How To Get Alerts for Tasks on your iPhone

This is part 3 of the Outlook / iPhone Task syncing posts:

  1. How To Sync Outlook Tasks With Your iPhone, For Free
  2. How To Sync Outlook Tasks Between Two or More Computers
  3. How To Get Alerts for Tasks on your iPhone
  4. Sync Tasks: ToodleDo Free Link vs. the ToDo $10 application.

In part 1 you got the directions on How To Sync Outlook Tasks With Your iPhone, For Free. Assuming everything is working for you here is the “Holy Grail” – How to get alert reminders on your iPhone for tasks that are due.

UPDATE: ToodleDo has released an application to the iTunes store for $3.99 Check out Sync Tasks: ToodleDo Free Link vs. the ToDo $10 application.

Step one:

*One way* computer to iPhone can be done by sending (brief) email messages to iphonenumber@txt.att.net These come to the phone via SMS messaging.

We need to figure out your Email to SMS gateway address. Sounds confusing? Not so much. In the US all iPhones are currently AT&T so your address is:

@cingularme.com
@txt.att.net

Preface it with your phone number so it looks like 1112224567@cingularme.com or 1112224567@txt.att.net

To test it, simply send yourself an email from outlook or whatever email program you choose. Once you send the email (Subject: Test, Body: This is a test, etc). You should get an SMS message on your iPhone in a matter of seconds after sending it.

I found that both addresses worked for me.

If you have a different carrier you can try checking this list of Email to SMS gateway Addresses.

Step Two:

You figured out the address. Now log into your free account at ToodleDo and go to the CONNECTIONS SETTINGS. Fill it in!

Keep in mind that you are 100% responsible for any fees charged by your carrier for receiving SMS messages. For this reason, you may want to set a daily limit. If you do not want a daily limit, just set it to 999.

Step Two and a Half:

Go to ACCOUNT SETTINGS and find Your Date / Time: – Make sure you have the correct time zone. This is key!

Now everything is in place to receive SMS reminders for tasks with due dates and due times. Did you catch that? Only tasks that have a due date and a due time will send reminders!

When you create a new task you have one of three programs to choose from. Outlook, ToodleDo or the ToDo application. Only Outlook and ToodleDo give you a field that has Due Date and Due Time. Hopefully the developers of ToDo will fix this oversight in the next release of their application. Their FAQ states “Todo does not currently support specific due times. We are planning to add support for this in a future release.” (You can email them and request it here. Might expedite the process.)

Ok, let’s create a new task:

In Outlook the Due Date and Due Time are called REMINDER.

In ToodleDo it is called . . wait a minute? Where is it? Yup, Due Date and Due Time are not displayed by default! No problem, simply go to your ACCOUNT SETTINGS: and select Fields Used:

Add Due Date and Due Time!

I set up an test appointment with the subject of “8pm” so in the example below imagine that instead of “8pm” it said “Don’t Forget To Buy Dan A Beer.

This entry was posted in Instructions, iPhone, Outlook, Tasks and tagged , , , , . Bookmark the permalink.

25 Responses to How To Get Alerts for Tasks on your iPhone

  1. P Barfiel says:

    Is it possible to sync outlook task categories with iphone?

    • Brian P says:

      The answer is yes.

      The recommendations and instructions in this thread to sync Outlook tasks with your iPhone are correct.

      I just set up the iPhone 4 and Outlook 2010 and it worked flawlessly. Download the ToodleDo from the App store at $3.99. Then follow the instructions for downloading the Chomatic Dragon application. A readme file will pop up providing instructions. Follow them and it works.

      Please support the developer in Chomatic Dragon, it works and I intend to.

  2. BillC says:

    Dan, Thanx $1,000,000! Thats what I figure this is worth over the next 10 Years! By the way the native app has the due time now.
    Bill

  3. Pingback: Best planner/to do app? - The iPhone Blog Forums

  4. Ammar says:

    I'm using my iPhone on a network other than AT&T and I have SMS/text messages blocked (didn't need the extra expense). I've seen a solution out there that has to do with syncing the native iPhone calendar with Google Calendar (in iTunes and setting up an MS Exchange account in iPhone's email settings for Google). That way, you get reminders straight from the iPhone calendar.

    My only issue now is finding an easy way to sync my Outlook 2002 calendar/tasks with Google Calender (Google Sync only supports Outlook 2003 up). Any suggestions?

  5. Bill says:

    Dan,

    Thanks for your help with this. The step-by-step instructions are great, but you lost me here:

    Step Two:

    You figured out the address. Now log into your free account at ToodleDo and go to the CONNECTIONS SETTINGS. Fill it in!

    Step Two and a Half:

    Go to ACCOUNT SETTINGS and find Your Date / Time: – Make sure you have the correct time zone. This is key!

    I can't find CONNECTONS SETTINGS or My Date/Time on the Todoodle website. Can you provide more info about where to find this? Thanks.

  6. Mick Lityuga says:

    Bill look at Account Settings You Date& Time – edit & enjoy :)

    • V UK says:

      There is no Connection settings in Toodledo, I've looked everywhere. Am I missing something? Also my so called SMS Gateway address does not work, regardless of the format. O2 (UK) refuse to give it to me, I've looked on the internet to confirm if I have the correct address, and I do. So this solution does not work for me, The makers of ToDo, Appigo, say their new release for the iPhone app will have an alert method included, but will not give a date when it's coming out. :-(

  7. Robert H says:

    Same here.. I can't find connection settings anywhere.

  8. Kim Crawford says:

    Very useful information. Thanks

  9. Mauricio says:

    Great step by step directions, thank you so much.

  10. Joseph says:

    Did anyone ever find the Connection Settings? I’ve also looked everywhere and can’t find it. Help! I’m so closed to having an optimized life :-)

  11. Joseph says:

    I think I found the connection settings:

    http://www.toodledo.com/connect_remind.php

    I don’t know why there isn’t a link to this page from the side menu.

  12. Christina says:

    THANK YOU. This is great – although I hate having to use 3rd party tools for everything, like Google Calendar has simplified having multiple calendars/schedules and keeping them synchronized, Toodle AND YOUR DIRECTIONS will enable me to keep on top of my tasks.

    I just wish that Franklin Covey could get their thumbs out of their @$$ and make it possible to use the Pocket Informant for both calendar and Tasks – with proper prioritization & alerts. Until then – this is a fabulous work-around.

  13. Marc says:

    I cannot find “connection setting” in my Toodledo web account page either. Anyone know where to find it? Do we have to upgrade to see/utilize it. What gives? Many thanks in advance to anyone can offer help!

  14. Marc says:

    I cannot find connection settings on the toodledo website. I’ve been looking forever!! Can someone help me? It’s the one described above with the following fields: “address” “Lead time” “Daily limit”.

    I am trying to set everything up so when I create a task with a reminder in my Outlook. I will receive an alert/notification on my iPhone. Please Help!!!

  15. Graham says:

    Thanks heaps-
    Could not get the Appigo Sync program to work on Windows 7, – kept crashing.
    This solves my problem with the added advantage of the tasks being available on the net.
    Currently using Todo but may take your advice on the Toodledo app for $3.99

  16. Savalerior@gmail.com says:

    I know it works and is very useful. That is until a security Nazi at my work deemed toodledo as inappropriate and blocked the site.

  17. cybernet says:

    Bill Reminder

    Bill Reminder for iPad: An easy-to-use, full featured bill reminder to help you pay bill in time and stay productive. Get instant alerts on your iPad, iPhone or iPod-Touch as a reminder when your bill is due.

    Download from iTunes :
    http://itunes.apple.com/us/app/bill-reminder/id34

  18. John says:

    gTasks HD for iPhonew and iPad works great for me :-)
    Found it on http://www.katans.com

  19. A readme file will pop up providing instructions. Follow them and it works.

  20. Shasta Penny says:

    say this is some great

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  22. Iraqi Dinar says:

    To test it, simply send yourself an email from outlook or whatever email program you choose. Once you send the email (Subject: Test, Body: This is a test, etc). You should get an SMS message on your iPhone in a matter of seconds after sending it.

  23. Iraqi Dinar says:

    Go to ACCOUNT SETTINGS and find Your Date / Time: – Make sure you have the correct time zone. This is key!

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