Any Outlook for Mac users out there?

Date: Monday, February 14, 2011 by GTD Times Staff

We’d love to know how many of you are using or plan to use Outlook for Mac. Please vote:


This is helpful for us in our long-term planning for GTD Setup Guides.


David Allen Company Education


53 Responses to “Any Outlook for Mac users out there?”

  1. William Anderson says:

    I would if it was available & if Outlook for Mac worked as well as it did for Windows.

    I’ve been using Omnifocus since Outlook for Mac got such bad reviews because ofbthe limited sync issues.

    GTD & Outlook for Windows was magnificent.

  2. I did use it (The trial version) for a few months with a client that had a flaky exchange server I couldn’t access any other way. I liked it a lot, but the lack of Omnifocus support meant I stuck with & busycal.

    Feel free to get in touch if you’d like more in depth feedback.

  3. Robert Wallace says:

    I have Contacts and I have iCal. What more do I need?

  4. Hamish says:

    We have 3 mac users in our office all on Outlook for Mac. Total 12 people across two offices.

  5. Kevin says:

    I have Outlook 2011 but as a GTD tool it doesn’t offer much. The Task implementation in Outlook 2011 is so elementary that it is not useful. Concentrate your efforts on OmniFocus for Mac, Outlook 2011 is good for email, calendar and contacts but not for task management. Outlook 2010 for Windows is so superior to Outlook 2011 it is sad.

  6. Jon S says:

    I don’t use, nor will I ever use Outlook for mac. For GTD, i use mail, ical, and taskpaper

  7. Mark Brett says:

    Outlook 2011 Mac has serious issues not working with googlemail. I gave up! Now using Omni Focus and Mac mail,quite happily.

    Would be good if you produced some GTD tools for Omni Ouliner, that has some serious potential!

  8. Andrea says:

    I use it, but only for email and contacts, not projects and tasks. For those I use OmniFocus.

  9. Tim says:

    i use Contacts, iCal & Mail. No outlook for me.

  10. Christopher Bulle says:

    I used to love Entourage and was really, really looking forward do Mac Outlook…. but asked for a refund after just a day or two because it is just not worth it. Now I use and Google Webmail, OmniFocus, text notes and Google calendar and i’ve never been happier!

  11. Kelly Forrister says:

    Robert + Tim–

    Where do you keep your Project & Next Action lists, ala GTD? In the native “To Do” on the Mac? I’m curious.


  12. Chris Hudson says:

    Though I use Outllok for Mac I in fact use Nozbe for my GTD management.

    Outlook for Mac is still limited compared to the Windows version and I can’t be bothered trying to find work arounds.

    So Outlook is just for email and a calendar function for appointments

  13. Gameboy213 says:

    Yes. I use it with am exchange server on my mac.

    Omnifocus is useless for me as I am Blackberry bound.

  14. Hugh says:

    Mail app, ICal, and Things for me. The interface of Outlook for Mac seems so cluttered after using Mail.

  15. VJO says:

    As soon as our exchange server gets upgraded our office will be switching. Within a month hopefully.

  16. kodmon says:

    I’m using outlook but wasnt able to migrate my tasks from Things,so only calendar and mail are there
    But I like outlook for mac,i dont really have problems with it 🙂

  17. chuckbo says:

    I’ll repeat what many others say: it’s Mail, iCal, and OmniFocus for me.

  18. Stefan Schulte Strathaus says:

    I did look at Outlook (Office 2011) and I was surprised to see how bad it is compared to the Windows version.

    Not only that key functions are missing (sync with iCal or at least support from iTunes to get the calendar synced with iPhone etc.) – also Outlook came across pretty slow (on a new MacBook i7 with 8GB).

    I decided to stay with Postbox as my E-Mail Client and use OmniFocus, Evernote (local notebooks) and XMIND for my GTD trusted system.


  19. Jeremy Hoff says:

    I use Outlook 2011 and love it. I run it side-by-side with Outlook 2010 and though I prefer the Windows side I am quite comfortable using both.

  20. Robert says:

    Outlook 2011 has a more stable database than Entourage but doesn’t sync with iCal, Tasks or Calendar! I’m sticking with Entourage 2008 until SP1 is released in July.

  21. Carl Pullein says:

    I’ve used the new Outlook for Mac (2011) It is very good – in fact- it is better than very good.
    But I still prefer Mac Mail programme. It is more simplistic which is something I prefer.

  22. Scot Herrick says:

    I have successfully implemented the GTD approach in Outlook — for Windows. Done it in 2003 and 2007. I am using it right now at my consulting gig — following the Outlook setup offered by DavidCo.

    When I first saw Outlook getting upgraded on the Mac, I was EXTREMELY hopeful that Outlook would at least get to an Outlook 2003 Windows level.

    Alas, not. Not there in features, not there in synching, not there for the iPhone, etc.

    At that point — unless I am forced to — I just gave up on Microsoft applications as well as their operating system.

    iWork came out with an upgrade — Pages, Numbers, Keynote — and I went there and totally blew off the Office upgrade on the Mac.

    And that included Outlook for Mac.

    I wouldn’t waste my time. Think about it: When people buy a Microsoft product for the Mac, they want the same functionality that they get on Windows — they just have a Mac.

    Microsoft implements Office on Mac totally different than on Windows and it isn’t just about the operating system. They don’t do the same UI, the same navigation, even the same functions as you get in Windows versions of Office.

    It might as well be a product from XYZ Computing with Office file compatibility. And for that, iWork does that much better.

    Not that I have an opinion, of course…

  23. Peer says:

    I want to sync my system between Office PC w Outlook, Mac, and iPhone. The only way I have found is to sync Outlook to Google (tasks, notes to docs, contacts, calendar) with gsyncit and then use iCal and the Google web interfaces for tasks and docs. Not comfortable but at least reliable. Any better solution is welcome.

  24. Tanya Marten says:

    Outlook for Mac is only available in the current Mac upgrade and right now it sucks. Doesn’t compare at all to the Windows version. I’m sicking with Omnifocus.

  25. Jason Fitz says:

    I have Office for Mac 2011. Outlook is really lacking. Not being able to sync with my iPhone & google calendar is rediculouse. I wish it worked like the window version. Till then I’ll stick with omnifocus and gmail

  26. Mardo says:

    I used Entourage. The project center was very useful.
    I switched to busycal and calender. I have omnifocus but have reverted to my beloved purple leather circa
    for project and lists.

  27. Rob says:

    I am in the process of migrating from Windows to Mac. The most grievous shortcoming of Outllook 2011 for me was not being able to nest contacts within sub folders. I rely on access to thousands of contacts to work efficiently. Outlook 2011 doesn’t help.

    How do I migrate all those Windows contacts to something that will work seamlessly within a GTD environment like Outlook 2010 provided?

  28. Juli Lloyd says:

    Well, I used Outlook for Windows until I got a Mac. I even purchased Entourage and used it for awhile but was very frustrated with it after such a wonderful experience with Outlook.

    I use iCal, iMail and Evernote. I’ve been happy for the past couple of years using these for GTD. : D

  29. Gwen says:

    Does GTD for MAC work on an iPod/iPhone/iPod?

    That would be my preference.

  30. SmackDaddyAU says:

    I’m locked into Blackberriness by corporate dictum. So it’s Outlook 2011 all the way, unfortunately.

    I would love to be able to break free into something better…

  31. Robert says:

    Yes I use it (also use OmniPlan on the Mac). I’d appreciate a really good plugin that would sync between Outlook on the Mac and Windows or even an intermediary cloud based solution that is straight forward. Many of work on mutli-systems.

  32. Seth Dotterer says:

    I am using Outlook for Mac – and using things at the same time.

    One thing that has been a life saver for this is a little apple script written by a things user, that allows you to automatically create a things task with a link back to the original email.,48866,page=1

    So when I get an email that i need to action, I hit control-N which copies the contents of the email and a link into the new task part of Things.

    After tweaking the text to be more next-action specific, I then save the things task, and immediatly move the email to an archive folder.

  33. Danny says:

    I recently installed Outlook 2011. I don’t see a way to even come close to what I’m accomplishing with, MailTags, Mail Act-On, and Things.

  34. Robert says:

    Office for Mac SP1 has been released. Outlook 2011 can now sync Calendar, Tasks, Notes as well as Address Book to mobile devices using Sync Services.

  35. Kelly Forrister says:

    Robert–thanks so much for the update!


  36. Andrew K says:

    I reluctantly switched from Entourage which was having problems. Outlook looks OK for email and addresses as it can sync with iPhone. Using “Get It Done” for tasks.

  37. Me says:

    Outlook for Windows “ran my life.” But I wanted a Mac again. Tried Entourage, hated it. Tried several others and finally stuck with Mail. But didn’t like it. Was so excited to order the new Outlook 2011 for Mac and got it right away. Tried it for about 2 weeks. HATED IT! Back to Mail. Shoot. Now I’ve tried trial versions of Parallels and Fusion and installed Windows XP and Outlook 2007 on my Mac. It’s working! Sucks up power and so I’m changing my habits a bit and only opening email (and Fusion and XP) when I really need it. There’s a few glitches with Outlook, but I can handle them. So happy to have Outlook! I’m going to stick with Fusion, Parallels kept crashing. I still have the Mac apps and they are handy on the fly. But to get into “work” Outlook is what I need.

  38. BJ says:

    I was a big Windows XP and Outlook user and decided to switch to MAC recently. Most of my work revolves around email, hence the GTD implementation for me needs to be tightly integrated with the mail software. I would have used Mail app but they have removed even the most basic todo functionalities after Lion upgrade. As a result, I am using Outlook 2011. I am able to create tasks from email (thanks to the scripting functionality), have my smart folders for next actions, overdue tasks etc and overall have been successful so far. There are few quirks with Outlook 2011 and it would futile to compare it to Outlook 2010.

  39. AndyE says:

    Hi BJ

    I am considering migrating from a PC to a Mac and like you most of my work revolves around emails and tasks hence why Outlook is so important to me.

    BJ I’d like to contact you directly as keen to hear how you convert tasks from email on the Mac. Can you contact me plse.



  40. Jeff.CareerCoach says:

    I am using outlook for mac 2011 right now and am quite happy with it. It took some problem solving and phone calls to get it all syncing with ical/address book, plaxo and blackberry but it’s working now.

    Yes, PLEASE create a Setup Guide for this. I am making the tasks work but checking and unchecking a lot of category boxes and it never really gives a satisfying “seeing everything at once” view. It is working but could be more optimal..

    Please build the set up guide…I think they will come for it if you do.



  41. Bobbo says:

    Is creating a Task in Omni from an email in Outlook 2011 a simple procedure?

    I am currently using Outlook 2011 for mac and am looking into Omni for my GTD. My business is heavily email based so creating tasks in Omni directly from an Outlook email would be very beneficial.


  42. Juan Macias says:

    I just moved over to my new mac air and outlook mac. I miss the GTD add in, i hope you build this soon…

  43. Dave S says:

    I try and try to give Mac a chance. I purchased one of these overpriced Macbook Pro in hopes that the laptop would be more stable and interesting, Waste of money. I have had Outlook 2011 running through my work’s Exchange server work for me, but alas, only for a short while, then no sync at all upon no changes. It works, then it refuses to sync. Time and time again, it will sync some emails and then just stop with the endless waiting circle. I am giving up. I shall go back to the PC and forget Mac for work. Microsoft simply has the market for Office and yes, Office is what people use. The Mac simply can not complete. Issue after issue. I simply dont have time for it. So yes, I am a victim of Mac’s advertising and packaging. The shell of a MacBook Pro is wonderful, but folks, the Outlook software simply and without doubt does not work on a Mac. Good riddance

  44. Sam Rogers says:

    I’m pulling this up from a search looking for ANY info about Outlook for Mac & GTD. If you find that the tool simply does not suit the methodology, even saying that would be helpful.

    I’m using Outlook (Windows) at work and agreed to help get my rock solid GTD system setup for a co-worker on his Mac on the same Exchange Server. I keep getting frustrated and embarrassed by the fact that it just isn’t the same program, and I can’t figure out how to best implement GTD for this environment.

  45. Kelly Forrister says:

    Hi Sam,

    We have not done any extensive testing yet on Outlook for Mac. We’ll be sure to post something though if/when we do.


  46. Jason says:

    I use outlook 2011 for Mac, but I’m here to warn you not to. It’s total garbage! It performs like a snail even on a super high end macpro. The entire app hangs while it checks mail every 60 seconds, etc.


  47. LBB says:

    So Lutz do you think it is worth using the app. when stuck with an imap account?
    (I am worried about the processing of deleting my imap account in order to start afresh and make a pop account….)
    Many thanks for your hard work btw!

  48. Estlack says:

    I have to design for it. It’s a web standards butcher, even by email standards – but, what do you expect from a company that gave you explorer?

  49. spbowen says:

    I’m struggling to set up a good GTD system on my Mac Pro. I’ve been trying a variety of different programs and techniques, but nothing yet seems right for me.

    However, Apple is going to be upgrading their operating system this summer to “Mountain Lion”. I have studied the description of the new OS and It is possible that it might have all the tools needed to set up a great GTD system; which will span across the iPad and iPhone through the already great iCloud system.

    There will be a new “Notes” app. A much improved “Task List” along with some improvements in “Mail”,and “iCal”. Might have everything we need, and then some.


  50. spb says:

    Microsoft in February of 2013 came out with an update for Office 2011. Apparently, it integrates better with Office 365. I do not use Office 365 at the moment.

    I was using all the Mac Software with OmniFocus, but switched back to Outlook 2011 just this month. I use TASKS in Outlook for my GTD system along with MYDay, a combination Calendar/Task App that in unique to Outlook 2011.

    For me, this works better than the Apple Software and OmniFocus. Today, I have 59 TASKS pending. My weekly “Look-a-Head” is done over the weekend, I’ll probably add 10 TASKS and eliminate 5. At the moment I have 149 emails that have come in since Monday that have not been filed yet. Typically, I’ll probably delete about 10% of the EMAILS and file the rest.

    I miss OneNote, which I used to use when I was a PC guy. Instead, I use MS Word, in the NOTEBOOK LAYOUT VIEW, as a substitute.

    I am hopeful that Microsoft will one day improve the Mac Software products up to or surpass the PC versions of Office. I use a Mac, because it is so superior to a typical PC. I wish Microsoft would swallow it’s pride, and prosper by improving its Mac Software.

    Although, it should be said that Microsoft’s Mac Software is still better than the Apple Software for their own Mac. Both Softwares could be a lot better.

    Good luck to all of you.

    — spb

  51. Jessica says:

    I love Outlook 2011, even more than Outlook 2010 for PC. My only issue is that I use an exchange server and cannot find anything GTD that will work with Outlook 2011 and exchange. Suggestions?

  52. Editor says:

    Hi Jessica, we haven’t heard of anything like that. But you might try asking on the GTD forum.

  53. Rich W says:

    Would love to have an Outlook plugin for Mac Office 365 live there is for Windows.

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