Task Office for Mac OS
Task Office is a task and project management app available both for iOS and Mac OS X. Aimed to make business planning more easy and joyful it makes your plans clear and achievable. Task Office keeps all the information you will ever need at your fingertips: tasks, projects, contacts, appointments etc.
The new Mac version of Task Office has been designed as much alike as iOS versions, to complement the ways you work. Some features of Task Office for Mac:
- Home screen allows you to focus only on current tasks, planned for today, and not to get lost in plenty of other planned tasks;
- Task Office Calendar helps you to focus on what is important in your timeline. See your planned To Dos, Appointments, Emails/Calls to get things done in time;
- Tasks Tab is a comprehensive implementation of GTD methodology (by D. Allen);
- Sync tasks with Apple Calendar and keep your data on all devices (iPhone iPad, Mac) with iCloud syncing option.
Set goals and achieve them. Download Task Office and organize your business easily. Task Office Mac version is coming soon. Become a part of Task Office team today!
Yours, Productivity-Code team.
After you have installed Task Office for the first time, you will find yourself at the Start Page.
Start Page is opened after clicking button from Home Screen. On Start Page you can:
After you choose Get Started or Browse Sample, you are transferred to the Home Tab, which is a convenient way to see your schedule. Each new connection to Task Office starts on this page.
Home Tab displays following information and opportunities:
- Graphic calendar with current date, time and schedule for Today.
- Overdue column with overdue tasks that are marked with the red checkbox.
- Week column with the list of tasks (ToDo, Appointments and Email/Call) and Projects scheduled for Today, Tomorrow and next 5 days.
By clicking button or double clicking on Calendar view you can add new Tasks, Projects, Contacts and Companies.
Projects tab displays the list of all existing projects, detailed project information, tasks assigned to chosen project.
Each project in the Projects list consists of:
- Due Date of the project;
- Category mark - the coloured stripe on the left;
- Priority mark - the coloured circle on the right.
All projects are sorted by Due Date. Projects without Due Dates are displayed in the end of the list.
The system allows to filter projects list. To activate Filter popup click button. You can filter projects by: Project title, Category, Status, Priority, Period and Delegate.
To reset activated filter just click button.
The Project Info is opened after clicking on the chosen project.
Project Info displays the following information and opportunities:
- Project title;
- Date of creation;
- Percentage of completed tasks in the project;
- Priority mark - the coloured circle on the right;
- Contacts that are involved in this Project;
- Detailed Project Information: Status, Category, Priority, Start and End Dates, Details.
Project Info displays Tasks section with tasks, assigned to the current project.
Tasks section shows:
- Badge with number of tasks: total and done;
- Ability to create New task or add Current;
- Progress pipeline, that shows how much tasks still needed to be done;
- List of tasks assigned to Project.
You can create Tasks of 3 Types: ToDo, Appointment, Email/Call:
- ToDo – tasks of this type can be saved with or without one or both Start or Due Date. If you add Start Date, the system automatically fills in Due Date. Tasks of ToDo type are saved without exact time, ToDo task duration is measured in days.
- Appointment – task of this type is necessarily saved both with Start and Due Date. Due Date time can be set only within the selected Start Date. Task duration is measured within one day.
- Email/Call – task of this type is necessarily saved with Start Date only. Task Start Time is set within: 00, 15, 30 or 45 minutes. Email/Call tasks are saved with 15 minutes duration.
Depending on Start Date each of task is placed in one of appropriate Tabs: Today, Scheduled or Someday.
All newly created tasks that have no Start Date are kept in Inbox tab. If only you add a Start Date the task will be transferred to Today or Scheduled tab.
In Inbox you can change task order by Drag&Drop tasks.
In order to quickly edit task details right mouse button click on task. In context menu options you can change Category, Status and Priority.
All newly created tasks that have Start Date set for current date and tasks overdue earlier are kept in Today tab. When Start or Due Date falls on today, tasks with appropriate date are transferred from Scheduled to Today. Overdue tasks are displayed at the top of the list and are marked with red checkbox.
All newly created tasks that have Start Date set for future dates are saved in Scheduled. Tasks of this type necessarily should have both Start and Due Date.
Someday are tasks with no specific date. To set task Due Date to Someday you need to mark the check-box in Someday field of Due Date popup.
NOTE: In Someday Tab Start Date field is inactive. If Due Date of task is set to Someday, than Start Date becomes empty and can not be edited.
All tasks with Someday Due Date are saved and displayed in Someday tab.
Categories tab displays all tasks grouped by categories. Each category has its unique color. The system allows user to choose one of 5 standard categories or add up to 15 personal categories. You can choose a default category, that will be assigned to each of your task by default. As only you choose some category, task (project, contact or company) are displayed in this color.
Delegated tab displays all tasks assigned to some of your contacts. All tasks, that are not assigned to some contact are displayed as No Contact.
Done tab comprises all incomplete tasks (Open, In Progress, Pending). Firstly tasks with Due Date are shown, than all others in alphabetical order. If task is marked as Done or task status is changed to Done, it is automatically transferred to Not Done tab.
Done tab displays all completed tasks, sorted by performance date.
To view detailed information of the task click on task title.
In Task Info view you can mark tasks as Done by putting a mark in the check box, view all the detailed info of task and easily move to assigned contact, company and project.
To send mail with detailed task information click button. If assigned contact has an email, than system will automatically generate the letter with appropriate recipient.
To make some changes in Task or Project click button. In Edit window you can modify any of the fields and edit all the information you need.
Creating and editing Repeated tasks
In order to set or customize Repeat (Recurrence Rule) in Task Office you need to give an access to Apple Calendar.
All repeated tasks are marked with picktogram in Calendar view.
Use the segment controller on the toolbar for easy groupping tasks by Categories, Projects or Priority.
After activating one of the elements, the system will show tasks grouped by chosen option. For exapmle, you have chosen Priority option, than all tasks will be grouped in sections with three priority options: High, Medium, Low.
The system allows to filter tasks list. To activate Filter popup click button. You can filter tasks by: Task title, Type, Category, Status, Priority, Period, Location, Delegate, Company and Project.
To reset activated filter just click button.
NOTE: Task Filter can not be used while Task Grouping is activated.
After you have set Start and Due Date of task, you can set Task Alert. At time you have chosen an app will remind you that this task comes. The system use a standard Mac OS X alert accompanied by an audible signal.
Notification occurs during a working in program and if you work out of program.
Task Office Contacts tab displays the following information and opportunities:
- People – the list of contacts created directly in the app or imported from the device contact book.
- Companies – the list of companies created in the app or imported with contacts.
- Private Lists – saved lists of contacts filtered by activity, companies or categories.
- Conacts Groups – saved list of chosen contacts.
Each tab of Contacts displays contacts or compamies list, chosen contact/company info window and list of assigned tasks and projects:
An app allows to create New Contact/Company directly in the App or import existing contacts from your Mac to App contacts book.
After clicking button the system will show the New Contact window.
Both New Contact and New Company window allows you to add detailed information and assign projects.
To import contacts, click button. Afterwards the system will show an Import Contacts window with the list of all contacts from your device contacts book.
To choose contacts for importing, mark each contact you want to import to app or click button.
The system imports contacts with the following information on contact: First and Last name, Company Name, phone numbers, addresses, URLs and birthday.
NOTE: Only contacts that have First Name or Last Name can be imported.
Filter Contacts and create Private list
In Contacts tab you can filter your contacts list. This gives you an option to concentrate only on those people you are interested to view at the moment and view contacts listed by chosen criteria.
To get filtered your contacts list click button and filter options will be opened:
Choose characteristics of Contacts you want to filter:
- whether these contacts have assigned tasks or not – All, Active, Inactive;
- what Companies they belong to;
- what Categories they are assigned to.
After filtering and clicking button you will be able to create Private List.
Private List is the list of contacts filtered by activity, companies or categories. For example, if you created the private list with Active option, this means that saved list includes all contacts, that have assigned tasks.
Private Lists are auto-updated so you always have the latest information. If you assign some task to some contact, this contact will be added to previously saved Private list.
Create Contacts group
In Contacts tab you can create a group of contacts. This gives you an option to get together different contacts into one group.
To create a group of chosen contacts click button and Add contacts group window will be opened:
Here you choose and mark contacts. After clicking button the new contacts group will be added and you will be able to change its title.
You can send e-mails to contacts directly from Contacts or directly from Task Info.
To send email to the contact, click email address in Contact Info window:
To send email directly from Task Info, click button in Contact Info window:
The system will automatically generate the letter with detailed task information and if assigned contact has an email, than the system will add an appropriate recipient.
There are 3 different ways to view your calendar in Task Office: Day, Week and Month. To switch between calendar views use segment controller:
Day Calendar view
Week Calendar view
Month Calendar view
If in Month Calendar there are more than 3 tasks for one day, you need to double click on cell to view all tasks planned for this day. The system will transfer you to Day Calendar.
To switch between days, weeks or months use button. By clicking Today the Calendar will be switched to the current day, week or month. And by clicking the arrow buttons the calendar will be switched to the previous and the following day, week or month accordingly.
To activate Task Info window double click some Task.
Edit Task mode
You can add new tasks or edit time and duration of any planned task directly on Calendar view either in Home or in Calendar tab.
Use one of the following methods to add a new task:
- Select area on empty space of Calendar. In this case you select both Start and End date.
- Double click on empty space of Calendar.
- Right mouse button click on empty space of Calendar.
After that the sysem will open New task window and you will be able to continue creating task.
To edit task Start and End date or reschedule tasks in days click the task segment and Edit mode is activated. The task will become highlighted. Pull up edge of the task to change task start date and pull bottom edge of the task to change task end date and duration.
If you want to reschedule task simply Drag&Drop task to schedule task on another day or time of the day.
You can Sync all data from Task Office with iCloud and use it on any Mac, iPad or iPhone under your Apple ID. Once you have iCloud set up on your device you will be able to access your tasks, projects, contacts, calendar.
To start working with app data on different devices make sure iCloud is enabled on your Mac. Firstly, go to System Preferences → iCloud and sing in with your Apple ID.
And, secondly, click Options in iCloud Drive field → put a check mark near Task Office icon.
NOTE: if iCloud Sync is activated, then all data from app are saved on an invisible online repository. You will use this data all the time while iCloud Sync is turned ON. If you turn OFF the toggles for the Task Office, than you will use app data that was saved locally on your device.
To start Sync tasks between Task Office and Apple Calendar you need to allow Task Office to access your Calendar:
Go to System Preferences → Security & Privacy → Privacy → Calendars → put a check mark.
NOTE: If Task Office has an access to iCloud, than access to Calendars should be activated in iCloud Settings in order to Sync app data with Apple Calendar. Conversely, if Task Office has an NO access to iCloud, than access to Calendars should be deactivated in iCloud Settings.
Syncing with Apple Calendar means that tasks are synced:
- from Task Office to Apple Calendar with calendar type Task Office
- from Apple Calendar with calendar type Task Office to Task Office
To Sync tasks within iCalendar and Task Office app you need to choose calendar type Task Office in Apple Calendar.
NOTE: Only tasks with Task Office calendar type in Apple Calendar will be synced to Task Office app.
Tasks fields that are synced:
- Task Title
- Start Date
- Due Date
- Second Alert
Only Not Done Tasks with Start and Due Date can be synced to Apple Calendar. This means that tasks from Inbox or Someday tabs will NOT be synced to iCalendar.
There are three types of tasks in Task Offcie: ToDo, Appointment, Email/Call. In Apple Calendar there is only two of them: all-day and not all-day events. This way the syncing of tasks types will be as follows:
- if task is of a ToDo type in Task Office, then it will be All-day switch ON in iCalendar;
- if task is either of Appointment or Email/Call type in Task Office, then it will be All-day switch OFF in iCalendar.
NOTE: Email/Call task type is the task with duration 0 min. For example, if you add task of Email/Call type with Start Date on Today 09:00 AM in Task Office app, then this task will be synced to iCalendar with Start Date on Today 09:00 AM and Due Date on Today 09:00 AM.
After you Delete Task Office Calendar in Calendar App all tasks will be deleted both from app and from Apple Calendar.
Task Office syncs only tasks created in Apple Calendar, but it does not sync tasks created in other calendars. For example, a task created in Gmail Calendar will be synced to Apple Calendar, but will not be synced to Task Office Calendar.
For example, if your device mail has an access to other mail accounts, Gmail, for instance, then tasks created in Gmail Calendar will be synced to Apple Calendar, but it will not be synced to Task Office Calendar.
In Preferences you can set options of Calendar Syncing and Contacts Display Order.
Calendar Sync Options
Calendar Sync Period allows you to set for what period of time tasks will be synced from Apple Calendar into the app. By choosing one of three options: 3, 6 or 12 you choose quantity of months for which the app will display scheduled and overdue tasks. For example, if sync period is 3 months an app displays tasks with interval 1 month before Today and 3 months after Today. Anf if sync period is 6 months an app displays tasks with interval 1 month before Today and 6 months after Today.
Sync Frequency of Repeated tasks allows you to set the number of repeated-tasks an app will show in Calendar view. For example, if sync frequency is 3 an app displays all overdue tasks withinh the period and 3 following scheduled tasks.
Contacts Display Order
Contacts Display Order allows you to choose how contacts list will be depicted - by the First name or by the Last name.
Feel free to drop us a line if you need a helpful hand with Task Office or let us know what you liked about it. We would be glad to hear from you!
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