Each item, set of recurring items, or project can have a Note attached to it. Choose the Note command (from the Edit menu, press Ctrl+E, or click on the Note icon that appears to the right of items or projects that already have a Note) to view the Note for the highlighted item or project from any view. If the item or project does not yet have a Note, then you can add a Note by choosing the command. If the item or project already has a Note, then you can use this command to view, edit, and/or delete the existing Note.

Each Note can contain up to approximately 65,000 characters (which is larger than the item's or project's Title of up to 1,000 characters).

Many printouts of items have the option to include their Notes. You can also search for items based on words that appear in their notes. Several items can share the same note (more on this below).

You can also access an item's note directly from the Properties window for the item or project, by clicking the Note button or note icon.

Once a Note exists, a Note icon will appear to the right of the item or project in all views and also to the left of the Note button in the upper right corner of the Properties window (which you can click to view or edit the Note).

To delete a note, open the Note, select all the text (Ctrl+A), press the Delete key, then close the Note (by choosing Save & Close from the File menu or by closing the Note window).

Recurring items (including exception items) all share the same note, therefore modifying or deleting the note attached to any instance, including an exception instance, will modify or delete the note for all instances.


Note editing commands:

To save a Note, choose the Save & Close command from the Note's File menu, or close the Note by clicking the Close box in the upper right corner of the Note window.

To select all the text from the cursor to the end of the text, press Ctrl+Shift+End.
To select all the text in the Note, press Ctrl+A (or choose Select All from the Note's Edit menu).
To move to the beginning of a note, press Ctrl+Home.
To move to the beginning of the current line, press Home.
To move to the end of the current line, press End.
To move to the beginning of the current word, press Ctrl+LeftArrow.
To move to the beginning of the next word, press Ctrl+RightArrow.
To move to the end of a note, press Ctrl+End.
To select to the beginning of the current line, press Shift+Home.
To select to the end of the current line, press Shift+End.
To delete to the end of the line, press Ctrl+Delete.
To undo or redo the most recent edit or deletion, press Ctrl+Z (or choose Undo/Redo from the Note's Edit menu).

For a complete list of editing commands for Notes, see the Editing Notes section of Keyboard Shortcuts.

Other commands available when editing a Note

Print (from the Note's File menu or press Ctrl+P): Print the note.

Make Exception To Shared Note: Choose this command to cause an instance of a Shared Note to become its own note that you can edit or delete without affecting the Shared Note. (This command is available when you open a Note directly from a view or in Browse Notes mode, but not if you open a note from the Item Properties window.)

Date and Time Stamp (from the Note's Edit menu or press Ctrl+D): Add the current date and time at the editing point.

Word and Character Count (from the Note's Edit menu): Request a count of how many words and characters are in the note.

Note Font (from the Note's Settings menu): Select the font and size for viewing and printing notes.

Some advanced notes on Notes

To add a date and time stamp within a Note: open the Note editing window, then choose the Date & Time Stamp command from the Note's own Edit menu.

To determine how many characters are in a Note (or any selected portion of a Note): choose the Character Count command from the Note's Edit menu when editing a note.

Having two or more items share a note: To have more than one item share the same Note (so whenever you edit the Note on any of the items, the Note will change for all the items), either recur the item that has the note you wish to share (by choosing Recurring on the item's item properties window) or choose the Duplicate Selected Item (pro mode only) on the item that has the note you wish to share. To share a note from a recurring item with a non-recurring item, duplicate one instance of the recurring item (thus creating a non-recurring item with otherwise the same properties as the recurring item), then edit the title of the duplicated instance to become the desired non-recurring item. Editing a shared note changes the contents for all instances of the note. If you are unsure if a note is shared or not, you can edit the Note and check the title of its window: it will be titled "Shared Note" instead of "Note" if it is shared. Please note that, though projects can have notes, two projects cannot share the same note. [Tip: If you'd like to have multiple sets of recurring items with the same shared Note, create one set of recurring items (including clicking Note to create the Note), go to the Alphabetical View, highlight the recurring item, choose Item > Duplicate Selected Item, and then modify item the resulting recurring item with the properties you require for the second set of recurring items. You will now have two sets of recurring items sharing the same Note: if you edit the Note on any instance of either item, the note will change for all instances of both sets of recurring items.]

To make an exception to a shared note: If you wish to have one instance of a recurring item have a different note than the other instances, choose the Make Exception To Share Note command (from the Note's File menu). (The command is available when you open a Note directly from a view or in Browse Notes mode, but not if you open a note from the Item Properties window.)

Browse Notes Mode: To easily view all notes as you scroll through lists of items or projects, turn on Browse Notes Mode (either by choosing Browse Notes Mode from the View menu, or by clicking the Browse Notes icon on the toolbar).

To print a note: If you are viewing the note, choose Print from the Note's own File menu. If you in are Browse Notes Mode, choose Browsed Note from the Print Notes submenu of the Print menu (from TimeTo's File menu).

To print many notes: You can choose to have the Note text of every item included in printed Day Views by choosing the Include Notes option for the Day View section of Printouts Settings (from the Settings menu). You can choose to print just the notes for all items on the currently viewed day or Alphabetical View by choosing All Notes Of Viewed Day from the Print Notes submenu of the Print command (from TimeTo's File menu). If filters are set, only notes from filtered items get printed.

To search for items whose Note contains certain content, choose the Find command (from the Navigate menu or press F5), and type the phrase in the Item's Note Contains field.

Project Notes contains history of done items for each project: In order to make it easy to see a history of what has been completed on a project, each time an item of a given project is Done, the Project's Note gains a row showing the date and time that this item was marked Done, as well as its title. (If the project did not yet have a Note, one is created the first time you complete an item of that project.)

Encrypting Notes: While your TimeTo™ data file is always encrypted and potentially password protected, the notes are not. Therefore, if you wish to encrypt all notes, choose Encrypt Notes in Passwords Settings. Checking the checkbox causes all existing and future notes to be encrypted; unchecking the checkbox causes all existing and future notes to be unencrypted. If you do so, you will only be able to read them from within TimeTo™. You can turn this setting on or off at will. Within TimeTo™, you will not notice any difference whether your notes are encrypted or not: you would only notice a difference if you try to view the .txt files of the Notes in another program.

Accessing Notes from other programs: Each note is stored as a text file in the Notes folder within the TimeTo™ folder (the folder containing the schedule of the user: the timedata.pak file), and so can be viewed or edited in other programs if you wish (unless you have encrypted your notes, in order to avoid such viewing). The filename is made up of three characters unique to each TimeTo™ schedule on a particular network, followed by 5 digits representing the unique note, thus you can have up to 99,999 notes for each TimeTo™ schedule. So for instance, the filename could be cba00001.txt (all notes for this schedule start with "cba" and this is the first of up to 99,999 notes potentially associated with this schedule... the three letters are randomly selected when you first build your schedule and will not change as long as that schedule exists). If you need to know the filename of a note, you'll find it displayed in the caption of the Note editing window for that Note (when you are creating a Note, the filename that appears is the filename that will exist once you save the Note, since the actual computer file does not exist until the note is saved).

Related Topics

New Item
Browse Notes Mode

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