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OmniFocus 4 Reference Manual

Toolbar

Image of the Toolbar on Mac, iPhone, and iPad

The Toolbar at the top of your OmniFocus window contains buttons for commonly used commands and functions, making them accessible with a single click or tap.

This chapter is structured to help you easily find the toolbar information you need, with each section organized for a different purpose.

  • Mac — Mac toolbar buttons are listed in the default order found in the app, for quick reference.
  • iPhone — iPhone toolbar buttons are listed in the default order found in the app, for quick reference.
  • iPad — iPad toolbar buttons are listed in the default order found in the app, for quick reference.
  • Apple Vision Pro — Apple Vision Pro toolbar buttons are listed in the default order found in the app, for quick reference.
  • Web — Web toolbar buttons are listed in the default order found in the app, for quick reference.
  • Notice Bars — These appear near the toolbar, to alert you to something that affects OmniFocus.
  • Toolbar Reference — All toolbar buttons are listed in alphabetical order. This is a good place to start if you would like more information about a button, or want to see where a button is available.

Mac Toolbar

In this section, toolbar buttons are listed in default order.

When you first install OmniFocus, the toolbar includes these buttons:

Toolbar customization is only available on Mac. If you would like toolbar customization on other devices, please email us.

Control + click on the toolbar, and select Customize Toolbar…, (or select it from the View menu) to remove any of the default toolbar buttons, or add buttons for:

iPhone Toolbar

In this section, toolbar buttons are listed in default order.

The iPhone toolbar includes these buttons:

The iPhone More Menu may include:

The iPhone Sidebar toolbar includes:

(Which replaces the Inspector button .)

Toolbar customization is only available on Mac. If you would like toolbar customization on other devices, please email us.

iPad Toolbar

In this section, toolbar buttons are listed in default order.

The iPad toolbar includes these buttons:

The iPad More Menu may include:

The iPad Sidebar toolbar includes:

When an iPad is using a Compact view, it uses the iPhone Toolbar layout.

Toolbar customization is only available on Mac. If you would like toolbar customization on other devices, please email us.

Apple Vision Pro Toolbar

In this section, toolbar buttons are listed in default order.

The Apple Vision Pro toolbar includes these buttons:

The Apple Vision Pro More Menu may include:

The Apple Vision Pro Sidebar toolbar includes:

Toolbar customization is only available on Mac. If you would like toolbar customization on other devices, please email us.

Web Toolbar

In this section, toolbar buttons are listed in app order.

The Web toolbar includes:

The Web More Menu includes:

Toolbar customization is only available on Mac. If you would like toolbar customization on other devices, please email us.

Notice Bars

Notice Bars indicate that there is something special about the OmniFocus window you are viewing.

Focus Notice Bar (Pro)

When using Focus to show only part of your OmniFocus data, the notice bar includes the label Focus:, with a reminder of what you are focusing on, and a button to Unfocus. Focus is part of OmniFocus Pro.

Archive Notice Bar

When viewing your Archive on Mac, the notice bar includes the label Archive, and the date it was last updated.

Backup Notice Bar

When viewing a Backup on Mac, the notice bar includes the label OmniFocus Backup, the date of the backup, and a Revert to This Backup button.

Document Notice Bar

When viewing external OmniFocus data on Mac, the notice bar includes the label OmniFocus Document and the name of the document, to remind you that this is not your main OmniFocus data.

Free Viewer Notice Bar

When you’re running without a license, or with an expired trial license, the notice bar includes the Free Viewer notice, and provides a button to Unlock OmniFocus.

News Notice Bar

When significant news is available, the notice bar includes Important news about OmniFocus, with a Learn More button. This type of news might include a need for Migrating Your Database; a change in macOS, iOS, iPadOS, watchOS, or visionOS that causes OmniFocus to behave differently; or a major version upgrade (such OmniFocus 3 to OmniFocus 4).

Test Build Notice Bar

When you’re running a test build on Mac, the notice bar includes a notice of when the test build will expire, and buttons to either Hide the bar, or Check for Updates….

Trial Notice Bar

When you’re running a trial license of OmniFocus, the notice bar includes a notice of when the trial will expire, and a button to either Hide the bar, or Unlock OmniFocus.

Toolbar Reference

In this section, toolbar buttons are listed in alphabetical order.

Each entry contains links to the platforms where the button is available.

About OmniFocus Web

Available on Web

Shows information about your current OmniFocus for the Web session, including browser, Omni Account, locale, time zone, and the web app and server versions.

You can also include this information when using Contact Omni, by checking a box on the contact form.

Attach

Available on Mac

Use the Attach File command.

Back & Forward

Available on Mac, iPhone, iPad, Apple Vision Pro

Go Back or Forward in your navigation history. Back will take you through the locations you have recently visited in OmniFocus, from newest to oldest, and Forward will bring you back to the present.

Clean Up

Available on Mac, iPad, Apple Vision Pro, Web

Manually Clean Up any items in the Outline which may belong elsewhere, after changing the assigned project, tags, or status.

On an iPhone, or when using a device in Compact view, pull down on the Outline to prompt a cleanup.

You can change the settings for Clean up Inbox items which have and Clean up resolved items to determine when items are removed from the Outline automatically.

Collapse All

Available on iPhone, iPad, Apple Vision Pro

Use Collapse All to collapse everything in the Sidebar or Outline to the top level only.

Compare Expand All.

Complete

Available on Mac

Mark the selected items as Completed.

Contact Omni

Available on Web

Opens a browser window with a form to contact our Support Humans.

There are options to add a note, attach screenshots, and include diagnostic information about your session.

If you are using OmniFocus for Mac, iPhone, iPad, or Apple Vision Pro, you can use the Contact Omni command, instead.

Drop

Available on Mac

Mark the selected items as Dropped.

Expand All

Available on iPhone, iPad, Apple Vision Pro

Use Expand All to expand all currently collapsed items in the Sidebar or Outline.

Compare Collapse All.

Flag

Available on Mac

Set or clear a flag on the selected items.

Flexible Space

Available on Mac

Drag this from the toolbar customization sheet to add an area of space to the toolbar which will expand to fill the available space.

Compare to Space.

Focus (Pro)

Requires OmniFocus Pro
Available on Mac, iPhone, iPad, Apple Vision Pro

Focus on selected folders, projects, or the project which contains the selected actions. If you are already focused, the button changes to Unfocus.

Help Menu

Available on iPhone, iPad, Apple Vision Pro

Tap to open the Help submenu, which has entries for About OmniFocus, OmniFocus Help, Release Notes, and Contact Omni.

Inspector

Available on Mac, iPhone, iPad, Apple Vision Pro, Web

When using a device with a Regular View, this button shows or hides the Inspector for selected items, on the trailing edge of the window.

When using a device with a Compact View, this button switches between the Inspector for selected items, and the Outline.

Manage Account

Available on Web

Opens the Omni Accounts website, in a new browser window, where you can manage the Omni Account associated with your OmniFocus for the Web subscription.

Mark Reviewed

Available on Mac

Mark the current project as reviewed. This button is only available when a project is selected.

More Menu

Available on iPhone, iPad, Apple Vision Pro, Web

The More Menu contains a list of useful menu items and commands, which may update depending on your view and selection, as well as which device you are using.

New Action

Available on Mac, Web

Add an action immediately after the selected row, or at the bottom of the current project.

Omni Automation (Pro)

Requires OmniFocus Pro
Available on iPhone, iPad, Apple Vision Pro

Omni Automation menu will only display if Developer Mode has been turned on in Automation Settings.

Once turned on, the Omni Automation menu provides access to installed OmniFocus Plug-Ins, as well as links to Manage Plug-Ins, and open the Automation Console or Automation API Reference.

Omni Automation Plug-Ins (Pro)

Requires OmniFocus Pro
Available on Mac

With OmniFocus Pro, you can add toolbar buttons for any installed OmniFocus Plug-Ins.

To learn more about scripting OmniFocus, visit the Omni Automation website, and be sure to read OmniFocus 4: What’s New in Omni Automation?.

Perspectives (Pro)

Requires OmniFocus Pro
Available on Mac

With OmniFocus Pro, you can add toolbar buttons for Default Perspectives or Custom Perspectives perspectives.

Preferences

Available on Web

Opens the OmniFocus for the Web Preferences window, where you can customize your experience by updating:

Click or tap Restore Defaults to reset all preferences to their original settings.

Once you have completed your changes, click or tap Back to apply them to your session. This may cause OmniFocus to reload in your browser.

Perspectives Menu

Available on Web

Presents a menu where you can navigate to:

If you open a perspective which is not already visible in the Perspectives Bar, the perspective icon will be added to the Perspective Bar until you close the perspective.

If you would like to change which perspectives are always displayed:

Quick Entry

Available on Mac, iPhone, iPad, Apple Vision Pro, Web

Quick Entry is in the toolbar when using Mac or Web, and is available in the lower right of the screen when using Smart Add & Quick Entry on iPhone, iPad, or Apple Vision Pro.

Quick Open

Available on Mac

Open the Quick Open window.

Quick Open can be added to the Mac Toolbar, by using the Customize Toolbar… command.

It is available in the lower left of the screen when using Quick Open on iPhone, iPad, or Apple Vision Pro.

Reference Manual

Available on Web

Opens the OmniFocus for the Web chapter of the OmniFocus 4 Reference Manual, in a new browser window.

Release Notes

Available on Web

Opens the release notes for recent versions of OmniFocus for the Web, in a new browser window.

If you are using OmniFocus for Mac, iPhone, iPad, or Apple Vision Pro, you can use the Release Notes command, instead.

Search Field

Available on Mac, Apple Vision Pro

Search your OmniFocus data.

Search is part of the toolbar on Mac and Apple Vision Pro. When using iPhone or iPad, navigate to the top of the Outline, and pull down to reveal the Search bar.

Select

Available on iPhone, iPad, Apple Vision Pro

Tap Select in the More Menu to turn on Outline Select Mode.

Settings

Available on iPhone, iPad, Apple Vision Pro

Tap Settings in the More Menu to open OmniFocus Settings.

Share

Available on Mac, iPhone, iPad, Apple Vision Pro

Use Share to send selected items from OmniFocus to other applications, or use installed OmniFocus Plug-Ins.

Show Console (Pro)

Requires OmniFocus Pro
Available on Mac

Opens the Automation Console.

Available on Mac, iPhone, iPad, Apple Vision Pro, Web

When using a device with a Regular View, this button shows or hides the Sidebar on the leading edge of the window.

When using a device with a Compact View, this button switches between the Sidebar and the Outline.

Available on iPhone, iPad, Apple Vision Pro

Turn on Edit Mode in the Sidebar.

Available on iPad, Apple Vision Pro

This menu is available when the Sidebar is open.

In Regular views, tap the Sidebar Menu button to open a menu that allows you to Expand All, Collapse All, or Select items in the Sidebar.

In Compact views, these controls are included in the More Menu.

Sign Out

Available on Web

Sign out from OmniFocus for the Web, ending the current session.

Space

Available on Mac

Drag this from the toolbar customization sheet to add a fixed area of space to the toolbar (roughly the size of a toolbar button).

Compare to Flexible Space.

Sync

Available on Mac, iPhone, iPad, Apple Vision Pro, Web

Prompt an immediate Sync.

Syncing occurs automatically, as described in How OmniFocus Syncs, so a manual sync is rarely needed; it can be handy when working on multiple devices at the same time.

Button is in the More Menu on iPhone, iPad, and Apple Vision Pro, and in the main toolbar on Web.

It can be added to the Mac Toolbar using customization.

Undo & Redo

Available on iPhone, iPad, Apple Vision Pro, Web

Tap Undo in the More Menu to revert the most recent change you have made. After at least one change has been undone, the Redo button also appears in this area of the menu.

On Web, both buttons appear in the main toolbar.

Undo and Redo are available on all platforms.

View Options

Available on Mac, iPhone, iPad, Apple Vision Pro, Web

Open View Options to customize which items appear in the Outline.

When using Mac, iPhone, iPad, or Apple Vision Pro, you can also customize the layout and appearance of Outline Rows.