Microsoft To Do vs. Todoist: Which is Best for You?

As individuals and professionals, we often struggle with tracking our tasks, deadlines, and overall lives. Sometimes, we find a strategy that works perfectly but falls back to square one as our workload increases. How can we choose the right task management platform that integrates and streamlines our workflow and ensures nothing is left undone? 

In this article, I will look closely at two task management software programs, Microsoft To-Do and Todoist. I’ll dissect what sets these platforms apart, from software integrations to reminders, plans, and pricing to productivity-boosting features. So, you make educated and comprehensive decisions that best serve you and supercharge your productivity game.

What is Microsoft To Do?

Microsoft To Do is a cloud-based task management application that facilitates seamless organization across multiple devices. It enables users to create lists for different events, prioritizing tasks efficiently. Microsoft To Do also allows for reminders, subtasks, and notes for enhanced clarity and productivity.

The app works by tracking, focusing, and managing all your tasks in one place. It allows you to break down larger tasks into more manageable pieces and allows notes to record all the extra details.

Top Features of Microsoft To-Do

Let’s look into the top five Microsoft To-Do task management options features. I’ll also examine how they can help increase productivity and efficiency in project management. 

1. Team Collaboration Tools

This tool enables team members to share and delegate tasks to others, and those tasks will show up in their Microsoft To-Do. To do this on the app, copy the task link or invite team members through emails. You can also set due dates and reminders and manage access by limiting it to only those currently accessing those tasks. You can also turn off sharing if you no longer want people to have access to the list. 

2. Access Tasks on All Devices

You can access any tasks you create on your mobile smartphone, tablet, or PC. No matter which device you created the task on. It appears on all the other devices you have logged in with the same Microsoft account.

3. Flagging Emails

You can flag an email in Microsoft Outlook, which automatically appears on your task list on Microsoft To-Do. This feature helps you follow up on tasks by synchronizing them with Microsoft To-Do. However, to see flagged messages, you must enable the toggle button in the to-do settings. 

4. My Day

You can use the “My Day” feature to view and focus on what’s important. This feature enables you to build a daily task list. However, Microsoft To-Do clears the list out, so you start with a daily clean slate. It prevents your list from growing and becoming overwhelming. This feature also uses artificial intelligence to suggest high-priority tasks to add to the “My Day” view. It helps you stay on top of what’s important every day.

5. Recurring Tasks

This feature lets you use hashtags to find tasks with ease in the future and also categorize your tasks. You can add a hashtag and categorize a task based on your desired section. This way, you can return to any tasks you need to complete within that section. When clicked, the hashtag forms a hyperlink that will show you the different tasks with the hashtag for that section.

Pros and Cons of Microsoft To Do

Microsoft To-Do offers a variety of completely free features. However, with its unique features, some users may still need help using the software. Here are some of the pros and cons of using Microsoft’s To-Do software:

Pros of Microsoft To Do

The pros of Microsoft To-Do include the following:

1. Seamless Cross-Platform Integration

As mentioned earlier, Microsoft To-Do is compatible across multiple devices, even those outside the Microsoft ecosystem. Thus, accessing and managing tasks stays similar across iOS, Android, Windows, and macOS, promoting user’s mobile productivity.

2. Customizable Themes and Backgrounds

You can also apply various vibrant themes to your task view. Applying this gives each task a different feel and indication, and you can select between color themes or photos.

3. Accessibility and User-Friendliness

Microsoft To-Do promotes simplicity of use and caters to a wide range of user demographics. Its simple design allows users to make quick adoptions. This feature makes it appropriate for personal, educational, and professional contexts where users can handle activities easily.

4. Easy Task Augmentation

You can add micro-tasks to existing tasks. You can also add reminders to deadlines, such as a recurrent deadline.

5. Siri on iOS Integration

 If you have an iPhone, you can automatically use Siri to add a task to your task list. With Android, however, this capability has yet to be made available.

Cons of Microsoft To Do

Some cons of using Microsoft To-Do include:

1. You must have a Microsoft account to use Microsoft-To-Do.

2. As mentioned earlier, Android’s Google Assistant cannot automatically add a task to your Microsoft To-Do app.

3. You are only notified of overdue deadlines when you open Outlook.

What is Todoist?

Todoist is a popular web-based task manager and productivity app that helps professionals and small businesses organize and track all their important tasks and projects. Furthermore, Todoist can operate across 15+ platforms and in 20 different languages. 

Like Microsoft’s To-Do, Todoist breaks large projects into smaller sub-tasks and has executed over two billion tasks. However, Todoist works through a combination of certain unique features, like the “Todoist karma” feature. These features give points for every completed task through integrated platforms ranging from mobile devices such as iOS and Android to web browsers and email inboxes.

Top Features of Todoist

Todoist has various features that make it a perfect choice for users in productivity management. These features and benefits include:

1. Kanban boards

A Kanban board is one of the tools used to implement and manage work at a personal or organizational level. Todoist uses Kanban boards to visually depict work at various stages of a process. It also uses digital cards to represent work items and columns to represent each stage of your work process.

Todoist lets you see your tasks as lists and name them like any other to-do list app. It also enables you to move the cards around with a simple drag-and-drop action to update your task processes effortlessly.

2. Email Integration into the Dashboard

One of Todoist’s advanced features is its email integration. You can receive tasks by email and find them uploaded immediately to the Todoist dashboard. You can also personalize your tasks with different themes and reminders. However, this is only possible through a pro membership.

3. Smooth Task Interface

You can navigate through each task and subtask category swiftly. The navigations are intuitive, and you will find it unlikely to get lost in the app.

4. Habit Tracker:

You can track your recurring tasks and build and maintain good habits by recording your habit streaks. It will encourage you to finish your tasks consistently and keep progressing on your habit streaks. However, this feature also requires a pro membership.

5. Upcoming View:

This feature is excellent for planning. You can set due dates and timestamps for tasks in the future. You can also name each future task.

Pros and Cons of Todoist

As a functional app packed with unique features, Todoist can accomplish many activities. We are going to touch on some of the pros and cons of using the Todoist app:

Pros of Todoist

Some pros of using Todoist include:

1. With Todoist, you can schedule your duties in less time and with less mental effort with the natural language Quick Add and AI-powered Smart Schedule features.

2. Using the Todoist Karma feature helps you set goals and track your daily or weekly productivity, helping you get things done and stay motivated and accountable.

3. With over 60 integrations with your favorite third-party apps, you can create a more personalized and powerful to-do list experience.

4. Todoist’s distraction-free design lets you concentrate on your tasks rather than distract you with unnecessary notifications. You will also never see any annoying in-app advertisements or pop-ups.

5. You can freely use your local language in the app, as Todoist is available in 20 languages.

Cons of Todoist:

Now, let’s delve into the potential drawbacks of Todoist, offering a balanced perspective to help you make an informed decision.

1. Due to some of the features having a learning curve, some users need help using some features initially.  

2. Todoist needs a more extensive suite of digital tools, like Microsoft 365.

3. Setting reminders is only available in paid versions.

Comparison Table: Todoist vs. Microsoft-To-do

Frequently Asked Questions

1. What other applications or services does Microsoft To-Do integrate with?

Microsoft To-Do integrates with services such as Microsoft Power Apps, Skype, ChatGPT, Desktop.com, Friday, Timeneye, Vibe Interactive Whiteboard, Google Keep, Make, Microsoft Outlook, and Microsoft Project.

You can also integrate it with services such as Microsoft SharePoint, SSIS Integration Toolkit, Avaza, Freedcamp, Time Doctor, TrueMail, Zapier, Microsoft Intune, Microsoft OneNote, Microsoft Planner, n8n, Microsoft 365, Stack, and Reaction.

2. Do You Need a Microsoft Account to Use Microsoft To Do?

To use Microsoft To do, it’s necessary to have a Microsoft account. It means users must sign up for or already possess a Microsoft account to access the features and functionalities offered by the platform. 

3.  Is Microsoft To Do Free?

Yes. Microsoft To Do offers all its features without requiring payment. Users can access a wide range of functionalities, including task creation, list organization, due dates, reminders, and collaboration tools, completely free of charge.

Microsoft To Do or Todoist?

The choice between Todoist and Microsoft To Do comes down to your specific workflow and existing tools. Microsoft To Do offers all features for free and integrates seamlessly with Office 365, making it the clear winner if you’re already using Microsoft’s ecosystem. Todoist provides more advanced features and flexibility, with its free tier covering most users’ needs and premium options for power users.

Consider Microsoft To Do if you use Outlook, Teams, or other Microsoft services regularly. Choose Todoist if you prefer more customization options and don’t mind paying for premium features. Either way, you’ll have a solid task management system that can handle both personal tasks and team projects effectively.