You’ve got a to-do list a mile long and two solid apps staring back at you. Todoist vs Microsoft To Do is one of the most common debates among productivity-focused users — and for good reason. Both apps promise to help you get organized, but they work in very different ways and suit very different people.
According to Statista’s productivity app market data, the task management software segment is expected to surpass $4 billion globally by 2026. That’s a lot of people trying to stay on top of their work. By the end of this article, you’ll know exactly which app fits your workflow, your budget, and your daily habits.
Key Takeaways
- Todoist offers more powerful features like filters, labels, and karma tracking — its Pro plan costs $4/month billed annually.
- Microsoft To Do is completely free and integrates natively with Microsoft 365, making it ideal for existing Microsoft users.
- Todoist supports over 70 app integrations, while Microsoft To Do focuses tightly on the Microsoft ecosystem.
- If you need advanced project management features, Todoist wins — but for simple daily task tracking, Microsoft To Do is more than enough.
A Quick Overview of Both Apps
Todoist was launched in 2007 by Doist and has grown into one of the most recognized task managers in the world, with over 30 million users across 150+ countries. It’s available on virtually every platform — iOS, Android, Mac, Windows, and the web.
Microsoft To Do launched in 2017 as a successor to Wunderlist, which Microsoft acquired and shut down. It integrates directly with Outlook tasks and the broader Microsoft 365 suite. If you already live inside the Microsoft ecosystem, To Do feels like a natural extension of your existing tools.
Features: Where They Differ Most
Task Organization and Structure
Todoist gives you projects, sub-projects, sections, labels, and filters. That’s a lot of structure. You can build a full project hierarchy and sort tasks with powerful custom filters using natural language queries.
Microsoft To Do keeps things simpler. You get lists, tasks, steps (sub-tasks), and a daily planner called “My Day.” It’s clean and intuitive, but it won’t satisfy users who need deep organizational layers.
Recurring Tasks and Scheduling
Both apps handle recurring tasks well, but Todoist’s natural language input is a standout feature. Type “every other Monday at 9am” and it just works. Microsoft To Do supports recurring tasks too, but the setup feels more manual by comparison.
Todoist also gives you due dates, start dates, and time-based reminders on the free plan (with some limitations). Microsoft To Do includes reminders but puts them behind a slightly less flexible interface.
Integrations and Ecosystem Fit
This is where the two apps diverge sharply. Todoist integrates with over 70 third-party apps, including Google Calendar, Slack, Zapier, Notion, and GitHub. If your workflow spans multiple platforms, Todoist connects the dots much more effectively.
Microsoft To Do is built for the Microsoft world. It syncs seamlessly with Outlook, Microsoft Teams, and Planner. If your team runs on Microsoft 365, To Do fits right in without any extra setup. For businesses already using tools like those covered in our guide to AI tools saving small businesses time in 2026, Todoist’s wider integration library may be the smarter choice.
The bottom line: if you’re outside the Microsoft ecosystem, To Do’s integrations feel limited. Todoist wins on flexibility here, hands down.
Pricing and Value
Todoist Pricing
Todoist offers a free plan with up to 5 active projects and 5 collaborators per project. The Pro plan runs $4/month (billed annually) and unlocks reminders, filters, labels, and up to 300 projects. There’s also a Business plan at $6/user/month for teams.
The free tier is functional but limited. Power users will likely feel the ceiling fairly quickly — especially if they manage multiple ongoing projects.
Microsoft To Do Pricing
Microsoft To Do is completely free. There are no tiers, no premium upgrades, and no paywalled features. All you need is a free Microsoft account.
If you already pay for Microsoft 365 (personal plans start at $6.99/month), To Do is just another included app. That makes it exceptional value for existing subscribers. For those looking to keep tech costs low while managing productivity, it pairs nicely with the best budgeting apps for 2026 to stay on top of both tasks and finances.
User Experience and Design
Todoist has a polished, minimalist design that works consistently across all platforms. The mobile app and desktop app feel like they were built by the same team — because they were. Navigation is fast, and the keyboard shortcuts on desktop are excellent for power users.
Microsoft To Do has a clean, friendly interface that many users find easier to pick up. The “My Day” feature encourages a daily review habit, which is great for focus. However, some users find the design a little too simple once their task load grows.
Both apps have strong mobile experiences. Todoist edges ahead on desktop, while Microsoft To Do’s simplicity makes it slightly friendlier for first-time task app users.
Who Should Use Each App?
Choose Todoist If…
- You manage multiple complex projects simultaneously.
- You need integrations with tools outside the Microsoft ecosystem.
- You want detailed productivity tracking (Todoist’s Karma system gamifies your output).
- You work across multiple devices and operating systems.
Choose Microsoft To Do If…
- You already use Microsoft 365 or Outlook daily.
- You want a free, no-fuss task manager with zero learning curve.
- Your needs are focused on personal tasks rather than team projects.
- You prefer a clean, simple interface without advanced settings to configure.
Small business owners who rely on Microsoft Teams will especially benefit from To Do’s native sync. For a broader look at tools that help businesses run leaner, check out our roundup of online tools that make money management easier.
Collaboration and Team Use
Todoist handles team collaboration well. You can share projects, assign tasks to team members, comment on tasks, and set due dates for others. The Business plan adds admin controls and team-level reporting.
Microsoft To Do supports shared lists, but it’s not designed for deep team project management. For that, Microsoft points users toward Microsoft Planner or Microsoft Project. To Do works best as a personal productivity layer within a larger Microsoft workflow.
If team collaboration is a top priority, Todoist is clearly the stronger standalone option. According to PCMag’s Todoist review, its team features earn consistently high marks for small to mid-sized teams.
Frequently Asked Questions
Is Todoist better than Microsoft To Do for productivity?
It depends on how you define productivity. Todoist offers more advanced features like filters, karma tracking, and complex project structures — which suits power users. Microsoft To Do is better for users who want simplicity and a clean daily focus routine. Both can boost productivity, but Todoist has the edge for heavy task loads.
Can I use Microsoft To Do for free?
Yes, Microsoft To Do is entirely free. You just need a free Microsoft account to get started. There are no premium tiers — every feature is available at no cost, which makes it one of the most generous free task managers available.
Does Todoist work with Google Calendar?
Yes. Todoist integrates with Google Calendar on its free plan through a two-way sync. Tasks with due dates appear in your Google Calendar, and changes sync back automatically. This is one of Todoist’s most popular integrations and a major advantage over Microsoft To Do for non-Microsoft users.
Which app is better for students?
Microsoft To Do is a strong pick for students — it’s free, simple, and easy to learn. Todoist’s free tier also works well for students managing multiple subjects or deadlines. If a student already uses a school-provided Microsoft 365 account, To Do integrates seamlessly with that environment.
Is there a Todoist vs Microsoft To Do winner for remote workers?
Remote workers who use multiple tools — like Slack, Notion, or Google Workspace — will get more value from Todoist’s broad integrations. Those embedded in a Microsoft 365 environment (Teams, Outlook, SharePoint) will find Microsoft To Do more naturally connected. The winner depends entirely on your existing tech stack. For remote workers managing multiple digital tools, our guide on apps that automate your money is worth pairing with a solid task manager to stay productive and financially organized.
