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OmniFocus 4 Reference Manual

Settings

Settings can be used to customize the app’s behavior and appearance, so that OmniFocus is fully configured for your needs.

There are some differences in how OmniFocus on Mac, iPhone, iPad, Apple Watch, and Apple Vision Pro use settings and commands.

Some Mac menu bar commands are found in iPhone, iPad, or Apple Vision Pro settings or Apple Watch settings.

Where appropriate, this section of the reference manual may link to a related section of the Commands & Shortcuts chapter.

On Mac, iPad, and Apple Vision Pro, choose Settings from the OmniFocus menu; on iPhone, iPad, and Apple Vision Pro, select the More button in the Toolbar, then select Settings.

Synced Settings

If you are Syncing OmniFocus, many of your settings will also sync.

We refer to synced settings as having a Global Scope, Platform Scope, or Local Scope.

Global Scope settings affect the content or structure of a perspective, and are synced between all devices.

Platform Scope settings affect the layout, detail, and order of items in a perspective, and are synced between the same type of device (OmniFocus for Mac, OmniFocus for iPhone, OmniFocus for iPad, or OmniFocus for Apple Watch). This allows you to display information differently, depending on the platform you are using.

Local Scope settings affect the appearance of items in a perspective, or rely upon local information (such as calendars available on a specific device), and do not sync.

Types of Settings

This section groups types of settings available across devices, with a quick link to more information for each platform.

Settings may only be available on certain devices. If a given device isn't linked, then those settings are not available on that type of device.

Appearance Settings

Appearance settings vary with device, and may include font size, colors and styles used by the app, or how information is presented.

Automation Settings

Automation settings vary with device, and may include managing your Omni Automation Plug-Ins, or turning on Developer Mode.

Dates and Times Settings

Dates & Times settings include how far in advance items are considered “Due Soon”, which default times are used for new items, and how often new projects should be reviewed.

General Settings

General settings include common interactions you will have with OmniFocus.

Help Settings

Help topics are found in settings on iPhone, iPad, and Apple Vision Pro, and in the Help menu on Mac.

Help topics may include documentation, release notes, a tutorial project, quick access to resources on our website, and an easy way to email our friendly Support Humans.

In-App Purchases

Open In-App Purchases to unlock OmniFocus features by subscribing, purchasing either the Standard or Pro edition of the app, or restoring a previous purchase.

Layout Settings

Layout settings vary with device, and may include choosing between Fluid Layout or Columns Layout, customizing the Outline Rows fields, or selecting which fields are shown in the Inspector.

When using Badge indicating that this feature is part of OmniFocus Pro. OmniFocus Pro, Outline settings can be changed for each perspective, using View Options.

License Settings

License settings vary with device, and may include unlocking or licensing OmniFocus, or switching between Standard and Pro feature sets.

Notifications Settings

Notification settings vary with device, and may include alerts based on time or location, that can either apply to all items in OmniFocus, or specific items.

OmniFocus Data Settings

Data settings allow to you to manage attachments, configure backups, export data, or make changes to your database.

Organization Settings

Organization settings include choosing when to tidy up your OmniFocus data, what type of projects you typically work with, or whether to show certain kinds of data when in specific perspectives.

Reset Settings

Reset commands allow you to reset all or part of your OmniFocus data. They are found in OmniFocus settings on iPhone, iPad, and Apple Vision Pro, and in the File menu on Mac.

Sync Settings

Sync settings allow you to keep OmniFocus updated across all of your devices.

System Information Settings

System Information settings vary with device, and offer the option to send us anonymous data, to help improve future versions of OmniFocus.

Update Settings

Update settings are only available on Mac, when running a version of OmniFocus downloaded from us, and control how frequently OmniFocus checks for updates, as well as offer the option to send us anonymous data, to help improve future versions of OmniFocus.

Mac Settings

Settings panes are listed in the order they are displayed in the app.

General (Mac)

General settings control common interactions you will have with OmniFocus.

Organization (Mac)

Organization settings allow you to choose when to tidy up your OmniFocus data, what type of projects you typically work with, and whether to view certain kinds of data when in specific perspectives.

Appearance (Mac)

Appearance settings control font size, colors and styles used by the app, as well as how some information is presented.

Layout (Mac)

Layout settings control the appearance of the Outline and Inspector. When using OmniFocus Pro, Outline settings can be changed for each perspective using View Options.

Outline

Inspector

Dates and Times (Mac)

Dates & Times settings control how far in advance items are considered “due soon”, which default times are used for new items, and how often new projects should be reviewed.

Default Times

Default Projects Review Schedule

Notifications (Mac)

Notification settings control alerts that apply to all items in OmniFocus; notifications can also be set on a per-item basis using the Notifications inspector.

OmniFocus can provide Mac notifications, in addition to iPhone, iPad, and Apple Vision Pro notifications.

OmniFocus notification settings include:

Location-based notifications can be edited on Mac, but will only provide notifications on mobile devices.

Read the Apple User Guide articles View app notifications on Mac and Change Notifications settings on Mac to learn more about System Settings for notifications.

Sync (Mac)

Update (Mac Omni Store)

Update settings control how frequently OmniFocus checks for updates to itself (for non-App Store builds), and offers the option to help Omni improve future versions of OmniFocus by sending us anonymous data about your device.

System Information (Mac App Store)

System Information settings offers the option to help Omni improve future versions of OmniFocus by sending us anonymous data about your device.

iPhone, iPad, Apple Vision Pro Settings

Settings rows and groups are listed in the order they are displayed in the app.

About (iPhone, iPad, Apple Vision Pro)

License (iPhone, iPad, Apple Vision Pro)

License settings control how OmniFocus is unlocked, and allow switching between Standard and Pro feature sets.

If you have not unlocked OmniFocus, tap the Omni Account row to sign in to an existing Omni Account or site license, or create a new Omni Account. On the next screen, enter the information for your current Omni Account (or tap on Sign Up to create one), or a work email address associated with a site license, and follow the instructions that present.

If you need to license OmniFocus, tap the In-App Purchases row to subscribe, purchase either the Standard or Pro edition of the app, or restore a previous purchase.

If you have already unlocked OmniFocus, the first row indicates whether you are licensed using an Omni Account or Site License. If you are using an Omni Account, tap on the Omni Account row for additional options. If you are using a Site License, two additional buttons appear, allowing you to either Renew Session or Remove License.

Help (iPhone, iPad, Apple Vision Pro)

General (iPhone, iPad, Apple Vision Pro)

General settings control common interactions you will have with OmniFocus.

Organization (iPhone, iPad, Apple Vision Pro)

Organization settings allow you to choose when to tidy up your OmniFocus data, what type of projects you typically work with, and whether to view certain kinds of data when in specific perspectives.

Appearance (iPhone, iPad, Apple Vision Pro)

Appearance settings control colors and styles used by the app, as well as how some information is presented.

Layout (iPhone, iPad, Apple Vision Pro)

Layout settings control the appearance of the Outline and Inspector. When using OmniFocus Pro, Outline settings can be changed for each perspective using View Options.

Outline

Inspector

Dates and Times (iPhone, iPad, Apple Vision Pro)

Dates & Times settings control how far in advance items are considered “due soon”, which default times are used for new items, and how often new projects should be reviewed.

Default Times

Default Projects Review Schedule

Notifications (iPhone, iPad, Apple Vision Pro)

Notification settings control alerts that apply to all items in OmniFocus; notifications can also be set on a per-item basis using the Notifications inspector.

OmniFocus can provide iPhone, iPad, and Apple Vision Pro notifications, in addition to Mac notifications.

OmniFocus notification settings include:

Read these Apple User Guide articles, to learn more about System Settings for notifications on iPhone:

iPad:

Apple Vision Pro:

Sync (iPhone, iPad, Apple Vision Pro)

Automation (iPhone, iPad, Apple Vision Pro)

Automation settings allow you to manage your Omni Automation Plug-Ins and turn on Developer Mode.

Reset Settings (iPhone, iPad, Apple Vision Pro)

OmniFocus Data Settings (iPhone, iPad, Apple Vision Pro)

Data settings allow to you to manage attachments, configure backups, export data, or make changes to your database.

Attachments

Backups

Backups are handled differently on an iPhone, iPad, or Apple Vision Pro than they are on a Mac; the settings in this section are only available those devices.

More information is in the Backups of Your OmniFocus Data section of Managing Your Data.

Exporting

Database

These items only appear if your OmniFocus data is in a condition where it could use the help they provide. If you don’t see them here, you’re probably in good shape.

At the very bottom of the Settings screen, there is information about your OmniFocus data: the number of projects and actions in your database, as well as the number of zip files used to contain your data. If you are syncing, the number of zip files will increase as you make edits in OmniFocus, and decrease as all devices receive those changes. Syncing all of your devices frequently will improve performance, as each device has to track on fewer local changes.

Apple Watch Settings

OmniFocus for Apple Watch settings provides a subset of settings found on other devices.

General (Apple Watch)

The top row includes single tap access to:

Perspectives List (Apple Watch)

The second row allows configuration of the main app screen, by selecting which of your synced perspectives will display on the main screen of OmniFocus for Apple Watch.

  • Tapping an entry in the Perspective List will either favorite the perspective (adding a star to the row, and showing it in the main view), or unfavorite it (removing the star, and hiding it from the main application view).

Appearance (Apple Watch)

The third row contains settings for color and font appearance:

Sync (Apple Watch)

The bottom rows include Sync-related settings:

Settings Reference

This section lists all settings found in OmniFocus, with links back to where they can be found in the application. If something is missing from this list, or more information would be helpful, please email us.

Accent Color

Available in Appearance settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

Select the accent color OmniFocus will use for buttons and links throughout the app.

Tap the color swatch to open the color picker, where you can choose from Omni-selected colors.

You can also tap Custom… to choose a custom color for OmniFocus, or reset to the Default Color.

App Icon (Pro)

Available in Appearance settings
Setting has local scope

Select from a collection of alternate app icons, from the original OmniFocus 1 app icons, to the updated OmniFocus 4 app icon.

When using the Mac App Store version, this only updates the app icon while OmniFocus is running, and does not update the icon found in the Applications folder.

When using the Mac version downloaded from Omni, this updates the app icon even when OmniFocus isn't running.

This feature is not yet available on Apple Vision Pro, as of visionOS 1.

App Icon Badge Counts

Available in Notifications settings
Setting has local scope

Choose whether you would like to include Overdue, Due Soon, or Flagged items in the number badge that appears in the corner of the OmniFocus app icon.

If nothing is checked, the badge won't appear.

App Lock

Available in General settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

App Lock is a way to keep your work shielded from casual viewing or editing by someone with temporary access to your device. If you use OmniFocus on a device that you occasionally share (with your children, coworkers, or clients, for example), there may be times when you would prefer that your OmniFocus data be hidden. The App Lock feature prevents accidental taps and casual glances by adding a password-locked privacy screen that must be dismissed before accessing any of your OmniFocus data or settings.

A Note on Security

App Lock does not encrypt your OmniFocus data, nor does it prevent someone with physical access to your device from connecting it to another device and copying your data file or deleting OmniFocus from your device outright. The Files app can also be used to retrieve your OmniFocus data file regardless of whether App Lock is enabled.

App Lock is intended as a privacy feature to prevent accidental exposure or corruption of data when others are using your device. It is not meant to thwart serious attempts to access or compromise your data. Device-level security measures are recommended for those with additional security needs.

App Lock is turned off by default. To turn it on, tap App Lock.

When you turn on App Lock, you will be prompted to choose and confirm a new App Lock password (this is distinct from and unrelated to either your OmniFocus sync password, or encryption passphrase). If you use OmniFocus on multiple iPhones or iPads, you need to configure and set an App Lock password on each device. App Lock passwords are local, and do not sync across devices.

Warning

If you forget the App Lock password, OmniFocus can no longer be used on your device. If you are syncing your OmniFocus data, the easiest way to get running again is to delete OmniFocus and then reinstall the app from the App Store, log in using your existing sync credentials, and restore your database from the sync server.

If you have chosen not to sync, you can retrieve your OmniFocus data by connecting your device to the Finder or iTunes and copying your OmniFocus data (the OmniFocus.ofocus file) to a safe location. You can also use the Files app to retrieve your database file and share it (using email, or other options in the Share menu) to another location.

After saving a backup of your data, delete OmniFocus from your device and reinstall it from the App Store. Once you have reinstalled OmniFocus, you can set a new App Lock password and use iTunes to load your OmniFocus.ofocus file back onto your device.

After choosing a password, App Lock is turned on. The App Lock Settings screen offers the option to turn App Lock back off, change your password, or enable Touch ID, Face ID, or Optic ID as an alternative means of unlocking OmniFocus on devices that support it. To change your password, Tap Change Password... You are prompted to enter your old password, and then to choose and confirm a new one.

With App Lock turned on, the next time you open OmniFocus you will see a privacy screen with a field to enter the password you chose. Enter the password, and work resumes unimpeded. If you choose to use Touch ID, Face ID, or Optic ID, a prompt for your fingerprint, face, or eye will appear instead. You will still have the option to enter your password, or you can tap the icon next to the password field to unlock with Touch ID, Face ID, or Optic ID if you dismissed the prompt initially.

To minimize interruption when switching between apps, App Lock will not engage for a 90 second “grace period” after switching away from OmniFocus (in case you decide to switch back).

Automatic Backups

Available in OmniFocus Data settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

Choose between having OmniFocus create a new backup every 24 hours, or only making manual backups. Every time OmniFocus creates a new backup, it replaces the oldest backup.

Back Up Now

Available in OmniFocus Data settings
Available on iPhone, iPad, Apple Vision Pro
Available on Mac using Export…

Tap this button to create a manual backup. Keep in mind that this will replace the oldest backup; on iPhone, iPad, and Apple Vision Pro, the total number is set using How many backups should be kept?, and on Mac, there is a fixed limit of 100 backups.

Backup Folder

Available in OmniFocus Data settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

By default, OmniFocus will save backups locally, on your device.

Though this ensures that only the syncing database, which uses end-to-end encryption, is exposed to a network, it also means that deleting OmniFocus will delete your backups.

If you would like to store backups in iCloud Drive instead, please select that option. Keep in mind that local copies of the database are not encrypted, nor are backups.

Backups List

Available in OmniFocus Data settings
Available on iPhone, iPad, Apple Vision Pro
Available on Mac using Show Backups in Finder

OmniFocus on iPhone, iPad, and Apple Vision Pro will display a list of backups, up to the number set in How many backups should be kept?. Tapping on one of the backups in the list will show information about the date of the backup, the size of the backup, and whether it was automatically or manually created.

To use this backup, replacing your current OmniFocus data, tap on the Revert to This Backup button.

By Default, Review Projects Every

Available in Dates & Times settings
Setting has global scope

When a new project is created, this will be the value for how often you would like to review your progress. The review period for a specific project can be adjusted using the Inspector.

Change Email

Available Omni Account screen
Available on iPhone, iPad, Apple Vision Pro
Available on Mac using Manage Omni Account and Purchases…

Enter your current Omni Account password, and your new email address. You will receive a code at your new email address that you can enter to verify the change; once you have verified the change, the new email address will be updated across our servers.

Change Password

Available Omni Account screen
Available on iPhone, iPad, Apple Vision Pro
Available on Mac using Manage Omni Account and Purchases…

Enter your current Omni Account password, a new password, and then verify the new password. Once you have submitted your change, the new password will be updated across our servers.

Check For Updates (Omni Store Only)

Available on Mac in Update settings
Setting has local scope

OmniFocus is naturally curious about when updates are available for itself. If you’d prefer for the app not to check for updates automatically, uncheck the box for this preference; otherwise, you can choose an interval that suits you best (it’s not a very intrusive or bandwidth-heavy process). You can check for updates manually using the Check Now button, or with Check for Updates in the OmniFocus menu.

Clean Up Inbox Items Which Have

Available in Organization settings
Setting has global scope

This setting controls when Inbox items are moved from the Inbox to another project. The options are:

  • A project — assigning a project will move this item to the assigned project; with an assigned project, this item will remain in the Inbox.
  • A tag — assigning one or more tags will move this item to the default Miscellaneous project, with the assigned tags; without at least one assigned tag, this item will remain in the Inbox.
  • Both a project and a tag — assigning both a project and one or more tags will move this to the assigned project, with the assigned tags; with both a project and at least one tag, this item will remain in the Inbox.
  • Either a project or a tag — assigning either a project or one or more tags will move this to the assigned project or the default Miscellaneous project, with the assigned tags; without either a project or at least one tag assigned, this item will remain in the Inbox.

Note that items will not move out of the Inbox until you either switch to another perspective, or clean up.

Clean Up Resolved Items

Available in Organization settings
Setting has global scope

If you prefer that items be cleaned up, updating their visibility to match the current View Options selection, as soon as they are completed or dropped, choose Immediately. Otherwise, resolved items will be cleaned up when you switch between perspectives or when you manually clean up.

Clippings Shortcut

Available on Mac in General settings
Setting has local scope

Use the Clippings shortcut button to open System Settings and set up your system-wide keyboard shortcut for Clippings.

Color Palette

Available in Appearance settings
Setting has local scope

Choose between three color palette options for OmniFocus:

  • Automatic — Follows the Appearance selected in System Settings, which may also be set to update based on time of day.
  • Light — Uses the Light color palette, regardless of your device’s Appearance settings.
  • Dark — Uses the Dark color palette, regardless of your device’s Appearance settings.

Read these Apple User Guide articles to learn more:

Color Text For Due Items

Available in Appearance settings
Setting has local scope

Choose whether to use color for the title of projects, action groups, or actions that are Due Soon or Overdue. Due Soon items will use yellow text, and Overdue items will use red text.

It is possible to adjust Due Soon using “Due Soon” Means.

Color Text For First Available Actions

Available in Appearance settings
Setting has local scope

Choose whether to use color for the title of actions that are First Available. First Available items will use purple text.

Columns Layout

Available on Mac in Layout settings
Settings have platform scope

Columns layout is designed to display all items in a single row, which allows for easy scanning of the Outline. It is only available on Mac; if you would find it helpful on iPad, please email us.

By default, all items display the assigned project, tags, due date, and flag status. Selecting a row allows you to edit those fields, as well as the item’s note.

Clicking on Set Columns allows you to choose columns to be displayed, as well as rearrange the columns by dragging and dropping.

Possible fields include:

  • Project — Display the assigned project.
  • Flag — Display the flagged (or unflagged) status.
  • Tags — Display some or all assigned tags. See note below regarding the Tags shown setting.
  • Estimated Duration — Display the estimated duration.
  • Defer Until Date — Display the defer until date.
  • Due Date — Display the due date.
  • Completion Date — Display the completion date.
  • Repeat — Display the configured repetition.
  • Note Icon — Display the note icon, which also indicates whether the item note contains any text.
  • Notifications — Display any notifications.

Additional options include:

  • Tags shown — Display the number of tags chosen, or choose the infinite symbol to show all assigned tags.
  • Show full project path — By default, project display includes only the name of the project. Enabling this will also show any folders above the project in the hierarchy.
  • Hide project when redundant — By default, the assigned project is not displayed when in Projects, or in a custom perspective which is organized by projects. Enabling this setting will force all perspectives to respect the setting from Display Fields.

Default Notifications

Available in Notifications settings
Settings have local scope

Set automatic date-based notifications for all actions, action groups, and projects. These settings affect all items with assigned dates or estimated durations.

Notifications can also be added to, or removed from, individual items using the Notifications inspector.

Automatic notifications can also be removed using the Notifications inspector, or re-added once they have been removed.

  • Deferred — Enable this to automatically schedule a notification for the Defer Until Date, when an item becomes Available. Changing the Defer Until Date will also change the date and time of the notification; removing the Defer Until Date deletes the notification.
  • Latest Start — Enable this to automatically schedule a notification for the Latest Start Date, which is calculated by subtracting Estimated Duration from the Due Date, so you know the latest possible time to begin working on an item, before it becomes due. Changing the Due Date or Estimated Duration will also change the date and time of the notification; removing the Due Date or Estimated Duration deletes the notification.
  • Due — Enable this to automatically schedule a notification for the Due Date, when an item becomes Overdue. Changing the Due Date will also change the date and time of the notification; removing the Due Date deletes the notification.

Default Notification Sounds

Available in Notifications settings
Settings have local scope

Select the sounds that are played for Default Notifications.

Note that the layout of settings is different, depending on the device you are using.

On Mac, your options are:

On iPhone, iPad, or Apple Vision Pro, tap on the Sounds row to show the Notify with Sound toggle, along with additional settings.

The Sounds options on iPhone, iPad, or Apple Vision Pro update based on which of the Default Notifications are enabled.

If you do not see an option that you expect, make sure that it is enabled on the main Notifications screen.

Custom sounds include None, Bridge, Arriving Synth, Leaving Synth, Ditto, Interval, Laser, Mercury, Projector, Robot, and Sonar.

They can be assigned to notifications for Deferred, Latest Start, Due, Location (When Arriving), Location (When Leaving), and Badge indicating that this feature is part of OmniFocus Pro. Scheduled.

Default Row Layout

Available on Mac in Layout settings
Setting has platform scope

Choose between using Fluid or Columns as the default layout for all your perspectives.

This will be the default layout for all Macs, as it has platform scope. When using OmniFocus Pro, Outline settings can be changed for each perspective using View Options.

Default Project Type

Available in Organization settings
Setting has global scope

Select the default type when creating a new project or action group. Sequential projects and action groups require actions to be completed in a specific order, while parallel projects and action groups can have actions completed in any order.

This setting does not apply when creating a new Single Actions List project, or when choosing to create a specific type of project; it only applies when the type is not specifically chosen.

Default Time For Defer Dates

Available in Dates & Times settings
Setting has global scope

When you create an action or project with a defer date but without choosing a specific time, this default time will be used.

Default Time For Due Dates

Available in Dates & Times settings
Setting has global scope

When you create an action or project with a due date but without choosing a specific time, this default time will be used.

Default Time For Scheduled Notifications

Available in Dates & Times settings
Setting has global scope

When you create a scheduled notification for an action or project with a date but without choosing a specific time, this default time will be used.

Delete Items Without Requiring the Command Key

Available on Mac in General settings
Setting has local scope

By default, the keyboard shortcut for Delete is Command-Delete.

Enabling this setting allows you to use Delete.

Delete Old Items

Available on iPhone, iPad, Apple Vision Pro in Settings

This tool appears when you have over 1000 items that have been completed for six months or longer. Use this to lighten the load on your database by removing those old items.

If you have OmniFocus for Mac, we recommend using Archive Old Items… instead. More information about archiving can be found in Archiving in OmniFocus, and we also have a Find and reduce the size of your database in OmniFocus 4 support article, for help keeping your database size manageable.

Developer Mode (Pro)

Available in Automation settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

Turn the Developer Mode switch on to add the Omni Automation menu to the top Toolbar. This also enables access to the Automation Console and Automation Reference, both of which are tools that you can use to create your own Omni Automation automations.

“Due Soon” Means

Available in Dates & Times settings
Setting has global scope

OmniFocus displays actions and projects that are due soon with a yellow status circle.

Choose when you would like OmniFocus to consider items due soon: Today, 24 hours, 2 days (default), 3 days, 4 days, 5 days, or 1 week.

Except for 24 hours, all options are based on full calendar days. With 24 hours selected, only the part of tomorrow that falls within the next 24 hours will be included.

Enable Pro Features

Available in License settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

This allows you to choose between the Standard or Pro feature set when running a trial license, Pro license, or site license.

A similar function is available on Mac in the OmniFocus menu, using the Free Trial Mode sub-menu.

Export to CSV

Available in OmniFocus Data settings
Available on iPhone, iPad, Apple Vision Pro
Available on Mac using Export…

As part of our commitment to your complete ownership of your data, we offer the ability to export your OmniFocus data in the open CSV format. Your data is available this way whenever you need it, presented in a tabular format viewable in just about any text editor.

Fluid Layout

Available in Layout settings
Settings have platform scope

Fluid layout is designed to always show the information that is most important to you in a row under the title, with the additional flexibility of quickly editing other fields. This is accomplished by having two sets of fields: one for display, and another for editing. By default, all items display the assigned project, tags, due date, and flag status. Selecting a row allows you to edit those fields, as well as the item’s note.

Clicking or tapping on Set Display Fields allows you to choose fields that are always displayed for each item, whether or not they are selected. Fields can also be rearranged by dragging and dropping into your desired order.

Possible fields include:

  • Project — Display the assigned project.
  • Tags — Display some or all assigned tags. See note below regarding the Tags shown setting.
  • Estimated Duration — Display the estimated duration.
  • Defer Until Date — Display the defer until date.
  • Due Date — Display the due date.
  • Completion Date — Display the completion date.
  • Repeat — Display the configured repetition.
  • Notifications — Display any notifications.

Additional options include:

  • Preview notes in Outline — Display all notes. (iPhone, iPad, and Apple Vision Pro only)
  • Tags shown — Display the number of tags chosen, or choose the infinite symbol to show all assigned tags.
  • Show full project path — By default, project display includes only the name of the project. Enabling this will also show any folders above the project in the hierarchy.
  • Hide project when redundant — By default, the assigned project is not displayed when in Projects, or in a custom perspective which is organized by projects. Enabling this setting will force all perspectives to respect the setting from Display Fields.

Clicking or tapping on Set Editing Fields allows you to choose additional fields that are displayed only when an item is selected, to allow editing of fields that are not always visible. This set will automatically include all Display Fields, and disabling Mirror Display Fields allows you to add fields to the set. Field order is based on that set for Display Fields.

  • Show note automatically — When selecting an item, the note will automatically be shown. (Mac only)
  • Notes — When selecting an item, the note will automatically be shown. Note that this overrides the Preview notes in Outline setting above, but only for the selected note. (iPhone, iPad, and Apple Vision Pro only)

Font Size

Available on Mac in Appearance settings
Setting has local scope

This slider allows you to adjust the font size used in OmniFocus, to find the right balance between comfortable reading and optimal layout of information.

When using an iPhone, iPad, or Apple Vision Pro, OmniFocus will respect the settings found in Settings > Display & Brightness, as well as related Accessibility settings. For more information, see the Apple User Guide articles about Make iPhone text easier to read with accessibility features, Make iPad text easier to read with accessibility features, and Adjust the display and text size on Apple Vision Pro.

Hide Projects and Action Groups

Available in Organization settings
Setting has global scope

By default, the Tags and Flagged perspectives will show flagged projects and action groups, when they match the selected View Option filter. To always hide projects and action groups from these perspectives, focusing exclusively on actions, enable Hide projects and action groups.

How Many Backups Should Be Kept?

Available in OmniFocus Data settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

Select the number of backups that OmniFocus will store. As each additional automatic or manual backup is made, the oldest existing backup will be replaced; a higher number of backups may provide additional confidence, but will also take more storage space.

Include Items from on Hold Projects (Pro)

Available in Organization settings
Setting has global scope

By default, the Forecast perspective will hide projects that are On Hold, as well as any actions or action groups that are part of that project. If you would like these items to show in Forecast instead, to help with your planning, enable Include items from On Hold projects.

Keep Sidebar Hidden

Available in View Options
Available on Mac, iPad, Apple Vision Pro for most perspectives
Setting has platform scope

On a Mac or iPad, navigating to a different perspective by using the Perspectives Bar or Quick Open will show the Sidebar in the most recent state. If during your last visit to a given perspective you left the Sidebar showing (such as showing the Calendar in Forecast), then the next time you visit that perspectives, the Sidebar will still be showing; the same is true if the Sidebar was hidden. By default, OmniFocus will respect the Show/Hide Sidebar command.

Enabling this setting will change the behavior, but only for that perspective: instead of respecting the most recent state, you will always start with the Sidebar hidden.

When using an iPad, this setting only impacts Regular view; when using Compact view (iPhone width, displayed on an iPhone) you will always visit the Outline first.

This setting does not affect the use of Go Forward or Go Back navigation, which should always show you the most recent view of whichever perspectives you visit.

Show Sidebar First is the related setting on an iPhone.

Layout Settings for Inspector

Available in Layout settings
Settings have platform scope

By default, the Inspector displays the item title, item status, project or action group type, assigned project, assigned tags, defer until date, due date, repeat schedule, last and next review dates, note, and tag location fields, when appropriate for the selected item.

These settings allow you to enable or disable fields to show by default, as well as rearrange them by dragging and dropping.

Select which of these fields show in the Inspector:

Location Notifications

Available in Notifications settings
Setting has local scope

This setting is only available on mobile devices.

Enable this setting to use location-based notifications on your mobile devices.

Omni Account

Available on Mac in OmniFocus menu
Available in License settings
Available on iPhone, iPad, Apple Vision Pro

Log in to or sign out of your Omni Account, unlock OmniFocus (if you have a current license or subscription), or update your account information.

Options include:

Creating an Omni Account is free, and is required for syncing with the Omni Sync Server, or using OmniFocus for the Web.

Similar functions are available on Mac, using Unlock OmniFocus… and Manage Omni Account and Purchases….

Open Calendar Events In

Available in General settings
Available on iPhone, iPad, Apple Vision Pro
Available on Mac in the Calendar application
Setting has local scope

Choose whether tapping the calendar icon next to events in Forecast opens Apple Calendar or Fantastical.

Please feel free to request support for your favorite calendar application.

When using a Mac, OmniFocus will read this setting from Apple’s Calendar application. More information is available in the Calendar User Guide article Change General settings in Calendar on Mac.

Outlining Mode

Available on Mac in General settings
Setting has local scope

Choose between two different styles of outlining, which change the behavior of common keyboard actions when items in the outline are selected.

When in Modern Mode:

  • Tab begins editing
  • Return confirms editing
  • Escape cancels editing
  • Press return twice to create a new item

When in Classic Mode:

  • Escape begins editing
  • Escape confirms editing
  • Return always creates a new item

This setting only applies when using a Mac, as iPads and iPhones use a different style of keyboard navigation. More information about that style of navigation can be found in Use shortcuts on an Apple external keyboard with iPad.

Perspectives Bar Shows Badges

Available in Notifications settings
Settings have local scope

Enable or disable badges in the Perspectives Bar for Inbox, Forecast, Flagged, or Review.

The badge count for each perspective is focused on the intended purpose of the perspective:

Neither Projects nor Tags have Perspectives Bar badges, but each can Show Sidebar Badges.

Perspectives Bar Shows Titles

Available in Appearance settings
Setting has local scope

Choose to show or hide titles in the Perspectives Bar. Showing titles (the default setting) provides more information, while hiding titles fits more items in the Perspectives Bar.

Quick Entry Shortcut

Available on Mac in General settings
Setting has local scope

Set a custom keyboard shortcut for Quick Entry here (the default is Control-Option-Space).

See also Show Quick Entry

Reminders Capture

Available in Automation settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

Enabling this setting allows you to choose a specific Reminders list to continuously import into the Inbox.

Earlier versions of OmniFocus relied on this for communication with Siri, and the feature is still available for customers that find it useful. Please note that Reminders Capture is no longer the preferred method for OmniFocus to interact with Siri. Instead, use Siri to add items to OmniFocus directly.

Reset OmniFocus

For more information about global, platform, or local settings, please read Synced Settings, at the beginning of this chapter.

You can reset parts of OmniFocus using these options:

  • Reset iPad/iPhone/Apple Vision Pro Layout Settings -- This resets platform layout and inspector field settings back to default, for all perspectives.
  • Reset All Settings -- This resets global, platform, and local settings back to the default. This will affect all syncing Macs, iPads, iPhones, and Apple Watches, but does not affect layout settings on different kinds of devices.
  • Reset Database -- This removes your local OmniFocus data, and starts OmniFocus back at First Launch. If you are not syncing your database, be aware that this will erase your data. Depending on your Backups settings, you may not be able to recover your data.

A similar function is available on Mac, using Reset Database and Settings….

Send Anonymous System Information to the Omni Group

Available in General settings
Available on iPhone, iPad, Apple Vision Pro
Available on Mac in Update settings and System Information settings
Setting has local scope

If you’d like to help improve future versions of OmniFocus, for you and others, you can choose to send us anonymous information about your OmniFocus data and device. All the information that will be shared is visible in this Settings screen on iPhone, iPad, or Apple Vision Pro; click on Learn more about what kind of information is sent if you are using a Mac.

Show Full Item Title

Available on Mac in Appearance settings
Setting has local scope

  • Always — Titles are always displayed at full length in the Outline, whether or not it is selected. This is the default setting, and allows you to see all relevant information.
  • When Selected — Titles are truncated to the first link in the Outline, unless they are selected. This setting allows you to see more items at the same time.

Show Perspectives Bar

Available in Appearance settings
Available on iPhone, iPad, Apple Vision Pro
Setting has local scope

Show or hide the Perspectives Bar.

This is available as a setting on iPhone, iPad, and Apple Vision Pro, and as the Show/Hide Perspectives Bar command on all devices.

Show Sidebar Badges/Sidebar Due Counts

Available in Notifications settings
Setting has local scope

Show badges with the number of items which are Due Soon (yellow badge), or Overdue (red badge).

Badges will display in the Projects Sidebar, Tags Sidebar, and Review Sidebar.

Show Sidebar First

Available in View Options
Available on iPhone for most perspectives
Setting has platform scope

This setting will be displayed as Show Project list first, Show Tag list first, or Show Calendar first, depending on which perspective you are viewing.

On an iPhone, navigating to a different perspective by using the Perspectives Bar or Quick Open will always show the Outline first. Enabling this setting will change the behavior, but only for that perspective: instead of always starting with the Outline, you will always start with the Sidebar.

This setting does not affect using an iPad in Compact view (iPhone width, displayed on an iPhone); when using Compact view on an iPad, you will always visit the Outline first.

This setting does not affect the use of Go Forward or Go Back navigation, which should always show you the most recent view of whichever perspectives you visit.

Keep Sidebar Hidden is the related setting on a Mac or iPad.

Siri Shortcuts

Available in Automation settings
Available on iPhone, iPad, Apple Vision Pro

Tap to open a list of your OmniFocus perspectives, then tap a perspective to open the Siri Shortcuts recording dialog. Record a custom phrase here that can be used with Siri to open the perspective directly from anywhere on your device.

Strike Resolved Items

Available in Appearance settings
Setting has local scope

Choose whether to strike through the title text for resolved projects and actions.

Support Center

Available in Help settings

Tap to open a web view containing the official OmniFocus support page, with a search field for troubleshooting articles and links to the online reference manuals and other resources.