contexts List and Contexts Notes Alt 2 General properties section open close Alt 3 Timing amp Reminder properties section open close Alt 4 Effort properties section open close Alt 5 Project properties section ope
141. ter Hierarchy Filter and Completion Filter These filters are described in Task Filtering section Text You can filter the task list by any text contained in the task title task notes or context assigned to a task Click the configuration button in this section to select where to find the text Contexts You can filter the task list by Context In this case only tasks assigned to this Context or any of its included Contexts will be listed in list Ifa Context you have selected is closed at the moment the tasks associated with this Context will NOT be shown in the list unless you check the Include closed check box Several contexts can be selected if Ctrl Click is used Change operation to AND to see the tasks that contain all selected contexts Change operation to OR if you want to see tasks that contain at least one of the selected contexts Flags You can filter the task list by Flag In this case only tasks assigned to the selected flags will be listed in list Time You can filter the list by the time you have available now MLO will list all tasks that fit into the time using current sorting order for you to choose the best fit So for a task to be listed in the list with the Time filter set its Time required for the task Min and Max values must be inside the range selected in Time filter Tip click to Look up in Outlook link to calculate the time you have before next appointment in your Outlook calendar Effort Yo
142. ter 9 9 2 1 9 2 1 1 e Tasks stored in another MLO data file which is located on another computer on the LAN or on an FTP server You can use this type of synchronization if you collaborate with other people on the same projects or tasks Tip this type of synchronization is not recommended anymore since entire file transferred on each sync Use MLO Cloud instead since it works better sending only updates to from the Cloud and handling conflicts e Tasks stored in another MLO data file which is located on removable media such as a USB flash drive Choose this type of synchronization for various portable scenarios such as working on tasks both at work and home or working on tasks during travel Tip MLO Cloud works better for these portable scenarios if you have Internet connection e Tasks stored in MLO BlackBerry using USB connection Use this type of synchronization if you want to synchronize tasks between MLO Desktop and MLO BlackBerry connected using USB Tip It is recommended to use MLO Cloud instead if you want to use over the air synchronization e Microsoft Outlook data Use this type of synchronization if you want to synchronize your tasks with Microsoft Outlook data or the Outlook GTD Add in through Outlook Using advanced filtering you can select a list of tasks which should be synced to Outlook Note Microsoft Outlook does not support hierarchy of tasks so after the sync your hierarchy is stored only in MLO
143. th some tips and examples of howto use MLO Tip You can also import data from a template into a selected task of the current data file How to create new template 1 Open or create a data file that you would like to store as a template to reuse later 2 Click File gt Save as 3 In the Save as type list select MyLifeOrganized Template mit 4 Enter a file name 5 Click Save Tip You can use export to create a template based on only the selected branch of the current outline See also Create Open and Save MLO Files Import Export 44 Searching You can locate tasks by searching all the task captions and or task notes in your MLO data file The search feature is very fast and provides search as you type it immediately displays search results as you type the text you want to find To search for text in the task captions and or task notes 1 Click into the Search text box in the upper right corner of the MyLifeOrganized window 2 Inthe search box type the text you want to find The search results are displayed in a pane at the top of the window Tip MLO implements Google like search which means that it can search for any combination of typed words or can search for a specific phrase if quotation marks are placed around the phrase Tip After entering your search text press Enter to change focus to the search results and jump to the first result Notes e There is an option in the Search panel to search in All Tasks in All E
144. the clipboard can be pasted to other MLO instances or to other applications as outlined text Copy as User s Guide Basic concepts Outline To Do View Workspace 33 Copy as local link Copy as a link to the selected task to the clipboard Copy as URL Copy as a URL to the selected tasks using mlo protocol You can paste this link into the Explorer address bar to navigate to this task You can also use it to create links between MLO tasks located in different data files Paste task as Paste the previously copied task as Child or Sibling of the selected task Child Sibling Duplicate task Create a copy of the selected task Move to Opens a dialog to move the selected task to another task Set bookmarks Set a quick bookmark to a task Goto bookmarks Jump to a task using a bookmark Import Import the task outline from an external file in one of the supported formats Export Export the selected branch or the entire outline to an external exchange file in one of the supported formats Archive Run manual archiving Advanced Advanced outline commands Complete task and all subtasks Mark the task and all subtasks as completed Uncomplete task and all subtasks Mark the task and all subtasks as uncompleted Sort subtasks Sort subtasks of the selected task according to the entered sorting parameters
145. the concentration here should be on the energy required Export To save an MLO file in a format that makes it usable by another application Goal A user s aim the end to which Effort is directed Any Task in the Outline can be indicated as a weekly goal monthly goal or yearly goal The special Goals view is designed to easily review all your goals Import To insert tasks from a file that has been saved by another application in a non MLO format Importance A judgment of how critical a Task is to the completion of its Parent In MLO importance is not an overall rating of priority relative to all tasks Rather importance is set with regard to completing the immediate Parent Task Importance is also distinct from Urgency It is possible in fact quite common for an unimportant task to be urgent obviously important tasks are not always urgent Lead Time The number of hours or days that will be needed in order to complete a task by its Due Date Lead time is used to calculate the Start Date due date lead time Open Closed Schedule The hours during which a particular Context is available for accomplishing tasks Outline A list of Goals Projects and other Tasks displayed in a way that shows the relationships of Subtasks to their respective Parents Starting from MLO v 4 the Outline can be filtered sorted and grouped according to different settings and saved as View Parent or Parent Task A task which c
146. this manual may be applied to MyLifeOrganized on mobile platforms More information may be found on our site www MyLifeOrganized net MLO can be synchronized with Outlook and can import export data from MindManager MLO will help you track your personal projects and achieve your most important goals Time management means planning and organizing your time in such a way that you accomplish your most important goals as quickly as possible Yet many people work very hard with no idea of what their real goals are If you do not have goals for yourself you will be forever working to achieve the goals of someone else Every day many of us spend time on urgent but low priority tasks while the most important tasks get put off to another day Unfortunately another day never seems to arrive If you keep putting things off you ll eventually wake up one day and realize life has passed you by MLO encourages you to think and act differently and doing things differently is the first step to digging yourself out of the procrastination rut The main idea of MLO is to help you stay focused on the activities which drive you to achieve your most important goals as quickly as possible One of the key advantages of MyLifeOrganized is that despite being a very powerful and sophisticated piece of software it is extremely easy for even the most novice computer user MLO will not replace your Calendar Outlook or Excel but it will help you organize your tasks into an
147. this mode is active Note When this option is active ALL projects are synchronized to Outlook even if they have uncompleted descendant tasks or are in closed contexts and would normally be hidden by the Remove tasks from Outlook not visible in MLO To Do List setting described in section 2 3 2 2 Note This mode exists to support the Outlook GTD Add in tool and other tools that leverage this sort of setup Note Jf both contexts and projects are being synchronized to Outlook categories either projects or contexts must use a prefix This ensures that MLO can detect whether a previously unseen Outlook category is a new context or a new project 9 2 8 2 3 4 2 3 4 Priority Mapping Tab Priority is a computed property in MLO Therefore it cannot be modified outside of MLO but it is nevertheless very useful information outside of MLO MLO allows multiple ways to send the priority information over to Outlook Each mode can be enabled or disabled separately Any changes that you make to task priorities in Outlook will be ignored If you want MLO priorities to be sent to Outlook check the first checkbox on this tab Map MLO task priority to Outlook You can choose to use Outlook s Low NormaVHigh priority for very general priorities or and you can use MLO priorities to create multi level numbered priorities in Outlook If you check Map MLO priority to Outlook s Low Normal High priority MLO tasks will be assigned Outlook prioriti
148. tion Next you will need to decide the direction of synchronization You have three choices ll Outlook gt MLO Copy Outlook tasks to MLO Typically you will make this selection only when you are starting out and want to move your Outlook tasks into MLO so that you can work with them there Once this is done you will probably want to switch to one of the following actions See the suggestion below for the best way to make this change Note existing MLO tasks not connected to Outlook will not be affected in this mode MLO gt Outlook Copy MLO tasks to Outlook You will want to choose this action when you do not have existing Outlook tasks you want to work with and you want to copy your MLO tasks to Outlook This action would also be appropriate if you want to use Outlook only for viewing your tasks and do not plan to ever make any changes to your tasks from within Outlook Important once you perform the sync using this mode all your Outlook tasks which are not connected to MLO will be deleted in this Outlook folder MLO lt gt Outlook Synchronize tasks This action allows you to make changes to your tasks in either MLO or Outlook and to have these changes moved in both directions 9 2 8 2 3 2 3 Advanced sync options 9 2 8 2 3 1 After you have selected your Outlook synchronization folder and chosen the direction of synchronization you can click Advanced button to complete the setup 2 3 1 MLO Outlook Sync
149. tion 23 Overdue task OONDARWND User s Guide Basic concepts Outline To Do View Workspace 29 5 1 1 24 Open filter setup pane 25 Add subtask 26 Cloud sync there are local modifications now 27 Zoom in Zoom out 28 Current zoom An Outline is a hierarchical list of Goals Projects and other Tasks displayed in a way that shows the tasks relationships including Parent Tasks and their Subtasks This hierarchy is sometimes referred to as a tree with root items top level items or items at the top of the hierarchy branches and leaves tasks that have no subtasks If you have a list of goals that you wish to work on you can first enter these goals at the top level of the outline Then for each goal you can enter sub projects and subtasks that will help you to accomplish that goal If you prefer to concentrate on projects and not goals you can simply enter your projects and then for each project enter its subtasks In addition to entering new tasks you can also edit or delete existing tasks in the Outline If you have enabled the Properties Pane in the View menu properties and notes pertaining to the selected tasks are displayed on the right side of the main window and you can set individual properties for the selected tasks there Goals projects and tasks that you enter in the outline are then listed in the To Do List based on their position in the hierarchy and on the prope
150. tion Filter Note If a task in a dependency list cannot be completed a special indicator is added to it Point your mouse at this indicator to see why the task cannot be completed A special Dependency Counter column shows how many tasks depend on the current task You can also set Delayed Dependency for tasks If delay is set together with dependency then after the dependency tasks are completed the task will continue to be inactive for the delay period you have specified After the delay is over the task will be shown in the To Do list For example you can see the task Hang wallpaper activated in 1 day after you completed the dependency task Paint the door To set Delayed Dependency 1 Set dependency for a task as described above 2 In the field Delay set the time to delay the activation of the task after the dependency tasks are completed User s Guide Task properties 65 6 9 6 10 Note if all tasks need to be completed to open the dependency option ALL set then the delay will count from the time of the last task completed If ANY option is set for the dependency then the delay will count from the time of the first task completed in the dependency list See also Task To Do Visibility Project You can indicate that a certain task is a Project All projects are included in a special Projects view In this view projects are grouped by statuses and are easy to review To indicate that a task is
151. tion Filter 41 completion percent 65 Computed Score Priority 45 46 more details 46 Context 56 contexts 70 creating deleting 70 included contexts 71 open closed hours 71 options 71 created 67 creating 70 context 70 task 30 D Default outline vews 29 Delayed dependency 64 deleting 70 context 70 task 31 demo file 21 Dependency 64 do not archive task 68 do not create a completed copy 60 drag amp drop 31 dragndrop 106 drag n drop from Outlook 106 due date 59 a edit completion date 68 effort 63 a Filter Controls 41 43 Filtering 41 find 22 flags 67 flash drive 9 folder 58 fonts and color 119 format dates 119 formatting 119 Ga general options 119 getting started 12 Glossary 132 goals vew 58 Grouping 45 GUID 132 User s Guide 136 Index H hide task into do 58 Hierarchy Filter 41 how it works 16 import export 20 importance 57 input parsing 102 107 installing 8 K keyboard shortcuts 74 customizing 123 L leadtime 59 License Agreement 128 logs 123 Lost Activation Code 9 main window 12 Manual ordering 45 mlo 35 modifed 67 monthly goals 58 N Next Actions 37 0 Online Activation Service 9 open file 20 open closed hours 71 options 116 appearance 116 AutoArchive 118 automatic formatting 116 auto save files 121 backup 122 behavior 120 email 123 hot keys 123 password protection 119 rapid task entr
152. to a link so that it is underlined in the notes type two backslashes 11 at the beginning of the URL An example of a link to a task in another MLO data file mlo c MyMLOFiles Sample 20MLO 20file mi 4F9BA410A AB32 41BB AE04 User s Guide 36 Chapter 5 5 1 7 2 869F0F490981 Tip You can use this command to link to a MLO task from other application using the mlo registered protocol For example you can enter this URL in the explorer address bar and press Enter MLO wil open the task specified by Task GUID mlo c MyMLOFiles Sample 20MLO 20file mi F9BA410A AB32 41BB AE04 869F0F490981 To insert a link to a file Select a task from in want to create a link Right click in the Task Notes tab of this task On the menu select Insert link to a file Browse to the file you want to link to Select the file and click Open NANA Notes e If you create a link to a task from the zoomed in view using the Copy as link or Copy as URL command the task link will include the zoom in command So when you click the task link the caption of the destination task will be highlighted in the zoomed in view e You can specify both absolute and relative in relation to the folder containing the current MLO data file paths in file links See also Outline Navigation Outliner Bookmarks To speed up the navigation in the outline you can set a bookmark to a task and then jump back to it anytime wit
153. to change font and color for standard elements like Tasks Projects Folders Selection Notes Outline etc You can select one of the predefined themes or create your own Tip To format tasks using rules based on their properties use Automatic Formatting Tip To change the format of individual tasks use Custom Formatting Date and Time Format This option represents the format of the date and time as it is shown in the task tree You can select different formats for different type of tasks For example future tasks can show the full date while tasks scheduled for this week can show only the day of the week The format string is used to define the date and time format For example d mmm yy ddd R Here are the various date time format strings d Displays the day as a number without a leading zero 1 31 dd Displays the day as a number with a leading zero 01 31 ddd Displays the day as an abbreviation Sun Sat using the strings given by Window regional settings dddd Displays the day as a full name Sunday Saturday using the strings given by Windows regional settings User s Guide 120 Chapter 10 ddddd Displays the date using the short format given by Windows regional settings ddddd Displays the date using the long format given by Windows regional settings d m Displays the month as a number without a leading zero 1 12 mm Displays the month as a number with a leading zero 01 12 mmm Displays the month as
154. to the task tree Note The Zoom in command in the first Workspace tab wil also affect the other Workspaces if these Workspaces configured with option Sync Zoom with first tab If this option is not set then the Zoom in command does not affect this Workspace To return to the normal view 1 Click the Zoom information bar on the top of the outline See also Views Workspace tabs Outline Navigation While you are browsing through the outline of your tasks you can use various navigation buttons to move back forward or to other level You can also use Workspace tabs Task Links Bookmarks and Keyboard Shortcuts to speed up your outline navigation Note that a full path to the task you selected is always displayed in the path control on top of the application window It can be used to jump quickly to other level of the outline User s Guide Basic concepts Outline To Do View Workspace 35 5 1 7 1 See also Workspace tabs Links to Tasks Bookmarks Keyboard Shortcuts Creating Links Between Tasks You may need to associate a task to related tasks or files You can do this by inserting links into the task notes When you click a task link the linked task is selected in the Outline When you click a file link the linked file opens in its associated program or viewer You can insert the following types of links e A link to a task in the same MLO file e A link to a task in another MLO data file e A li
155. toolbar The critical errors are conflict User s Guide 88 Chapter 9 9 2 3 cloud account expired invalid login 8 If there are non critical errors detected during sync for example connection to the cloud lost the autosync will continue the attempts to complete the sync The sync error sign will be displayed in MLO toolbar until sync succeeded 9 On each MLO window activation the check for the cloud modifications is initiated and special sign is displayed in the toolbar if there are cloud modifications The sync is not started unless other conditions of the algorithm are met 1 5 Note The current implementation of the algorithm may show you a conflict Window if you continue editing a task while sync is in progress for example notes editing We plan to improve this issue In the meantime it is recommended to try not to make changes to the tasks during sync process usually several seconds See also Synchronization with MyLifeOrganized Cloud Synchronization profiles Adding a Synchronization Profile Synchronization with MLO BlackBerry You can synchronize your tasks to MLO BlackBerry application with one of the methods 1 Using MLO Cloud sync recommended How to sync your BlackBerry device to MLO Cloud 1 Run MLO BlackBerry application and open a database IMPORTANT if you have already synced your tasks to Cloud using MLO Desktop then create new empty database on MLO BlackBerry and get y
156. trouble synchronizing with the data file on the server selecting the Use passive FTP check box may help 2 If you use a proxy server to connect to the FTP server specify the proxy server settings under proxy server details e Hostname Type the host name of the proxy User s Guide 82 Chapter 9 Sync to BlackBerry connected to USB Sync to other data file located on my computer flash drive or LAN 4 Click OK server e Username Type your proxy login user name Password Type your proxy login password e Port Type the port number of the proxy server e Proxy type Select a proxy server type 3 Click Test FTP settings to check whether MLO can connect to the FTP server using the specified settings If the connection has been established MLO displays a Logged in successfully message If the connection attempt has failed MLO displays a corresponding error message Correct the FTP settings and click Test FTP settings again 4 Click OK to return to the Sync Item dialog box Select this option to sync your data file with MLO BlackBerry data file using USB connection if you do not plan to use MLO Cloud 1 Connect your BlackBerry device to USB cable 2 Click Browse to browse to the remote database on MLO BlackBerry Select this option if the data file with which you want to synchronize the current local file is stored on the same computer within the same local area network LAN
157. u can filter the list by the Effort required for the task When the Effort filter is set for a task to be listed in the list its Effort parameter value must be between the selected range in the Effort filter References You can filter the list to show all tasks that depend on the selected task s or link to the selected task s Right click on a task in the main list and select one of the commands Tasks that depend on this task or Tasks that link to this task The selected tasks will be added to the References filter and you will get the filtered task list Click the configuration button in this section to select filter type or clear this filter Start Date You can filter tasks by Start Date When the Start Date filter is set for a task to be listed in the list its Start Date parameter must be between the selected range in the Start Date filter User s Guide Basic concepts Outline To Do View Workspace 45 5 3 3 5 3 3 1 See also Task Filterin To Do List Contexts Assigning Contexts to a Task Task Grouping and Sorting The filtered list of tasks in a vew can also be grouped and sorted To group and sort the tasks in the View 1 On Views pane click Filter button or Alt F 2 Open the Group amp Sort section 3 Click Group by button to group the list or Sort to sort the list You can also save the current list as a view Just click Save view button in the bottom of the Filte
158. u create new data file MyLifeOrganized creates two default Workspaces for you Outline and To Do so that you can quickly switch between hierarchy in All Tasks view on Outline tab to the plain list in Active Actions view on To Do tab When you select a view inside Workspace or change the filter you actually change the configuration of the current Workspace When you click other Workspace you will see other configuration in it When you return back to the first Workspace your changes for this Workspace will be still there If you want to propagate the changes to filtering sorting and grouping in one Workspace to other Workspaces you must first save these changes into a View This way all the Workspaces which are using this View in unchanged state will receive the new settings Note Some parameters like Selection and Zoom may be configured to sync with the first tab This is needed for example when you want to see the place in the Outline of the task selected in the To Do list To configure the Workspace right click on it and select Set up work space More details about Workspaces See also The Basic Steps Zoom In and Zoom Out Outliner The Outliner is where you organize your tasks Here is an overview of its many features User s Guide 28 Chapter 5 MyLife ml MyLifeOrganized File Edit View Task Tools Help x N To Do Outline So New task emm em E 0 f El er S
159. u select Home in the Context filter you will see this task in the to do list This is because Context Home has Context Phone included The same situation will happen if you select Work in the Context filter you will see Call Bob in the to do list because this task is assigned to Context Phone which is included by the selected Context Work To include Contexts in another Context 1 Select menu Tools gt Manage Contexts or click F8 to open the Manage Contexts dialog 2 Select a Context that will include other Contexts 3 Set included Contexts on the Included Contexts tab See also Creating and Deleting Contexts Assigning Contexts to a Task Filter Controls Context Hours A Context may have a schedule specific times during which it is open or closed If a Context you select as a To Do filter is closed at the moment the tasks associated with this Context will NOT be shown in the To Do list unless you check the Include closed check box in the Context filter group To set Open Closed schedule for a Context 1 Select menu Tools gt Manage Contexts or click F8 to open the Manage Contexts dialog 3 In the Manage Contexts dialog select the Hours tab 4 Click and drag the mouse in the Context open closed schedule to set open and closed times Note The green line in the calendar shows the current time See also Contexts To Do filtering by a Context Context Options Additional parameters can be set for a Contex
160. u set in the AutoArchive feature See also Archiving Manually Archiving Using AutoArchive AutoArchive settings Advanced Backup of Data Files User s Guide More Advanced Features 111 9 9 1 9 9 2 Archiving Manually Manual archiving allows you to run archiving at any moment for the selected branch or for the entire outline How to run archiving manually 1 On the File menu click Archive 2 Configure manual archive settings see below 3 Click OK Configuring manual archive settings Archive all tasks according to default settings Set this option to archive the entire outline according to default AutoArchive settings Click the Default Archiving Settings button to configure these settings Archive tasks from selected branch only Set this option to archive only the selected branch according to custom archive settings see below Clean out tasks completed before lt date gt This option sets how old completed tasks must be to be archived The task must have been completed before this date to be archived Clean out completed tasks only with all subtasks completed Check this option if you want to archive only the tasks for which all subtasks are completed Otherwise a task with uncompleted subtasks will be ignored during archiving even if it is old enough for archiving Include tasks with Do not archive branch checked This overrides the option Do not archive tasks in this branch for a task and a
161. ve tasks as plain list You can create additional Workspaces according to your way to manage tasks 15 Create new workspace tab Click this button to create new Workspace tab 16 Edit notes in full panel Click to hide task properties to edit the notes in full panel User s Guide 16 Chapter 3 3 2 17 Toolbar 18 Zoom Displayed the task name of the Zoom you set 19 View group Views can be organized in groups When you click a group in the Views pane the last used View from this group is selected The view groups are highlighted with blue line and the View inside this group is selected with red line and red font Expand the View group to see what is the actual view was selected when you select this group Tip You can temporally hide tabs views pane toolbar and task properties to see your task list full screen Just select View gt Full screen F12 See also The Basic Steps Basic concepts Outline To Do View Workspace The Outliner The To Do List Views Appearance The Basic Steps Here are four basic steps to help you start using MyLife Organized 1 Outline your tasks Use the MLO Outliner to organize your goals projects and tasks into a tree Start by entering what you would like to accomplish If a task is large break it down into its component elements by creating sub tasks underneath it If these components are themselves large break them down further into their own sub task
162. want to share with other MLO Cloud user s Click Properties button to open file details Select Sharing tab Click Share button and enter MLO Cloud user login you want to share your file with Click OK Click OK in Cloud Sync File Properties dialog Click Close in MLO Cloud Sync Files dialog OMNOORWD Tip to remove sharing wth specified user click Remove Sharing button in Cloud File properties dialog See also Synchronization with MLO Cloud Adding a Synchronization Profile Collaboration using sync to a hub file on LAN or FTP Several people can work on the same project or tasks using sync to a hub file located on LAN or your FTP Note this method is outdated and MLO Cloud sync is recommended for collaboration now MLO enables small and medium sized teams to efficiently collaborate on projects and tasks by using the synchronization feature Managers can use this feature to centrally manage and track projects Team members can use the synchronization functionality to report on the progress of assigned tasks and ensure that changes they made to their tasks are shared with the entire team To successfully collaborate using MLO the team members must perform the following steps depending on their role within the team Manager s Setup 1 Create an MLO data file and add tasks and subtasks to the file to represent a hierarchy of projects and related tasks 2 Create another data file in an appropriate location
163. week month and year uernnsnunssnnnnnnennnnnnnnnnnnnnnnnnnnnnnennnnnnnennnnnnnennn nennen nennen nennen 58 5 Task To Do List Visibility coo 2 2 2422 en a He Hl 58 6 Timing amp Reminder 4 2 lt P cedeauecectiaceedetbewesetel cues AAE ARADR ENEAN 59 Start Due date and Lead time een pea a Ea aa Ar a nc eaa Rae ninia date 59 Recurrence Reminder A O Task Effort Time Required for a Task 8 Dependencies iii tinas andas Lad Lo o E ON 10109 314 gt TARPSBEPESRERPRFTFECEETERREREBEFTTEPEFLEFFETGERFEFETSECEFEFEEREFSTELLTEERFEFERREFFETTECFERELPERFTTELLECRELTESTRFTERTTEFEERPERERRTF 65 ES A FEEFFERRESRLESPEFDEFFEREEERELFELGELFCEFTESECBEFEFCRPEFTEEEDEEEFFFOLFFERESERLTER 66 12 Task Statistical 67 E O 67 EROS O cat ccuaawede E Sevat cet seut SG eceececaee 68 15 Advanced Task Properties cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseseeeeeeaeeeeeeeeeeseeeaeeseeeseeesseeeeeesees 68 Chapter VII Contexts 70 1 Creating and Deleting Contexts coooomnnccconnnncccnonnnnncnnnannnnnnnnnn erre 70 2 Included Contexts 2 224 3 22224 eaan ap aa nen tan Acid ainia 71 S Conte xt HOUPS in iii 71 4 Context A en a cb cect I Ba uk 71 Chapter VIII Keyboard Shortcuts 74 Chapter IX More Advanced Features 78 T Automatic Formatting 0 den Re hccaeed cececevecesdecverdenedvietddenyeevenaes 78 2 SYNMCHrOMIZATION BSRETERFEFERFFPEREEFOLPEREERFFFRFOFETEFFEREFFFFEFFEEGEREFERFELFEERFEFFEFEFERREPERFFERLPEPFFFELFEERRETEPFPEREFLEEFER
164. wing settings Setting Description Sync direction Specify the direction of synchronization e Bidirectional recommended The changes to the task data contained in both data files will be retained and the files be updated with each other s changes e Local to Remote The remote file s task data will be updated with the local file s task data e Remote to Local The local file s task data will be updated with the remote file s task data Do not sync reminders Select this check box to synchronize the data files without copying the reminders set within the tasks Clear this check box to copy the reminders during synchronization Do not sync contexts Do not sync corresponding properties of the task Do not sync flags These options may be needed when you setup Do not sync star collaboration and want to keep some parameters of Do not sync color coding the task private and do not sync them to other data Do not sync goals files Re synchronize Use this option to resynchronize all the tasks in both files For more information about resynchronization see Synchronizing Data Files 6 Click OK The new Synchronization Profile is added to the Synchronization Profiles table in the Synchronization dialog box The Sync Profile column displays the names of the Synchronization Profiles The Last Synchronized column indicates the last time that synchronization was performed using the Synchronization Profile For information about synchronizi
165. xample you can review a project weekly to add new tasks to it or to change priorities of the subtasks When it is time for the next User s Guide 66 Chapter 6 review this project is placed to the Review default view You can open this view periodically to review the tasks Once the task is reviewed mark it by command Mark Reviewed to move the review for this task on the next date Review is a good way to keep your task list in order and keep the most important project running To configure current task for periodical review 1 Open the Properties Pane by selecting menu View gt Properties Pane if it is closed 2 Open the Review section 3 Check Next Review option and select a date for the next review 4 In the filed Review Every set the period for the review To perform periodical review 1 When you have free time just open the view Outline gt Review 2 All the tasks ready for the review will be placed to the list together with their subtasks 3 Perform actions needed for the project in review add new tasks change properties of other tasks etc 4 Once the project is reviewed mark it by command Mark Reviewed in the list or in task properties See also Projects 6 11 Task Format You can assign custom formatting to tasks Parameters such as font color or bold can be set To assign custom format to task 1 Select the task s you want to format 2 On the Format section of the task Properties Pane select the task
166. xcept Completed and in only the Current View e To narrow down the list of search results use the Search in captions and Search in notes check boxes above the search results pane For User s Guide Working with MLO Data Files 23 4 5 4 6 example to search only in the task captions of open tasks select the Search in captions check box clear the Search in notes check box and select All Except Completed e If more than one match is found in the task notes a plus sign is displayed next to the task caption Click the plus sign to display additional rows The number of rows corresponds to the number of matches found in Task Notes Click one of these rows to see the corresponding matching text highlighted in the Task Notes e You can sort the search results by any column in the search results pane Click the name of the column that you want to use for the sort order To reverse the direction of the sort ascending or descending click the name of the column again 3 Select a row in the search results pane The matching task name is highlighted on the current tab If the matching text is found in the task notes it is highlighted on the Task Notes Note If task is not found in the current tab MLO will continue search in the first tab If task is not found in the first tab the new tab is created wthout filter to show all tasks there and the task is found in this new tab Tip To change focus to the Task list press
167. xts See also Creating and Deleting Contexts Assigning Contexts to a Task Filter Controls Creating and Deleting Contexts To create a Context 1 Select menu Tools gt Manage Contexts or click F8 to open the Manage Contexts dialog 2 Right click on the list of Contexts to open the local menu and select the New Context command 3 Enter a name for new Context Tip You can use the Insert keyboard shortcut to create a Context To delete a Context _ Select menu Tools gt Manage Contexts or click F8 to open the Manage Contexts dialog 2 Select the Context s you want to delete 3 Right click to open the local menu and select the Delete Context command Tip You can use the Del keyboard shortcut to delete Context s Note In all tasks that have the Context being deleting the Context wil be removed or replaced wth another Context depending on the option you select in the confirmation dialog Note Included Contexts wil not be deleted but will be disconnected from the deleted Context See also User s Guide Contexts 71 7 2 7 3 7 4 Included Contexts Assigning Contexts to a Task Included Contexts Each Context may include other Contexts This can form a hierarchy of contexts For example Contexts Phone and Internet can be included by the Context Work as well as by the Context Home So imagine that you have a task Call Bob which is assigned to the Context Phone If yo
168. y 121 themes 119 to do list format 117 to do list ordering 116 troubleshooting 123 wifi sync 118 options of current data file 116 Ordering of To Do list 45 outline 26 27 Outline views 29 39 outliner 27 outlook sync 92 P PocketMod 109 Print 108 109 printing reporting 108 109 project 65 projects vew 65 purge completed tasks 110 R rapid task entry 107 rearranging tasks in outline 31 recover from backup 20 recurring behavior 60 registration Activation Code 8 registration for offline computer 8 reminder 62 removable media 9 reoccurrence 60 Review 65 User s Guide Index 137 oe search 22 search as you type 22 searching 22 send logs 123 set task as project 65 skip occurrences 60 Sorting 45 Starred 68 start date 59 subtask 30 Sync with BlackBerry 88 synchronization 79 between work and home computers 91 collaboration 90 portable scenarios 91 resolving synchronization conflicts 92 with Microsoft Outlook 92 synchronization conflicts resolving 92 synchronization items using for collaboration 90 using for portable scenarios 91 synchronization profile adding 80 deleting 85 editing 85 exporting 85 importing 85 synchronizing data files with 83 Synchronization profiles 80 synchronizing data files 83 T Tab 26 tab delimited 20 task 30 31 task effort 65 Task Format 66 task links 35 task properties 56 assigning context 56 complete subtasks inorder 5

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