Picking a task manager sounds simple until you actually try to switch. Your workflow, your existing tools, and your team’s setup all pull in different directions. This comparison focuses on what actually separates Todoist and Microsoft To Do, not just the feature lists, but where each one breaks down.
According to Statista’s productivity software research, the global task management software market is growing rapidly, with more users switching tools than ever before. In this article, you’ll learn how these two apps compare across features, pricing, integrations, and real-world usability, so you can pick the right one for how you actually work.
Key Takeaways
- Todoist offers more advanced features like filters, labels, and karma tracking, its free plan supports up to 5 active projects.
- Microsoft To Do is completely free and integrates natively with Microsoft 365, making it ideal for existing Office users.
- Todoist Pro costs $4/month (billed annually) and unlocks reminders, comments, and priority support.
- Microsoft To Do syncs with Outlook Tasks automatically, giving Windows and Office 365 users a seamless workflow at no extra cost.
A Quick Look at Both Apps
Todoist launched in 2007 and has grown to over 30 million users worldwide. It’s built from the ground up as a dedicated task manager. That focus shows in its feature depth.
Microsoft To Do replaced Wunderlist in 2020 after Microsoft acquired it. It’s tightly woven into the Microsoft ecosystem, Outlook, Teams, and Windows 11 users will find it already part of their daily environment.
Both apps run on iOS, Android, Windows, and the web. The real differences show up in how they handle complexity, integrations, and cost.
Feature Comparison: Depth vs Simplicity
Todoist is the clear winner on feature depth. It supports recurring tasks, priority levels, labels, filters, project templates, and a Karma system that gamifies productivity. Power users love this.
What Todoist Does Well
Todoist’s natural language input is fast and smart. Type “Submit report every Friday at 9am” and it parses the date and recurrence automatically. This saves real time across dozens of tasks per week.
Atlas Workspace, an independent productivity research blog, tested task managers daily across writing, research, engineering, and management workflows for a full year. They named Todoist the consensus best cross-platform task manager for 2025, specifically citing its natural-language quick-add as the fastest task entry in the category.
Paid plans also include Kanban-style board views, task comments, and file attachments. For teams managing projects, those features matter. If you’re pairing Todoist with other tools, our roundup of AI tools saving small businesses time in 2026 is worth a look.
What Microsoft To Do Does Well
Microsoft To Do keeps things clean and focused. Its My Day feature gives you a fresh daily task list each morning, pulling suggestions from your other tasks automatically.
The Planner integration in Microsoft 365 means your tasks sync across Outlook, Teams, and the To Do app with no configuration required. For corporate users already paying for Microsoft 365, that native connectivity is a compelling advantage on its own.
Pricing: Free vs Paid Plans
Microsoft To Do is completely free. No paid tiers, no feature gates, no upsells. Every feature is available to every user.
Todoist has a free plan, but it’s limited to 5 active projects and 5 collaborators per project. The Todoist Pro plan costs $4/month (billed annually) or $5/month billed monthly. The Business plan runs $6/user/month and adds admin controls and team billing.
Budget-sensitive users will find Microsoft To Do hard to beat. But if you need reminders, file uploads, or advanced filters, Todoist’s Pro plan delivers real value at a reasonable price. For a broader look at money management tools, our guide to the best budgeting apps for 2026 pairs well with this comparison.
Side-by-Side Comparison
| Feature | Todoist | Microsoft To Do |
|---|---|---|
| Free plan | Yes (5 projects, 5 collaborators) | Yes (all features, unlimited) |
| Paid plan starting price | $4/month (billed annually) | No paid tier |
| Natural language input | Yes, fastest in category (Atlas Workspace, 2025) | Limited |
| Recurring tasks | Yes | Yes |
| Priority levels | 4 levels (P1–P4) | 1 level (starred) |
| Kanban board view | Yes (paid) | No |
| File attachments | Yes (paid) | Yes (via OneDrive) |
| Task comments | Yes (paid) | No |
| Task assignment (teams) | Yes | No |
| Outlook Tasks sync | Via add-in (manual) | Native, automatic |
| Google Calendar sync | Two-way (real time) | One-way, limited |
| Third-party integrations | 80+ apps (Slack, Zapier, GitHub, Notion) | Microsoft 365 ecosystem only |
| Linux desktop app | Yes | No |
| Karma / gamification | Yes | No |
| Pre-installed on Windows 11 | No | Yes |
Integrations and Ecosystem Fit
Your existing tools should drive this decision more than any feature list. Todoist integrates with over 80 apps, Google Calendar, Slack, Zapier, Notion, GitHub, and works with almost any stack.
Microsoft 365 Users
Teams running on Microsoft 365 will find To Do already embedded in their workflow. Tasks sync with Outlook Tasks automatically. Items assigned in Microsoft Planner appear in To Do without any setup. For organizations running on Azure or SharePoint, this native connectivity cuts down on tool sprawl significantly. Our article on cloud storage options for small businesses explores how Microsoft’s ecosystem can reduce software costs overall.
Google Workspace and Cross-Platform Users
Gmail and Google Calendar users will get more from Todoist. Its Google Calendar two-way sync keeps tasks and calendar events aligned in real time. Microsoft To Do’s Google integration is thin by comparison.
Zapier support means Todoist can connect to thousands of apps without writing a line of code. That flexibility is genuinely hard to match at this price point.
Which App Handles Teams Better?
For small teams and freelancers, Todoist’s collaboration features are more complete. You can assign tasks, add threaded comments, and share projects with clean permissions. The Business plan adds team billing and admin dashboards.
Microsoft To Do is primarily a personal task manager. List sharing is available, but task assignment and project-level collaboration are not part of the app. Teams on Microsoft 365 who need those features are better served by Planner or Microsoft Project; To Do works best as a personal layer sitting on top of those tools.
That distinction matters. If your team expects To Do to replace a project management tool, it won’t. That’s not a flaw, it’s a scope decision Microsoft made deliberately, but it’s worth being clear-eyed about before you commit.
For remote teams tracking how digital tools are shifting, our piece on online tools that make management easier is worth reading alongside this comparison.
Where Todoist Falls Short
Todoist is the stronger product for most people, but it’s not the right call for everyone. The free plan’s 5-project cap is genuinely restrictive for anyone managing more than a handful of ongoing areas. Some users also find the Karma system more distracting than motivating once the novelty fades.
There’s also a real onboarding cost. New users sometimes spend more time organizing their Todoist setup, building filters, labeling projects, configuring views, than they would have spent just doing the work. If you want a tool you can open and use on day one without configuration, Microsoft To Do is the better starting point.
Power users who rely heavily on calendar blocking may also find that Todoist’s calendar integration, while solid, still requires a separate calendar app. It does not replace a dedicated calendar the way some users hope it will.
Todoist vs Microsoft To Do: Which Should You Choose?
The right choice depends on your existing setup. Already in the Microsoft world, Outlook, Teams, Windows 11, To Do is the obvious pick. It’s free, it’s already there, and it handles personal task tracking well.
Need more power? Advanced filters, natural language input, cross-platform integrations, or team collaboration all point toward Todoist. The Pro plan delivers genuine value for solo professionals and small teams, and the $4/month price is easy to justify if the features match your workflow.
PCMag (Ziff Davis) awarded Todoist its Editors’ Choice (five stars) for Best To-Do List App in 2025, describing it as the best to-do list app on the market. That reputation is consistent across independent reviews, and it reflects the gap in feature depth between the two products.
According to PCMag’s best to-do list apps guide, Todoist consistently earns this recognition for its balance of features and usability.
Frequently Asked Questions
Is Todoist better than Microsoft To Do?
Todoist is more feature-rich across nearly every category. It suits power users, freelancers, and small teams who need advanced filtering, third-party integrations, and task assignment. Microsoft To Do is the better choice if you’re already using Microsoft 365 and want a free, simple personal task manager with no learning curve.
Can I use Microsoft To Do for free?
Yes. Microsoft To Do is 100% free with no paid upgrade option. All features, including My Day, task suggestions, list sharing, and Outlook sync, are available to every user at no cost.
Does Todoist work with Outlook?
Todoist has an Outlook add-in that lets you turn emails into tasks. The sync is not as direct as Microsoft To Do’s native Outlook Tasks integration, which happens automatically. If deep Outlook connectivity is a priority, To Do has the clear edge.
Which app is better for students?
Both work well for students. Microsoft To Do is a strong starting point, it’s free and requires no setup. Todoist’s free plan supports 5 projects, which covers most students’ needs. Schools running Google Workspace will get more from Todoist, since its Google Calendar sync keeps assignments and deadlines aligned in real time.
Is there a desktop app for both Todoist and Microsoft To Do?
Yes. Both offer native desktop apps for Windows and macOS, plus mobile apps for iOS and Android. Todoist also has a Linux app and browser extensions for Chrome and Firefox. Microsoft To Do comes pre-installed on Windows 11, which gives it a practical edge for PC users who just want to get started.
What is the Todoist Karma system?
Karma is Todoist’s built-in productivity score. Completing tasks and hitting daily or weekly goals earns points, which move you through levels from Beginner to Enlightened. It’s designed to reinforce consistent task habits. Some users find it genuinely motivating; others turn it off after a few weeks once the novelty wears off.
Does Microsoft To Do work without a Microsoft account?
No. Microsoft To Do requires a Microsoft account to use. A free personal Microsoft account works, but users without one will need to create an account before accessing any features. This is a minor friction point for people who don’t already use Microsoft services.
Can Todoist integrate with Slack?
Yes. Todoist’s Slack integration lets you create tasks directly from Slack messages and receive task reminders in Slack channels. This is one of the 80+ third-party integrations Todoist supports. Microsoft To Do does not offer a native Slack integration.
Which app is better for GTD (Getting Things Done)?
Todoist is the stronger fit for GTD practitioners. Its labels, filters, and project structure map closely to the GTD framework’s areas, projects, and contexts. Microsoft To Do can support GTD principles at a basic level, but the lack of custom filters makes it harder to build a full GTD system inside the app.
Is Microsoft To Do being discontinued?
No., Microsoft To Do is an active, supported product. Microsoft has continued updating it and integrating it more deeply into Microsoft 365, including tighter connections to Microsoft Planner. There are no announced plans to discontinue or merge it into another product.
