Jan 5, 2017 [updated Jun 27, 2019]
Nine is an Android App that syncs with Exchange or Outlook.com and provides many MYN functions on your smartphone. Benefits:
- It allows viewing and entering MYN tasks
- It has an E-mail module with Category assignments
- It allows conversion of e-mails to tasks
- It has Calendar, Contacts, and Notes modules too, and everything syncs with the corresponding modules in Exchange or Outlook.com
Many MYN users have used it for years and love it. I used to recommend Touchdown for Android and MYN, but it’s been discontinued.
There is a full video in my paid MYN-Outlook Complete Video Training (the newer 365 version of that class) on how to use Nine with my advanced MYN system. It’s video number 22C.
Or if you are using my simple 1MTD system, see video 4.12 in the Outlook Inbox Ninja video course, it shows how to use Nine. Or see video 12 in the One Minute To-Do List in Outlook video course, it shows how to use Nine with 1MTD as well.
Below I show some notes on how to get started with Nine, in case you have not purchased any of the above video courses. Let’s look at those next.
- Search for Nine on the Google Play store. It’s called “Nine – Outlook for Android”
- Download and Install
- Enter your Exchange or Outlook.com username and password.
- You’ll be shown a Content to Sync window. By default all types are set to sync: Email, Calendar, Contacts, Tasks, and Notes. If you don’t want any of these to sync (say to speed up usage) then tap the ones that you don’t want and remove the green color. Tap Next.
- You are taken to the email module, and it may take a moment to sync.
- Email is set in conversation view by default. Tap 3-line-with-arrow menu in upper right to change that and to change many other settings.
- Tap the 3-line menu (hamburger menu) in upper left to navigate to main menu
- In main menu at very bottom, tap on the tasks icon.
- You’ll see three labels at the top of the list, All, Active, and Completed, that are actually menus. Nine defaults to Active tasks (that label has a faint green line under it showing it is chosen). The Active choice is good for 1MTD and MYN: these are tasks not marked complete. Tap other labels next to it if you want to change that.
The other settings are not set correct for 1MTD or MYN, let’s fix those next.
Setting up Tasks for 1MTD
- Once at the tasks list….
- Tap 3-line-with-down-arrow menu in upper right.
- If you want to hide flagged-mail tasks, then tap the green check mark next to Show Email Flags to clear that. If it’s grayed out then it’s already off.
- Below that setting tap Group By, and then choose Priority
- Below that clear setting that says No Date On Top
- Below that, tap Sort By, and in the small window tap Sort by, and choose Subject. That way you can sort tasks within each group by typing a 1, 2, 3, etc in front of them–it sorts alphabetically. You’ll have to change Outlook To-Do Bar settings as I show below, to make it work the same. Tap OK
- Tap the Android Back button to get back to your tasks list.
You should see tasks grouped by Priority, and in alphabetical order within each group.
Modifying To-Do Bar in Outlook to Work with Nine and 1MTD
If you want to sort the same way in Outlook as you do in nine, then in Outlook tap Arrange By at the top of the To-Do Bar tasks list, choose View Settings, Tap Group By button and clear checkbox in upper left and then choose Priority, then OK; tap Sort button and select Subject, then Ascending, then OK (decline adding field); click OK; click OK. Now you can start typing 1, 2, 3, and so on to sort tasks within priority groups in a way that matches Nine.
By the way, again, you can see all this in videos. The video 4.12 in the Outlook Inbox Ninja video course, shows all this for 1MTD. Or see video 12 in the One Minute To-Do List in Outlook video course, it shows all this as well for 1MTD.
Setting up Nine Tasks for MYN
Using my more advanced MYN system takes a bit more prep in Nine, but not that much more, and you can accomplish a lot more. Here are the set up steps:
- Once at the tasks list….
- Tap the funnel shaped button in upper right.
- Tap the start date entry, and then select third one down On or Before Today. Tap OK
- Tap left arrow next to Filter to get back to task list.
- Tap 3-line-with-down-arrow menu in upper right
- If you want to hide flagged mail tasks, then tap the green check mark next to Show Flagged to clear that.
- Leave No date on Top checked.
- Tap the Group By button and in window tap Priority.
- Tap Sort By button. Sort by Start Date, Order by Newest on Top. Tap OK
- Back at the tasks list, your list should now match your Outlook To-Do Bar Tasks MYN sorting fairly closely. Target Now tasks are colored light blue, by the way.
Using Nine to Add Tasks
- Tap large blue + sign in lower right to add tasks…
- You have to choose a start date (defaults to none). Ignore due date (it will set to same)
- Set priority, then tap Save in upper right.
Using the E-mail Module to Use Categories
- Tap the 3-line menu (hamburger menu) in upper left to navigate to main menu.
- In main menu at very bottom, tap on the envelope icon.
- Open an email. To choose a category, tap the button to right of subject line. Category choice list is shown. Like all mobile Exchange mail apps, only categories currently in Inbox will be shown in list, and colors won’t match. To fix, first, in Outlook, assign all categories to some e-mail in your Inbox. Then open any email in Nine, tap the button to right of subject line, and use the Edit menu at bottom of category window in Nine to assign proper colors (tap color dots to change color).
Converting Emails to Tasks
- Open any e-mail. If you open a conversation, then open an e-mail inside it to select it (conversion to tasks only works on single emails, not on entire conversations).
- In the open single email, tap the 3-dot menu in upper right.
- Tap Create a Task. In new task edit the subject line and set start date, then priority, then tap save in upper right. No attachments are picked up by the way.
Again, all of the material for Nine and MYN is shown in my paid MYN-Outlook Complete Video Training (the newer 365 version of that class). It’s video number 22C.
There are a lot more features in Nine, feel free to play around with it and its other modules.