OmniFocus
The program OmniFocus is one of the best (and most complex) task management applications for Mac (not available on Windows). Here, you’ll find links to all our articles and tutorials about how to use OmniFocus to increase your productivity and manage your time. The ten-part article series introduces a fictional character (Tom Jenkins), and AE bloggers Thanh and Aaron give their perspectives on what the best way is to getting started with Omnifocus. Topics include:
- The best way of setting up Omnifocus with structures and areas of responsibilities.
- How to apply Getting Things Done (GTD) or how to make your own workflow.
- Creating custom perspectives (next actions, today list, and more).
- Using Omnifocus on iPad and iPhone in sync.
- Cool tricks and advanced features.
- Managing email tasks with Mailplane and Apple Mail together with Omnifocus.
- How to use OmniFocus with Agile Results.
- Soon: Cultured Code’s Things versus Omnifocus.
If you want a concise and practical guide to set up OmniFocus and use it the right way, our OmniFocus Premium Posts is the perfect solution. It has tried-and-tested solutions for using OmniFocus the right and effective way.
Where to get
The software is available on OS X and iOS. As of now it is not available on Windows. In order to grab a copy of Omnifocus, you can do that here:
If you are planning to use this task manager, you might want to read our Omnifocus review first.
Omnifocus is just one of the tools that we recommend and write about. There are a lot of other tools, apps and insights that we share in our exclusive newsletter. You’ll find a number of insights, and pieces of exclusive content that we don’t publish publicly on the site. If you like our Omnifocus content, you’ll definitely like our newsletter content even more. Sign up below and we will send you some great content right after you sign up.
Full list of Omnifocus articles, tutorials and screencasts
- Simple Task Management. This is our foundation-level primer that explains the 101 behind how you should be organizing your tasks.
- OmniFocus Series Part 01: Getting Started with OmniFocus. Aaron introduces our fictional case study, Tom Jenkins, and shows us how he would help Tom set up OmniFocus for maximum productivity.
- OmniFocus Series Part 02: Getting Started With Omnifocus. Thanh provides an alternative (and equally efficient) view of how to structure your OmniFocus projects, tasks and contexts.
- OmniFocus Series Part 03: Working with OmniFocus. Aaron outlines an alternative to the standard GTD (Getting Things Done) methodology.
- OmniFocus Series Part 04: Working with OmniFocus. Thanh shows you how you’re supposed to use GTD (Getting Things Done).
- OmniFocus Series Part 05: Perspectives. Aaron introduces the idea of custom perspectives and provides some useful perspectives that you can implement right away.
- OmniFocus Series Part 06: Perspectives. There are lot of types of Perspectives you can use and here you can find many of them you can use right away.
- OmniFocus Series Part 07: Workflows and Devices. Aaron shows how you can use the iPhone, iPad and Mac together and in sync with Omnifocus.
- OmniFocus Series Part 08: Workflows and Devices. Thanh shows how each Apple devices has a different function within a workflow.
- OmniFocus Series Part 09: Advanced Tips and Tricks. Aaron shows you how to make the most of the often-missed features of OmniFocus.
- OmniFocus Series Part 10: Advanced Tips and Tricks. Thanh shows you even more ways to do things faster with OmniFocus.
- Advanced OmniFocus Functionality. A quick set of videos that outline some ninja OmniFocus tips and tricks.
- How to Handle Email with Omnifocus. Integrating email into your workflow is essential for every modern knowledge worker and here is a step-by-step guide on how to do it.
- Integrating Omnifocus with the Pomodoro Technique. If you like using time boxing techniques like the Pomodoro Technique, here’s a guide on how to integrate it with Omnifocus.
- Prioritizing tasks with the ABC method. Being able to prioritize your tasks in Omnifocus might seem impossible, but it is possible. This articles explains how you can do that with the ABC method of prioritization.
- Goals and Task Managers. How to implement goals and a morning ritual in OmniFocus.
- OmniFocus and Evernote. How to use OmniFocus (task management) and Evernote (digital filing) together for task management and reference heaven.
- Agile Results and OmniFocus. How we recommend using OmniFocus to implement Agile Results.
- An In-Depth Review of OmniFocus. Thanh gives his opinion on why we think OmniFocus is the world’s best task manager.
- How to Automatically Transfer Evernote Notes to Omnifocus. A simple trick for getting items from Evernote into OmniFocus.
- How to Manage Your Dating Life with OmniFocus. How to manage your (girlfriend, spouse, children, boss, co-workers, network contacts) with OmniFocus.
- Tricking Out Your Repeating Tasks in OmniFocus. How to use repeating tasks in OmniFocus, and what each of the repetition options actually means.
- OmniFocus is too expensive! Thanh shares his views on why OmniFocus is worth the price, and why it isn’t for everyone (just those who really want quality task management).
- What People are saying about OmniFocus Premium Posts. Some reviews from around the web about our guide to using OmniFocus the easy way.
- OmniFocus for Groceries. A preview from OmniFocus Premium Posts, about how to use OmniFocus to manage your groceries and other simple lists.
- OmniFocus 2 Debut. Pictures, video and coverage from The Omni Group’s OmniFocus 2 Debut event in San Francisco, January 2013.
- Conditional Action Groups. How to implement if-else logic with your tasks in OmniFocus.
Custom Theme
We also have made a custom Omnifocus theme that you can use on your Mac. This theme makes Omnifocus look a lot better and in our opinion uses the best color scheme possible. The video below will show you what it looks like and how you can install it yourself.
Click here to download the theme.
{ 38 comments… read them below or add one }
Just installed the AE theme…definitely more functional with the highlights
p.s. shapow
Awesome. Glad you dig it :)
I’ve also just installed the theme and find it very helpful.
Thanks Nealh!
I’m a things user, it’s simpler, cheaper and it gets the job done.
We’ve got some upcoming articles about Things. I found it too simplistic for me the first time around, but different strokes for different folks.
I absolutely agree with you! I even purchased Things but after some days realized that I can’t get my tasks done(((
thanks for this, I was just in the process of trying to change my theme for the best but this will work great!
Thanks Brian!
Hmm. I’m having trouble viewing this video, as well as your video about email management. I’m wondering if I’m doing something wrong or if for some reason the videos are not available right now?
I’ve tried watching the video on multiple computers and it seems to be working fine.
Thanks for the Theme, works great and already makes save time!
Love the site guys. I’m new to GTD and Omnifocus but am already powering through tasks. I’ve found procrastination has been the biggest obstacle to productivity for me, and having a good system for tasks ensures I always have the next important task to move on to, rather than mindless web surfing…
Great theme too, makes Omnifocus look much nicer.
I just installed the custom theme and really enjoy it however I would like to learn about the features and changes you have made. You referenced a detailed video about this theme in the installation instructions. Can you send me the link please.
Guys, first off just let me say this site ROCKS! Now my problem/question. I’m in Costruction Sales and need a bit of direction.I’ve been using OF for about 3 weeks and I keep finding myself second guessing on whether I need a folder or project or something completely different. My stream of customers is as follows: Architect-General Contractor-Sub Contractor-Dealer Sales with multiples of each. Also, all of these parties can overlap on any number of different projects at any time. Thanks in advance for your guidence.
The way we normally address is this is by being certain what each means:
folder = area of responsibility
project = focused outcome and has an end-point
list = no end-point and ongoing
If there is a lot of overlap, single action lists might be the best solution.
Thank you for your quick response! I believe I was just “over thinking” the whole process. Your concise directive put me on the path to Organization!!!!
Thanks again.
Hi, Thanh and Aaron!
Do you know about great guy Brett Terpstra, who made clipper from Chrome to Omnifocus? I think, this one tool can be used to extend your quantity of OF tricks. Anyway, I found this clipper quite useful.
Link at his website is here: http://brettterpstra.com/omnifocus-clipper-for-chrome/
Agile is super impressive and AE more so. As a newby to OF – I find setting up Agile in OF per AE blog, challenging because I do not yet have ease of use with OF. Reluctant setup OF as per AE OM Series Part 01: as it might do a conflicting setup vs Agile and confuse my mind? I suspect I need to ‘learn’ OF before continuing? Some guidance please, gentlemen. I have now been hugely inefficient trying to get to grips with OF and Agile in OF. I bought MacBook Air specifically for OF as a result of impressive work of AE. Thnx.
There are different approaches to this. If you really want to use Agile Results, I suggest you learn that first. Along the way you’ll start using tools to implement and our articles can help with that. Once you have AR and OF working for you, then our OF series can be useful to learn more about the advanced features of OF.
Hi Aaron & Thahn!
Thanks so much for sharing your tips and tricks with the world!! Finding your site this past weekend was an immediate stress reliever for me and I spent all day Saturday reading most of your site. This is what I have been searching for and wanting in order to get going with GTD and OmniFocus.
I have one small issue. I do not have a Mac (yet), waiting for the iPhone5 to be available in The Bahamas (eta Nov.). I have an iPad that I “share” with my 7 year old son, that will eventually be his. If I get started with OF here, will I be able to move my files/data over to a new iPad or Macbook when I get one?
Thanks so much!
Yes that is definitely possible. What you want to do is sign up for Omni Sync Server (https://manage.sync.omnigroup.com/) and set it up on your iPad. That way all your data will be stored on the server. When you get your iPhone and/or Mac, all you need to do is setup the sync and it will download the data from there. The extra benefit is that your data will also be in sync on your iPhone, iPad and Mac.
Awesome…no more excuses now! I’m ready to get started.
Thank you again for your help.
You guys are insane! Thanks so much for all these Omnifocus resources.
Thanks Russell! Insanity is a good thing, right? ;-)
Of course! :)
Hi Thanh,
I only have OF for ipad and iPhone. I am a little overwhelmed by not being able to find a way to use perspectives…it seems like perspectives make it possible to funnel things down to simple lists of action. I downloaded some default perspectives but they aren’t very good. I just want a way to click on one button and have a clean list of what I want to look at. If you could help me, I would be extremely happy and grateful.
Thanks very much.
Jason Cheshire
Hi Jason,
We have written about perspectives here:
http://www.asianefficiency.com/task-management/omnifocus-series-part-05-perspectives/
http://www.asianefficiency.com/task-management/omnifocus-series-part-06-perspectives/
The thing with perspectives is that they are limited on iOS. As of now, only project perspectives are available (context perspectives are desktop only). That does limit the power of perspectives.
Also, perspectives should be tailored to your needs. It’s best to figure out what your needs are and to build perspectives around them. But hopefully some of ours can help.
Actually try this link from OmniFocus, should enable perspectives on your iPad,
http://people.omnigroup.com/kc/DebugOmniFocus/EnableiPadPerspectives.html
Hi Guys,
I’m so thankful I found your site just as I needed to get things more organised, your insightful and comprehensive posts have really made a difference to my efficiency!
I’m an Omnifocus convert and very happy about it, I showed the system I set up to my business partner and he’s jealous that it’s only Mac-based, since he works on a PC and has no need to switch. Do you or your readers know of any Windows alternative to Omnifocus that are as versatile and configurable?
Thanks,
Juan
Hi Juan,
We’re not familiar with any Windows equivalent at all. I guess you’ll have to tell your business partner to make the switch to the Mac :-)
Great site! Still deciding between using OF or 2do for Mac but your OF series really explains a lot of things. One question though, is there any way to integrate OF with a calendar app such as Fantastical/Busycal? Would be great to see meetings on the dashboard without opening OF
Yes OmniFocus has a forecast feature that incorporates a calendar within OmniFocus. It’s only available on iOS for now though, but it should be in the desktop version soon.
Hi Thanh
I came across your website guys by default through a friend of a friend on facebook. He had shared the link and the title thereof was catching. I clicked on it and right away I loved what I saw and realised its going to help me big time. I am still new on this site and am gonna do my best to revolutionarise my life through this as I know that PROCASTINATION is my BIG challenge!!! Thank you very much.
No Windows alternative? I’d rather not switch to a MAC. =/
Hope some kind of program pops up for windows users!
Guys,
Excelent tool! It has been so useful for my work. I just has a few conserns I would like to share with you and hope someone could answer me or give a few tips:
1. Do you think I could manage working with my ipad and iphone as in my work I do not have a Mac ?
2. If I had a Mac I use gmail, will the calendar work anyway?
3. Gmail has a very different concept as you do not work with folders has anyone had the experience of using gmail and still apply omnifocus?
At the moment, OmniFocus for iPhone, OmniFocus for iPad, and OmniFocus for Mac have different feature sets. The last time I heard, the Omnigroup is working hard on trying to bring parity to all three versions.
The Mac version allows you to create perspectives (project perspectives and context perspectives) but it doesn’t have the iPad version’s Forecast or Review mode.
The iPad and iPhone versions don’t allow you to create perspectives.
The iPhone version doesn’t have the weekly review perspective.
At the end of January 2013, a first public viewing of OmniFocus 2 for the Mac will be unveiled with some kind of beta program starting up shortly thereafter.
You can just use gMail and gCal from your web browser.
There is a commercial application called BusyCal that allows you to sync your Google calendar to your Mac. But I’d just use gCal in my web browser.
Apple’s mail program can also be set up to connect to your gMail account.
OmniFocus does have a “clipping extension” that allows you to create tasks from e-mails in the Apple Mail program.
Thanks for all the suggestions you (and the other comment authors) have given to make my life (and many other people) more efficient! You’ve all encouraged me to change my behavior in several productive ways.
Here is my attempt to give back…
In meetings and through the course of my daily activities I like to write to-do’s down in my paper notebook. I then transcribe them into Omnifocus at the end of the day so they are properly captured along with everything else – except I don’t like doing the transcription step.
So I created a web app that I use to take a picture of my to-do’s and it automatically extracts them from my handwritten notes and puts them in my Omnifocus inbox!
Since OCR doesn’t always work well on my handwriting, I use an algorithm to extract the relevant parts of the image and attach those to the new actions I create in Omnifocus. So if the software can’t read what you wrote, hopefully you can.
If any of you would like to use it, I’d be happy to share. There is no cost or obligation, just beware that it’s not exactly a production environment so sometimes the server gets stumped on how to process an image and it may take a few hours before I can clear it. The processing won’t always be instantaneous.
Check out http://jot-it.herokuapp.com if you want to try it out.
Oh, and I’m very open to improving the software, just understand that I can only justify spending limited time on it.
Thanks,
-Mike
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