Microsoft To Do Task Management Software Review for 2026
Microsoft To Do is a task management software that helps you organize and prioritize tasks efficiently. It’s particularly well-suited for individuals and small teams within organizations—such as those in tech startups, marketing, or HR—where task tracking and daily planning are essential. Microsoft To Do offers seamless integration with Microsoft 365, providing a centralized platform for your team to enhance their productivity.
In this article, you'll learn about Microsoft To Do's features, pros and cons, best and worst use cases, and pricing. Whether you're a seasoned project manager or just starting, you'll find insights to help your team work smarter and achieve your goals.
Microsoft To Do Evaluation Summary
- Free to use
- Free plan available
Why You Can Trust Us
We’ve been testing and reviewing project management software since 2012. As project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software.
We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our software review methodology.
Microsoft To Do Overview
In my opinion, Microsoft To Do is a task management tool that works especially well for teams already using Microsoft 365. Its strength lies in its simplicity and smooth integration with other Microsoft apps—such as Outlook, Teams, and Planner—that offers a unified experience across tools.
That said, the platform may not meet the needs of users seeking advanced project management features like Gantt charts, Kanban boards, or complex automations. It’s best suited for small to mid-sized teams looking for a simple, cost-effective option that fits into the Microsoft ecosystem.
pros
-
Intuitive interface for easy task organization
-
Seamless Microsoft 365 integration
-
Cross-device synchronization
cons
-
Limited advanced project management features
-
Basic customization options
-
Not ideal for large teams or detailed tracking
-
Accelo
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Celoxis
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.3
Our Review Methodology
How We Test & Score Tools
We’ve spent years building, refining, and improving our software testing and scoring system. The rubric is designed to capture the nuances of software selection and what makes a tool effective, focusing on critical aspects of the decision-making process.
Below, you can see exactly how our testing and scoring works across seven criteria. It allows us to provide an unbiased evaluation of the software based on core functionality, standout features, ease of use, onboarding, customer support, integrations, customer reviews, and value for money.
Core Functionality (25% of final scoring)
The starting point of our evaluation is always the core functionality of the tool. Does it have the basic features and functions that a user would expect to see? Are any of those core features locked to higher-tiered pricing plans? At its core, we expect a tool to stand up against the baseline capabilities of its competitors.
Standout Features (25% of final scoring)
Next, we evaluate uncommon standout features that go above and beyond the core functionality typically found in tools of its kind. A high score reflects specialized or unique features that make the product faster, more efficient, or offer additional value to the user.
We also evaluate how easy it is to integrate with other tools typically found in the tech stack to expand the functionality and utility of the software. Tools offering plentiful native integrations, 3rd party connections, and API access to build custom integrations score best.
Ease of Use (10% of final scoring)
We consider how quick and easy it is to execute the tasks defined in the core functionality using the tool. High scoring software is well designed, intuitive to use, offers mobile apps, provides templates, and makes relatively complex tasks seem simple.
Onboarding (10% of final scoring)
We know how important rapid team adoption is for a new platform, so we evaluate how easy it is to learn and use a tool with minimal training. We evaluate how quickly a team member can get set up and start using the tool with no experience. High scoring solutions indicate little or no support is required.
Customer Support (10% of final scoring)
We review how quick and easy it is to get unstuck and find help by phone, live chat, or knowledge base. Tools and companies that provide real-time support score best, while chatbots score worst.
Customer Reviews (10% of final scoring)
Beyond our own testing and evaluation, we consider the net promoter score from current and past customers. We review their likelihood, given the option, to choose the tool again for the core functionality. A high scoring software reflects a high net promoter score from current or past customers.
Value for Money (10% of final scoring)
Lastly, in consideration of all the other criteria, we review the average price of entry level plans against the core features and consider the value of the other evaluation criteria. Software that delivers more, for less, will score higher.
Core Features
Task lists: You can create tasks, break them into smaller subtasks (called “steps”) and arrange them into organized to-do lists, making it easy to categorize, prioritize, and track various aspects of your professional or personal tasks.
Due dates: Set deadlines for each task to ensure timely completion. Due dates appear across your devices and sync with Outlook, which can help you manage schedules and meet project timelines consistently.
Reminders: You can set time-based reminders for tasks, so you never miss an important deadline. These notifications are designed to keep your team on-track and avoid last-minute rushes.
Recurring tasks: Schedule tasks to repeat at customizable intervals (daily, weekly, monthly, etc.). This is perfect for repetitive work like weekly reports, follow-ups, or administrative tasks.
Custom themes: You can personalize your task lists by applying different background themes and colors, making your workspace more visually appealing and easier to organize.
Priority levels: Assign priority tags (Important or Normal) to tasks. The “Important” tag adds the task to the "Important" smart list, helping you focus on high-priority work and better manage your workload.
Ease of Use
Microsoft To Do stands out with its clean, user-friendly interface that simplifies task management for you and your team. Features like drag-and-drop organization make it easy to rearrange tasks and update priorities on the fly.
The system’s integration with Microsoft 365 also enhances accessibility, allowing you to manage tasks across desktop (Mac or Windows), web, and mobile devices (including Android, iPhone, iPad, and Apple Watch). The mobile to-do list app, available on iOS and Android, ensures you can stay organized and productive wherever you are.
For simple and efficient task management, Microsoft To Do is a reliable choice.
Microsoft To Do Specs
- API
- Batch Permissions & Access
- Budgeting
- Calendar Management
- Collaboration Support
- Contact Management
- Contact Sharing
- Customer Management
- Dashboard
- Dashboards
- Data Export
- Data Import
- Data Visualization
- Dependency Tracking
- Document Sharing
- Expense Tracking
- External Integrations
- File Sharing
- Gantt Charts
- Kanban Boards
- Multi-User
- Notifications
- Project Management
- Resource Management
- Scheduling
- Task Scheduling/Tracking
- Third-Party Plugins/Add-Ons
- Time Management
- Travel Management
- Workflow Management
Alternatives to Microsoft To Do
Microsoft To Do Frequently Asked Questions
How does Microsoft To Do handle data security?
Microsoft To Do is built on the Microsoft 365 security infrastructure, which means it benefits from enterprise-grade protections. Your data is secured using industry-standard encryption protocols, including encryption at rest and in transit. Tasks and other user information are stored in Microsoft’s globally distributed data centers, which are certified to meet international compliance standards such as ISO/IEC 27001, SOC 1, 2, and 3, and GDPR.
Additionally, Microsoft To Do supports multi-factor authentication (MFA) and role-based access control as part of the broader Microsoft account environment.
Can I use Microsoft To Do offline?
You can use Microsoft To Do offline to view and edit your tasks. Any changes you make will automatically sync across your devices once you're back online, keeping everything up-to-date.
Does Microsoft To Do support team collaboration?
Microsoft To Do supports basic team collaboration through shared task lists. You can invite others to join a list, allowing team members to view, add, complete, and edit tasks. This makes it a useful tool for simple coordination among small teams or within departments for tracking shared responsibilities or planning checklists.
However, Microsoft To Do does not include advanced collaboration features like task comments, activity tracking, real-time co-editing, or role-based permissions. For stronger project collaboration—such as sprint planning, document sharing, or team chat—teams may prefer integrated productivity tools like Microsoft Planner, Trello, or Asana.
How does Microsoft To Do integrate with other Microsoft apps?
Microsoft To Do integrates with other Microsoft apps like Outlook and Teams. You can sync tasks from Outlook emails and calendar events, helping you keep everything organized in one place and improving overall productivity.
Can I customize task views in Microsoft To Do?
Microsoft To Do offers limited customization for task views. You can sort tasks by due date, importance, or added date, but customization options beyond that are minimal. It's designed to keep things simple, so you can focus on managing tasks efficiently.
Is there a mobile app for Microsoft To Do?
Yes, Microsoft To Do offers a mobile app for both iOS and Android devices. The app syncs automatically with the web and desktop versions through your Microsoft account, ensuring your task lists and updates are accessible across all platforms in real time.
With the mobile app, you can create, edit, and organize new tasks, set reminders, and mark items complete while on-the-go to help you stay organized and productive wherever you are.
Can I import tasks from other apps into Microsoft To Do?
Yes, you can import tasks into Microsoft To Do, particularly from Outlook and other Microsoft ecosystem tools. Tasks in Outlook Tasks automatically sync with Microsoft To Do if you're using the same Microsoft account. Importing tasks from third-party apps, such as Todoist or TickTick, generally requires manual entry or using third-party tools like Zapier or Microsoft Power Automate to automate the migration process.
If you're switching from an app with export functionality, you may be able to export your tasks to a CSV file and manually re-enter or script them into To Do, but there is no native bulk-import feature for CSV or JSON files.
Microsoft To Do Company Overview & History
Microsoft To Do is a cloud-based task management app developed by Microsoft, based in Redmond, Washington. The app was officially launched in April 2017 as the successor to Wunderlist, which Microsoft acquired in June 2015 from the Berlin-based startup 6Wunderkinder.
As part of the Microsoft 365 suite, it integrates with services like Outlook to support productivity. The app lets users manage tasks across devices, offering a consistent and connected experience.
Microsoft To Do Major Milestones
- 2015: Microsoft acquires Wunderlist.
- 2017: Microsoft To Do is launched as the successor to Wunderlist.
- 2019: A major redesign aligns Microsoft To Do more closely with Wunderlist's interface.
- 2020: Microsoft officially discontinues Wunderlist to focus on Microsoft To Do.
What's Next?
Want to connect with other digital project managers to share resources and best practices? Join our membership community and get access to 100+ templates, samples, and examples and connect with 100s of other digital project managers in Slack.