You’ve got two apps open, a growing list of tasks, and a deadline creeping closer. Sound familiar? If you’re trying to decide between Todoist vs Microsoft To Do, you’re not alone — millions of people face this exact choice every year. Both apps promise to help you stay organized, but they work in very different ways.
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. If you use Outlook, Teams, or Windows 11, it’s already part of your daily environment.
Both apps are cross-platform and available 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 when it comes to feature depth. It supports recurring tasks, priority levels, labels, filters, project templates, and a unique 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.
It also offers Kanban-style board views, task comments, and file attachments on paid plans. For teams managing projects, these features matter. If you’re already exploring tools to boost efficiency, our roundup of AI tools saving small businesses time in 2026 covers other apps worth pairing with Todoist.
What Microsoft To Do Does Well
Microsoft To Do keeps things clean and simple. Its My Day feature gives you a fresh daily task list each morning. It pulls suggestions from your other tasks automatically.
The Planner integration in Microsoft 365 means your tasks sync across Outlook, Teams, and the To Do app without any setup. For corporate users, this alone is a compelling reason to choose it.
Pricing: Free vs Paid Plans
Microsoft To Do is completely free. There are no paid tiers, no feature gates, and 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.
If budget is a concern, Microsoft To Do wins outright. But if you need reminders, file uploads, or advanced filters, Todoist’s Pro plan is reasonably priced for what it delivers. For a broader look at money management tools, check out our guide to the best budgeting apps for 2026 — pairing a good task manager with a budgeting app is a strong productivity combo.
Integrations and Ecosystem Fit
This is where your existing tools matter most. Todoist integrates with over 80 apps including Google Calendar, Slack, Zapier, Notion, and GitHub. It plays well with almost any stack.
Microsoft 365 Users
If your team lives in Microsoft 365, To Do is already embedded in your workflow. It syncs with Outlook Tasks automatically. Tasks assigned in Microsoft Planner appear in To Do. It’s frictionless.
For businesses running on Azure or SharePoint, this native connectivity reduces tool sprawl. 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
If you use Gmail, Google Calendar, or Slack, Todoist is the stronger fit. Its Google Calendar two-way sync keeps tasks and calendar events aligned in real time. Microsoft To Do’s Google integration is limited by comparison.
Zapier support also means Todoist can connect to thousands of apps with no coding required. That flexibility is hard to match.
Todoist vs Microsoft To Do for Teams
For small teams or freelancers, Todoist’s collaboration features are more robust. You can assign tasks, add comments, and share projects cleanly. The Business plan adds team billing and admin dashboards.
Microsoft To Do is primarily a personal task manager. It does allow list sharing, but it lacks task assignment and the kind of project-level collaboration tools Todoist provides. For team environments already on Microsoft 365, Planner or Microsoft Project are better-suited additions — To Do works best as an individual layer on top.
If you manage a remote team and want to understand how digital tools are evolving, our piece on online tools that make management easier is worth a read alongside this comparison.
Todoist vs Microsoft To Do: Which Should You Choose?
The right choice depends on one thing: your existing setup. If you’re already in the Microsoft world — Outlook, Teams, Windows 11 — Microsoft To Do is the obvious pick. It’s free, it’s already there, and it works well for personal task tracking.
If you need more power — advanced filters, natural language input, cross-platform integrations, or team collaboration — Todoist is worth the small monthly cost. It’s one of the most polished task managers available, and the Pro plan delivers real value for solo professionals and small teams alike.
According to PCMag’s best to-do list apps guide, Todoist consistently earns an “Editors’ Choice” rating for its balance of features and usability. That reputation is well earned.
Frequently Asked Questions
Is Todoist better than Microsoft To Do?
Todoist is more feature-rich. It suits power users, freelancers, and small teams who need advanced filtering, integrations, and collaboration tools. Microsoft To Do is better 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. However, the sync is not as seamless as Microsoft To Do’s native Outlook Tasks integration. If deep Outlook integration is critical, Microsoft To Do has the edge.
Which app is better for students?
Both work well for students. Microsoft To Do is a great starting point — it’s free and simple. Todoist’s free plan supports 5 projects, which is enough for most students. If you use Google Workspace at your school, Todoist’s Google Calendar sync is a useful advantage.
Is there a desktop app for both Todoist and Microsoft To Do?
Yes. Both apps 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 is pre-installed on Windows 11, which makes it even more convenient for PC users.
