Using the Task Outliner

Last updated: January 2026 · 7 min read

The Task Outliner is your thinking space in PlanItNine. It's where you capture ideas, break down projects, and plan before committing tasks to specific days.

What is the Outliner?

Think of the Outliner as a hierarchical notepad for your tasks. Unlike the Daily Board (which enforces the 1-3-5 limit), the Outliner has no limits. You can:

• Capture every task and idea without worrying about when you'll do them
• Create nested subtasks to break down complex projects
• Reorganize tasks with drag-and-drop or keyboard shortcuts
• Schedule tasks to specific days when you're ready to work on them

Adding Tasks

There are several ways to add tasks to the Outliner:

Quick Add

Type in the "+ Add task" field at the bottom of the Outliner and press Enter.

Add as Child

To add a subtask under an existing task:

1. Click on the parent task to focus it
2. Press Enter to create a new task
3. Press Tab to indent it as a child

From the Menu

Click the three-dot menu on any task and select "Add Task" to create a new task below it.

The task menu provides quick access to all task actions.

Organizing with Hierarchy

The Outliner's power comes from its ability to create nested task structures. Here's an example:

You can expand and collapse parent tasks by clicking the triangle icon, keeping your view focused on what matters.

Keyboard Shortcuts

Power users love the Outliner's keyboard shortcuts:

Scheduling Tasks to the Daily Board

When you're ready to work on a task, you need to schedule it to a specific day. There are two ways:

Drag and Drop

Simply drag a task from the Outliner and drop it onto the Big, Medium, or Small section of the Daily Board.

Using the Schedule Menu

1. Click the three-dot menu on any task
2. Select "Schedule Work..."
3. Choose when (Today, Tomorrow, or pick a date)
4. Choose the size (Big, Medium, or Small)

The Schedule Work dialog lets you pick the day and task size.

Scheduled tasks show a calendar icon in the Outliner so you know they're already planned.

The Outliner Menu

Click the three-dot menu in the Outliner header for additional options:

The Outliner menu provides bulk actions and visibility controls.

• Show Completed: Toggle visibility of completed tasks
• Show Archived: See tasks you've archived
• Show Deleted: Recover accidentally deleted tasks
• Select All: Select all tasks for bulk operations
• Copy as Text: Copy your task list to clipboard
• Export: Export tasks to JSON for backup
• Import: Import tasks from a file

Task Actions

Each task in the Outliner has a menu with powerful actions:

• Mark Complete: Check off the task
• Add Task: Create a new task below this one
• Indent/Outdent: Change the hierarchy level
• Schedule Work: Add to a specific day
• Organize: Move to a different list or location
• Assign to: Delegate via email
• Email Task: Send task details to someone
• Export/Import: Save or load task trees
• Delete: Remove the task
• Archive: Hide without deleting
• Properties: Edit title, description, and more
• History: View time tracking records

Best Practices

Related Guides

• Getting Started with PlanItNine
• Daily Planning Board Guide
• The 1-3-5 Method Explained