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To do list

To do list

To do list

(OP)
Does any one have any software or techniques for managing their To Do List.

Thanks
Peter

RE: To do list

Have you tried the task list in Outlook?

TTFN



RE: To do list

I use TaskPlus, IDailyDiary, Aujour, and LotusNotes to remind me to check my Post-it notes for my to-do list.

corus

RE: To do list

Did use a Franklin Daytimer, that got too bulky to keep with me all the time.
I now use my Palm Pilot.

RE: To do list

Yes, my very sophisticated software is to tear off old desk calendar pages. But I have a sick mind, because if I do something not on the list I will write it in, just for the satisfaction of crossing it off.

So who needs computers anyway? Can you take you computer grocery shopping? Sorry, I forgot this is 2005.

RE: To do list

IMHO, no to do list (electronic or paper) will work if you don't carry it with you all the time and if you do not take time each day to diligently keep it up to date.

If you do, though, any system will work so the simplest tool will be sufficient.

I have an Access database of to do items and delete any item I completed. It's already close to being overcomplicated.

RE: To do list

I use Task-O-Matic from Pollen Software. http://www.pollensoftware.com/task-o-matic/

It isn't perfect, but it was $20 and does what I think I want it to do. I would like an engineering consortium to come up with the "ultimate" to-do list software.

RE: To do list

I use the task list in outlook to keep track of all the things I'm asked to do so that when the next guy comes and asks me to do something, I can show him how long the list already is to try and dissuade him from adding to it. I'm pretty good at filtering this list and transferring genuine tasks to my real to do list. Its amazing how many tasks have been overdue for weeks without any kind of follow up - I guess it didn't really need doing in the first place then did it?!

My real to do list moves from my head (when there are only a few things and they are easy to keep track of) to a list in excel (for work), to my pocket diary (if its personal tasks I need to do on the move e.g. buy stamps, visit bank) or to a piece of paper taped to the fridge (for tasks at home).

Unfortunately a worrying number of tasks on the fridge are also overdue and they really did need doing!

RE: To do list

I used to just maintain a word-processed list of Stuff To Do.  Then I found I wasn't looking at it any more, so I abandoned it.

If there's a task I'm afraid will slip from my mind (or I've already caught slipping from my mind), I put it on the task list of my email program.  At least then I have to look at it on a daily basis, since I have occasion to check my calendar at least once a day.

Hg

Eng-Tips guidelines:  FAQ731-376

RE: To do list

(OP)
Epoisse,

Can I have a copy of the access program.

I am trying to write something myself in access or visualbasic.net.

Peter

RE: To do list

Access is just a standard microsoft office program, all you need to do is create a very simple database in there with name of to do item, completion date, priority, status and anything else you're interested in. Consult Access help for assistance.

A piece of paper would do exactly the same for you, but I write like a pig, I hate wasting paper, having it lying around where everyone can see it, losing it... reasons enough to go digital.

RE: To do list

Quote:


A piece of paper would do exactly the same for you, having it lying around
I have a cork board on the wall behind my chair. Great thing to pin the minutes of the upcoming meeting.

RE: To do list

I use to have a cube mate that would put his "to do" on post it and then place them around his monitor.  If the adhisive dry out and the post it fell off, that ment that so much time has gone by and the task was not worth doing any more.  

I my self use outlook that syncs with my IPAQ that I carry on my hip.

Go Mechanical Engineering
Tobalcane

RE: To do list


Rhodia makes a variety of highly visible, spiral notepads.  Lovely orange cover with black logo/cover art and 5mm x 5mm engineering grid paper inside.  In my inspection bag I keep a 21cmx21cm pad for field drawings.  Currently there are NO field drawings in it.  There are 7 song 'maps' and a recipe for Armenian date cookies.

For to do lists I have a very small (72mm x 72mm) pad that fits in a bag or pants pocket.  It contains everything from "load plaintiff case photos to server" to my grocery list (dates, powdered sugar).  

I used to keep this stuff electronically until I lost my Blackberry.  I found that there is something very satifying about scratching through an item on my TO DO list.  And my cell phone has taken over the other tasks I used to assign to the Blackberry.

"If you are going to walk on thin ice, you might as well dance!"

RE: To do list

I use Agendus Pro from iambic.com on my PDA, which is usually- mostly with me at all times.

"I think there is a world market for maybe five computers."
Thomas Watson, chairman of IBM, 1943.
Have you read FAQ731-376 to make the best use of Eng-Tips Forums?

RE: To do list

Hey EngJW,

Great (sick) minds think alike.

I also will pencil in the unplanned tasks so I can cross them off.  

Actually, it does help with preparing things like timesheets and progress reports, so it's not THAT sick...

tg

RE: To do list

Reading the above posts people seem to be split between the old school and new school.
I use a combination of both.  
'New School' - For the 'standard' things that occur in every project I have an excel spreadsheet that lists every project and the things to do in a project - then dates are added when a new project is added to the sheet.
'Old School’ - For the little jobs & things to do, I have a list in the back of my A4 ring bound note book.  When something new comes up that has to be actioned I will add it to the back of the book, and when an item has been actioned a tick will be added next to it.

I have found this is perfectly adequate for most eventualities.

RE: To do list

Dry erase board, used much as kchayfie uses outlook, but easier to point to.

RE: To do list

I carry a PDA, but I mostly use it for phone numbers and appointments that need an alarm; take your medication, eat your lunch, lunch is over, time to go home, etc.

My real to-do is a couple sheets of paper folded up and tucked in next to the PDA.

I have news about Outlook.  I tried the Archive function but stopped using it because finding and retrieving stuff from the archives is a pain.  So I just let everything accumulate in the inbox, where it remained searchable and accessible, etc.  There is just one small problem:  Outlook keeps _everything_ that's not archived in one file.  Okay, that's not the problem.  The problem is that the file has a 2Gbyte limit.  Okay, that's not the problem.  The problem is that Outlook gives you no warning that you are approaching the limit, until it is too late.  One day, Outlook says your file is too big, and you had better delete some things, but when you try to delete anything, you get a dialog box that your file is too big, etc.   Microsoft allows you to download a tool that truncates the file, but that effectively empties the file, despite its new size of 1.8Gb.  So, the end result is that one fine day, Outlook loses _everything_, and there's not a damn thing you can do about it.  Well, there's one thing you can do; find the file and delete it and start over with an empty one.  The file is hidden in some way so that Windows Explorer can't see it.  ZtreeWin can see it.

Aside from that, Outlook is a halfway decent program...

Mike Halloran
Pembroke Pines, FL, USA

RE: To do list

Mike (and others),

There is a way to manage your outlook data in separate .pst files based on , for example, the year the messages were sent/received, etc.

It involves a MANUAL archiving method by selecting all messages from that year and exporting to another .pst file that could be named, say, Mike2005.

I have successfully done this, and if I can find my written procedure, I'll post it.

The key is to turn OFF Autoarchive within every folder and stick to manual archiving.

This is not possible with Outlook Express.

You will effectively set up a "current" Outlook data file, and you can have access to the previous data files.

Warning - be prepared to spend 3-4 hrs doing this, but I thought it was well worth it.

Each .pst file has a 2 GB limit, but there is (I think) no limit on the amount of .pst files you can use.

tg

RE: To do list

Doesn't Outlook have folders & stuff?

Or are all the folders stored in one big file?

Hg

Eng-Tips guidelines:  FAQ731-376

RE: To do list

All the folders within Outlook are in the one big file.

I look forwared to trainguy's technique.

In the meantime, it's been reported that MS has promised that in some unnamed future version of OL, the file size limit will be 33TB, or something like that.  For current versions, you're still screwed if you get caught by this colossal programming gaffe.


Mike Halloran
Pembroke Pines, FL, USA

RE: To do list

No, each folder is a unique pst file. Personal Folders are stored locally, the ones under the 'Outlook Today' are stored on the server, in my case.

So, I create a new folder under Personal Folders, and move all the stuff in the Inbox and Sent I want to keep into that.

Bear in mind that you'll need to back up the Personal Folders, in case of a hard drive crash.

Cheers

Greg Locock

Please see FAQ731-376 for tips on how to make the best use of Eng-Tips.

RE: To do list

The alternative would be to hit the delete button once in a while. It is surprising how many emails you can easily live without.

Another option I like very much is print and put in binder. 20 years later the mail is still there, no need for intermediate conversions to a different file type, migrations to a different computer...

Carving in marble would be even better, but nothing we write in this 21st century appears to be worth filing for another 2000 years.

RE: To do list

I use a program on my PDA & computer called Trenotes.  It's sort of like using outlook tasks but with more power.  The main feature I liked was the ability to have sub tasks and auto updates for the main tasks.  I.e - I have a main project with 10 subtasks... when I complete all the subtasks the main project shows as complete.  I find it much better than outlook.  

RE: To do list

Hello all - here it is, long winded, but straight forward:
Note - I'm using Outlook 2000 SP3

First, ensure that all your folders & subfolders have Autoarchive disabled (right click on sub-folder, properties - autoarchive - UNCHECK "clean out items older than..."

On folder list, highlight the root folder (use the main folder)

File/ archive

Select "archive this folder and all sub-folders"

Highlight the folder you want archived in the small window

Input a date before which you want to remove messages

Make sure to include a check on "include items with DO NOT ARCHIVE"

Browse to a location where you'll want to place your new archive file

Input a file name, e.g. Mike_2004_emails.pst

Hit OK, and the messages will be moved. You can actually see them being moved to a folder
(on the folder list) called archive file (the default name, which has nothing to do with the
pst file name on your drive. (On my machine, 100 Mb got extrached in approx. 15 minutes,
 so be patient)

The next step:

File/open/personal folders file
Select the new file (Mike_2004_emails.pst)
It will now appear as another root folder on Outlook, but with the name (Archive file)

Right click on the root folder in folder list ("Archive file")
Properties / advanced
Enter name (overwrite "Archive file" text)
This must be done from the ADVANCED window, not the properties window.

OK
OK

A good idea now is to rename your current pst file to e.g. Mike - current,
so it appears different than your other "archive files"

Typically, you can close your "old data" file by right-clicking on it and select "close"
and you only access the older data files when you need them.


The next step is to be done at night, before leaving:

Highlight your current data file.
Rightclick - properties - advanced - Compact Now
THis could take 1-2 hrs, but this is required in order to shrink your current data
file size on the hard drive to its new expected (smaller) size, oddly this is required.

If you do not do this last step, the size on the hard drive won't change even
though you've extracted a ton of data.

The correct file size can be checked within Outlook using:

Right click on your folder
properties/folder size.

This should match the actual size on your hard drive.

Important note:

If you look at the "date modified" of one of your archive files on the hard drive, it will not read
(Dec 2004), it will read today's date, or the date at which you last opened that pst file in Outlook.

I think this is related to journal entries, but your email messages will only be from that period so don't worry about it

Another annoyance, you may have to reset your visible fields (sent / received / date etc)
when opening the "old data" file.  

Got to get back to work...

tg

 

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