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.
Both apps earn strong independent ratings. SelectHub’s market analysts, drawing on a 400+ point analysis and crowdsourced data from 100,000+ companies, rate Todoist at 91% satisfaction (3,242 reviews) and To Do at 92% satisfaction (4,923 reviews), with both classified as “Excellent” User Favorites. Their recommendation: Todoist for teams needing broad integrations, To Do for Microsoft 365-centric users.
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.
Simplicity is To Do’s design philosophy. 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. Todoist’s natural language input is a standout feature: type “every other Monday at 9am” and it just works. 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). To Do includes reminders but puts them behind a slightly less flexible interface.
| Feature | Todoist | Microsoft To Do |
|---|---|---|
| Free plan | Yes (up to 5 active projects) | Yes (fully featured, no limits) |
| Pro/paid plan | $4/month (billed annually) | No paid tier |
| Business plan | $6/user/month | Included with Microsoft 365 ($6.99+/month) |
| Third-party integrations | 70+ (Slack, Zapier, Notion, GitHub, Google Calendar) | Microsoft ecosystem only (Outlook, Teams, Planner) |
| Natural language input | Yes | Limited |
| Sub-tasks | Yes (multi-level) | Yes (single level, called “Steps”) |
| Labels and filters | Yes (Pro plan) | No |
| Karma/productivity tracking | Yes | No |
| My Day daily planner | No | Yes |
| SelectHub satisfaction score | 91% (3,242 reviews) | 92% (4,923 reviews) |
| Platforms supported | iOS, Android, Mac, Windows, Web | iOS, Android, Mac, Windows, Web |
| Team collaboration | Yes (task assignment, comments) | Shared lists only |
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.
Built for the Microsoft world, To Do syncs natively with Outlook, Microsoft Teams, and Planner. One practical advantage worth knowing: Zapier’s editorial team highlights how flagged Outlook emails automatically become tasks in To Do, a genuinely useful workflow for anyone who manages their day through email. 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.
Outside the Microsoft ecosystem, To Do’s integrations feel limited. Todoist wins on flexibility here.
Zapier also notes that Todoist’s balance of power and simplicity makes it one of the most popular to-do apps across all platforms, a fair characterization for anyone weighing the two.
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 feel the ceiling fairly quickly, especially anyone managing multiple ongoing projects simultaneously.
Microsoft To Do Pricing
Completely free. No tiers, no premium upgrades, 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.
To Do’s interface is clean and friendly. Many users find it easier to pick up than Todoist. The “My Day” feature encourages a daily review habit, which genuinely helps with focus. That said, some users find the design too simple once their task load grows, there’s no real answer to that in the app.
Both apps have strong mobile experiences. Todoist edges ahead on desktop. 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.
Shared lists are available in To Do, but deep team project management isn’t what the app is built for. Microsoft directs those needs 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. To Do is better for users who want simplicity and a clean daily focus routine. Both can meaningfully improve how you work, but Todoist has the edge for heavy task loads.
Can I use Microsoft To Do for free?
Yes, 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-used integrations and a major advantage over To Do for non-Microsoft users.
Which app is better for students?
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. Students already using a school-provided Microsoft 365 account will find To Do integrates naturally with that environment, with no extra setup required.
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 will find To Do more naturally connected to their existing setup. The winner depends entirely on your 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.
What are the main limitations of Todoist’s free plan?
The free plan caps you at 5 active projects and 5 collaborators per project. Reminders, custom filters, and labels are locked behind the $4/month Pro plan. For casual users those limits may never bite, but anyone running more than a handful of ongoing projects will hit the ceiling quickly.
How does Microsoft To Do compare to Microsoft Planner?
To Do is a personal task manager; Planner is a team project tool. The two serve different purposes inside the Microsoft 365 suite. To Do handles individual daily tasks and shared lists, while Planner is designed for structured team workflows, boards, and task assignments across groups. Many Microsoft 365 users run both at once.
Does Todoist have a business or enterprise plan?
Yes. The Business plan costs $6 per user per month and adds admin controls, team-level reporting, and priority support. It’s aimed at small to mid-sized teams that need more oversight than the Pro plan allows. Larger organizations may want to evaluate whether a dedicated project management platform better fits their scale.
Which app has better mobile support?
Both apps offer strong iOS and Android experiences. Todoist’s mobile app is consistent with its desktop version in terms of features and speed. To Do’s mobile app is slightly simpler but very reliable. Neither has a meaningful gap in mobile performance, the choice comes down to which feature set you need, not which phone you own.
Can Microsoft To Do replace a full project management tool?
No. To Do is not a project management tool and doesn’t try to be. It has no Gantt charts, no workload views, no advanced reporting. For anything beyond personal task lists and simple shared lists, Microsoft points users toward Planner or Project. That’s not a criticism, it’s just an honest description of what the app is designed to do.
