Synchronize task in organized to-do list

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Is there any way to export/synchronize task in a way that I can create an organized to-do list?

I just purchased MM 2012. I've tried creating Outlook items but I end up with a long list of task with no categories or any way to sort them into related groups. I searched for third party add-ins but can't find any that support 2012 version of MM.

I am a self-employed real estate developer and I purchased the software to help me manage various projects. My thought was to map out and track the project in MM2012, then synchronize the task to my mobile so that while in the field I could check off the task as they are done. I tried Connect but they're is no two-way synchronization so I have to do the work of checking off task twice if I want to keep my map up to date. Then I tried MS Outlook synchronization but as mentioned MM only exports task description and dates, this means once I have a task list in outlook there is no way to determine what part of my project each task is associated with.

For instance if I was working on a piece of land and I my central topic was develop 123 Main Street. One main top might be "Mark the borders of the property" and it would have a subtopic/task of "Order Survey". Then I might have another main topic of "Divide the Property Into Individual Lots" and it might have a subtopic/task of "Order Survey". There is no way to tell which parent topic each subtask comes from once it is in outlook and then on my mobile. I know I can export each topic one at a time and create a category for them at that point but I was hoping there is a way to have the parent topic transferred to Outlook or in some way create context when exporting multiple topics.
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David

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Posted 6 years ago

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Alex Gooding, Champion

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The removal of synchronisation between MM and Outlook categories was one of the more infuriating changes that occurred between MM8 and MM9, though it wasn't quite as bad as the initial decision to delete any ability to send more than one topic at a time to Outlook. Thankfully the multiple send to Outlook facility was restored in 9.2 and improved in 2012, but the previous ablity to sync was never fully reinstated.

In MM8 individual topics or groups of topics could each be assigned one or more categories as part of a Categories text tag group. Creating this group created a categories field in custom properties in which this value was stored; when the item was synced with Outlook this value also appeared in the Outlook categories field and could be edited in either MM or Outlook.

Unfortunately in MM9 and 2012 tag groups are no longer stored in custom properties and initially in 9.2 there was no way to link MM and Outlook categories. There does seem to have been a partial restoration of the link in 2012 but it operates in a very peculiar way. This is the only way I seem to be able to get it to work:

1. Create a dummy task topic in MM and send it to Outlook.
2. Open the task in Outlook and assign to it ALL possible categories that you have in the Outlook categories field. Do not attempt to create the categories group from the MM end - for some reason that doesn't seem to work.
3. Sync the task with MM. The categories should be imported into MM and appear as a separate text tag group in MM. You may have to sync the task topic twice for this to occur.
4. Create task topics as required in MM, but do NOT assign any categories to them at this stage.
5. Send the uncategorised topics to Outlook. You can do this individually or as a group.
6. AFTER you have sent the task topics in Outlook, assign categories from the Categories text tag group in MM to each one as appropriate, either individually or as a group.
7. Resync the tasks with Outlook. With any luck the MM task categories should now appear as categories in Outlook (again, you may have to sync twice).

An easy way to tell if this has worked from within MM is that if your Outlook categories have colours assigned to them, each task topic in MM should have the same colour as in Outlook (except for topics with multiple categories, which will remain blank in MM). You should now be able to filter and manage the tasks in either MM or Outlook.

This all seems a little convoluted - and it is - but once you get the hang of it it isn't too bad. However if anyone can get this to happen in a more straightforward way I'd be very happy to hear it!
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David

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Thanks Alexsg, I had things working with Outlook 2007 but now I that I've upgraded to Outlook 2010 I get an error: "Could not connect to Microsoft Outlook" everytime I try to export a task. MindManager 2012 has proven to be a very frustrating software to use.
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Alex Gooding, Champion

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Hi David,

Did you reinstall MM after you upgraded Outlook? If not, try a complete delete and reinstall of MM. If you have already done this, check the MM add-in is activated in Outlook's options.
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David

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Yes, I tried all that. I am so frustrated with MindManager 2012. I bought it thinking I'd be able to manage projects from the idea stage to the end, but instead all I can do is plan it in MM 2012 then it's stuck, now that I can't even sync with Outlook.

Outlook wasn't ideal but it was better than nothing. It was quite a chore to have to re-sync all my task from my mobile with Outlook at the end of every day then sync Outlook with each map, but now there is no way to manage my mapped projects in the field.

I searched and searched for other software that will two-way sync, read MM's files or anything else and I can't find anything. Merely exporting to other software is useless IMO, I might as well just use the other software. Most of my work is done in the field and the idea of using MM was to create the plan on a desktop then export a list of tasks to a mobile device that I could sync with the desktop version to keep the whole project updated. If anyone knows of any solution that would allow this (no matter the cost, at this point) please let me know. I have spent a considerable amount of time mapping out projects for my partners and I, only to have no way to manage them in the field at this point.
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David

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The problem with Connect is it's a one way sync. Also it doesn't help with management in the field either. If I was going to use a one way sync I'd just use a standard mobile task manager. I need two way sync because my plans often change and I need to be able to reflect it in my maps.
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Alex Gooding, Champion

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About the only other thing that I can think of is whether you upgraded from a 32-bit version of Office 2007 to a 64-bit version of Office 2010, as the latter is not supported.

If that is not the issue the only other thing I can suggest Is reporting the problem to Mindjet as it is almost certainly a bug. I haven't had any problems with Outlook syncing.
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Alex Gooding, Champion

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David, have you seen this thread with the post from a Mindjet engineer about fixing problems with connecting to Outlook?:

https://community.mindjet.com/mindjet...
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David

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Customer service was able to fix my problem. Turns out my issue was that I didn't have a pop3 account as my default account in Outlook 2010 when I installed MM 2012. I had to uninstall MM 2012, set a pop3 account as my default account in Outlook 2010, and re-install MM 2012 and all was fine.
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Alex Gooding, Champion

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That's good news. I'd forgotten to ask about POP3. It would be helpful if Mindjet made their advice on this a bit clearer or, ideally, made it possible to sync with IMAP accounts.

Recently I was just about to change my email to an IMAP account because they have some advantages when you are managing your email on multiple devices. At the last minute I remembered the MindManager POP3 limitation and changed my mind as I make extensive use of the Outlook sync feature.

One great advantage of the two-way sync is that you can sync tasks from individual project maps to Outlook and at the same time have a separate summary map using Outlook queries to show you what is overdue, due today, due this week etc across all projects. This map can also pull in appointments, important emails etc. it's a great tool.
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David

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I was ecstatic when I saw that MJ11 had connect 2 way sync, no more clunky outlook integration/ re-syncing! Now, I'm trying to figure out how to get from MJ11 Connect/ Tasks to a simple SORT-ABLE task list on my Android. Tried using the web version but, doesn't work well with my screen size, and/or when out in the field with a so/so connection. Tried ToDoToday app but sorting and grouping is virtually nonexistent. Any ideas?

Thanks in advance.
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mbergmannsmith

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is there any news on how we manage tasks on Android?
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Andrew Wilcox, Champion

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@David Have you tried using the Mindjet Android App to view and edit files stored on Connect?
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David

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If you're talking about the mapping App, yes I have but it doesn't fill my need. I need the ability to manage my task on the go, including being able to designate them as complete and to modify due dates. I prefer to use a PC for mapping, and a simple to-do/ task list for my Android. With such a small screen, I find a list format to be so much more pratical. ToDoToday on Android is passable but I hate that I can't organize my task in any logical order.

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