Todoist vs Microsoft To Do: Which Task Manager Should You Use?

Updated July 2026

You’ve got a to-do list a mile long and two solid apps staring back at you. Todoist vs Microsoft To Do comes up constantly among people trying to get their work life under control, and for good reason. The two tools promise the same basic outcome but get there through completely different design choices, and that matters more than most comparisons let on.

The global task management software market was valued at 3.251 USD Billion in 2024 and is projected to reach 3.703 USD Billion by 2025, according to Market Research Future (2024–2025). Plenty of money is chasing better ways to help people track what needs doing. Stick with this comparison and you’ll know which app actually fits your workflow, your budget, and the way you already work.

A Quick Overview of Both Apps

Todoist launched back in 2007, built by Doist, and it’s grown into one of the most recognized names in task management, with over 30 million+ people using it across 150+ countries. It runs on iOS, Android, Mac, Windows, and the web, so switching devices never really breaks the workflow.

Microsoft’s entry came later. Microsoft To Do launched in 2017 as the replacement for Wunderlist, a popular app Microsoft bought and eventually retired. It hooks directly into Outlook tasks and the wider Microsoft 365 suite. Anyone already working inside Word, Teams, and Outlook every day will find To Do slots in without friction.

Independent reviewers rate both apps highly, just not identically. SelectHub’s market analysts, drawing on a 400+ point analysis and crowdsourced data from 100,000+ companies, put Todoist at 91% satisfaction across 3,242 reviews and To Do at 92% across 4,923 reviews. Both land in their “Excellent” User Favorites tier. SelectHub’s own take: Todoist suits teams that need broad integrations, To Do suits people already living in Microsoft 365. Anyone with a light task load, or who just wants to open an app and go without configuring anything, might find Todoist’s depth a bit much.

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 out a full project hierarchy and slice tasks with custom filters written in plain language.

To Do takes the opposite approach. Its whole design philosophy is simplicity: lists, tasks, steps for sub-tasks, and a daily planner called “My Day.” It feels clean and intuitive right out of the gate, though it won’t satisfy anyone who needs several organizational layers stacked on top of each other. That’s a real limitation once you’re juggling overlapping deadlines across a handful of active projects.

Recurring Tasks and Scheduling

Recurring tasks work fine in either app, but Todoist’s natural language input stands out. Type “every other Monday at 9am” and it just works, no menus required. To Do can do recurring tasks too, though the setup takes a few more clicks to get right.

Due dates, start dates, and time-based reminders all show up in Todoist’s free plan, with some restrictions attached. To Do has reminders as well, tucked behind an interface that’s a little less flexible.

Integrations and Ecosystem Fit

Here’s where the split really shows. Todoist connects to more than 70 outside apps, Google Calendar, Slack, Zapier, Notion, GitHub among them. If your day bounces between several different platforms, Todoist is the one that actually ties them together.

To Do, by contrast, was purpose-built for the Microsoft world, syncing natively with Outlook, Teams, and Planner. Zapier’s editorial team points out a nice touch here: flag an email in Outlook and it turns into a task in To Do automatically, which is genuinely handy if your workday runs through your inbox. Businesses already using tools like the ones covered in our guide to AI tools saving small businesses time in 2026 may find Todoist’s wider integration library the better match.

Step outside Microsoft’s walls, though, and To Do’s integrations thin out fast. Todoist wins on flexibility, no argument there. Anyone whose whole toolkit is already Microsoft won’t miss what isn’t there, since To Do fits neatly into the stack they use every day anyway.

Zapier also flags Todoist’s balance of power and simplicity as a reason it’s stayed one of the most popular to-do apps across every platform, a fair read for anyone still on the fence.

Pricing and Value

Todoist Pricing

The free plan caps out at 5 active projects with 5 collaborators each. Bump up to Pro at $4/month billed annually and you unlock reminders, filters, labels, and room for up to 300 projects. Teams can step up further to the Business plan at $6/user/month.

The free tier works, but the ceiling shows up quickly for anyone running several projects at once. If your needs stop at a short personal task list, though, paying for Pro is probably overkill.

Microsoft To Do Pricing

It’s free. Fully free, no tiers, nothing locked behind a paywall.

Own a Microsoft 365 subscription already? Then To Do is just one more app bundled in at no extra cost, which makes it a strong deal for existing subscribers. Pairing it with the best budgeting apps for 2026 is a decent way to keep both your tasks and your finances in check without adding new subscriptions. Users with no connection to Microsoft’s ecosystem, on the other hand, won’t get much out of the integrations and may find the whole experience thinner than what Todoist offers.

User Experience and Design

Todoist looks polished and minimal no matter which platform you’re on. The mobile and desktop versions feel like the same product because, well, they were built by the same team. Navigation moves fast, and the desktop keyboard shortcuts are genuinely good for anyone who lives with their hands on the keyboard.

To Do reads as friendly and approachable, and a lot of new users pick it up faster than they would Todoist. The My Day feature nudges you toward a daily review habit, which does help with focus in practice. Once your task list grows past a certain point, though, the lack of filtering and grouping tools starts to show, and there’s no built-in fix for that inside the app.

Mobile performance is strong on both sides. Todoist pulls ahead on desktop. To Do stays the friendlier on-ramp for someone opening a task app for the very first time.

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 running Microsoft Teams day to day will get real value out of To Do’s native sync. Anyone coordinating across teams or juggling more than basic task lists shouldn’t lean on To Do as their main work tool. For a wider look at tools that help businesses run leaner, our roundup of online tools that make money management easier is worth a look.

Collaboration and Team Use

Todoist handles team work well. Share a project, assign tasks to teammates, leave comments, set due dates for someone else, all standard here. The Business plan layers on admin controls and reporting at the team level.

To Do offers shared lists, but real team project management was never really the point of the app. Microsoft points people toward Microsoft Planner or Microsoft Project for that instead. To Do works best as a personal layer sitting on top of a bigger Microsoft-based workflow.

For teams where collaboration sits at the top of the list, Todoist is the stronger option standing on its own. PCMag’s Todoist review notes its team features hold up consistently well for small and mid-sized groups. Teams already anchored in Microsoft Teams and Planner might find To Do fine for daily task tracking, just not for real planning or accountability.

Related reading: should use smart calendar app.

Frequently Asked Questions

Which app is better for managing multiple ongoing projects?

Todoist is better for managing multiple ongoing projects due to its support for sub-projects, labels, filters, and up to 300 projects on the Pro plan. Microsoft To Do limits users to a single level of lists and lacks advanced organizational tools.

Can I use Microsoft To Do for free with no feature limits?

Yes. Microsoft To Do is completely free with no premium tiers. All features, including creating unlimited lists, setting due dates, and using the “My Day” planner, are available at no cost with a free Microsoft account.

Does Todoist integrate 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, especially for non-Microsoft users.

Is there a significant learning curve with Todoist?

Yes, especially for beginners. Todoist’s feature set, including filters, labels, and natural language input, takes some time to master. Its consistent design across platforms and strong keyboard shortcuts help power users work efficiently once they’re past the initial learning curve.

How does Microsoft To Do help with daily planning?

It includes a built-in “My Day” feature that lets users designate which tasks to focus on each day. This daily planner encourages habit formation and prioritization, helping users stay focused on immediate priorities rather than getting overwhelmed by long-term to-dos.

What are the main limitations of Todoist’s free plan?

The free plan limits users to 5 active projects and 5 collaborators per project. Reminders, custom filters, labels, and karma tracking are locked behind the $4/month Pro plan. These restrictions can become limiting for users managing more than a handful of projects.

Can Microsoft To Do replace Microsoft Planner for team projects?

No. While Microsoft To Do supports shared lists, it lacks the advanced project management features found in Microsoft Planner, such as Kanban boards, workload views, and team assignment tracking. For structured team workflows, Planner remains the designated tool.

Which app supports cross-platform syncing better?

Both apps support syncing across iOS, Android, Mac, Windows, and the web. However, Todoist offers more consistent feature parity across platforms, especially on desktop. Microsoft To Do’s mobile experience is reliable but slightly more limited in functionality compared to the full desktop version.

Does Todoist offer any tools for tracking long-term productivity?

Yes. Todoist’s Karma system tracks task completion, consistency, and streaks, offering a gamified way to monitor long-term productivity. It rewards users for completing tasks and maintaining regular usage, helping build sustainable habits.

Is Microsoft To Do suitable for students using school-provided accounts?

Yes. Students with school-provided Microsoft 365 accounts can use Microsoft To Do seamlessly. It integrates directly with Outlook and Teams, making it a natural fit for academic workflows. The free version is fully functional, and the simplicity makes it easy to adopt quickly.