Official-source comparison · 2026
Google Tasks vs Microsoft To Do: which fits your day?
Both cover the basics. The useful difference is where each one lives: Google Tasks stays close to Gmail and Calendar, while Microsoft To Do adds My Day, Outlook tasks and shareable lists.
01 · Quick verdict
Choose Google Tasks for the lightest Google workflow. Choose Microsoft To Do for more deliberate daily planning and direct list sharing.
There is no universal winner. Your email and calendar ecosystem should decide this one; switching ecosystems for either app rarely makes sense.
Best for
Google Tasks
A lightweight list beside Gmail and Google Calendar
Google Tasks is deliberately simple: lists, subtasks, stars, due dates, notifications and recurring tasks that sync across signed-in devices.
- Create tasks from Gmail and Calendar
- Star and sort important tasks
- Assign shared tasks through Google Chat or eligible Google Docs
Watch for: Shared work happens through Chat or Docs rather than by sharing a personal Tasks list.
Best for
Microsoft To Do
Daily planning around Outlook and Microsoft 365
Microsoft To Do combines lists and steps with My Day, reminders, repeating tasks, Outlook flagged email and invitation-link list sharing.
- Plan each day with My Day and suggestions
- Turn flagged Outlook email into tasks
- Share lists with personal accounts or colleagues in the same organisation
Watch for: People joining a shared list need a Microsoft account, and work or school sharing stays within the same organisation.
02 · Side by side
Google Tasks vs Microsoft To Do comparison
| Feature | Google Tasks | Microsoft To Do | What it means |
|---|---|---|---|
| Daily focus | Stars plus sorting by date, deadline, title or your own order | My Day, suggestions and smart lists such as Planned and Flagged Email | Microsoft To Do offers the more guided daily-planning flow. |
| Task structure | Lists, details and subtasks | Lists, notes and Steps for breaking down a task | Both handle straightforward multi-step personal tasks. |
| Dates and reminders | Dated tasks appear in Google Calendar; timed tasks can notify you | Due dates, reminders and a Planned smart list | Both cover the everyday reminder use case. |
| Repeating tasks | Daily to yearly or custom repeats; shared tasks and subtasks cannot repeat | Daily, weekdays, weekly, monthly, yearly or custom repeats | Both repeat tasks, but Google documents limits for shared tasks and subtasks. |
| Email workflow | Create a task from an email in Gmail | Flag Outlook email to surface it in To Do | The better option follows the inbox you already use. |
| Shared work | Assign shared tasks in Google Chat or eligible Google Docs | Share a list by invitation link, then assign tasks to list members | Microsoft To Do shares the list itself; Google anchors shared tasks in Chat or Docs. |
| Account and cost | Works with the Google Account used to sync your tasks | Free with a personal Microsoft account; supported work or school plans also qualify | Neither requires a new paid task-app subscription for personal use. |
03 · Category deep dives
Where the differences show up in real work
Capture and organisation
The two apps start from the same idea—a short personal list—but organise attention differently.
Google Tasks keeps capture close
- Add tasks from Gmail, Calendar or the Tasks side panel.
- Use separate lists, subtasks and stars without building a larger system.
- Tasks sync across devices signed in to the same Google Account.
Microsoft To Do adds a planning layer
- My Day starts fresh and pulls in tasks you select or accept from suggestions.
- Smart lists collect planned, important, assigned and flagged-email tasks.
- Steps, notes and files can hold more context inside a task.
Bottom line: Google Tasks is faster when you want less structure. Microsoft To Do is stronger when you want to plan the day inside the app.
Calendar, email and reminders
Ecosystem fit matters more than a raw feature count because both products are designed to sit beside their own email and calendar tools.
Google Tasks
- Create a task directly from a Gmail message.
- See dated tasks in Google Calendar and manage them there.
- Set repeating tasks and notifications for dated, timed work.
Microsoft To Do
- Flag Outlook email so it appears as a To Do task.
- Use My Day alongside Outlook mail and calendar views.
- Add due dates, reminders and custom repetition from task details.
Bottom line: Pick the app attached to your primary inbox. Both integrations are useful; neither is a reason to move your email stack.
Sharing and collaboration
Neither product is a full project workspace, but both now support bounded shared-task workflows.
Google shares from a shared surface
- Create and assign tasks to members of a Google Chat space.
- Eligible Workspace plans can assign tasks from shared Google Docs.
- Assigned tasks also appear in the assignee's personal Tasks list.
Microsoft shares the list
- Create an invitation link from a list you own.
- Share between personal Microsoft accounts or inside the same work or school organisation.
- Assign tasks to people who have joined the shared list.
Bottom line: Microsoft To Do is more direct for a shared household or small list. Google Tasks fits teams already coordinating in Chat or Docs.
04 · Best fit
Who each tool suits
Google Tasks
Choose Google Tasks if your day already starts in Gmail
It is the cleaner choice when task capture should feel like a small extension of Google Calendar rather than a separate planning ritual.
- Gmail and Google Calendar are your daily home base
- You prefer a short list with minimal setup
- Shared assignments already happen in Google Chat or Docs
Microsoft To Do
Choose Microsoft To Do if you plan around Outlook
It suits people who want a dedicated daily list, richer task details and a simple way to share lists with Microsoft-account users.
- Outlook or Microsoft 365 is your daily home base
- My Day and suggestions match how you plan
- You want to share and assign tasks inside a list
05 · The TaskGuru alternative
When both ecosystems feel too narrow
TaskGuru is an independent task workspace for seeing multiple project boards on one page, pulling current priorities into an Immediate Board, and keeping team chat attached to the task it concerns.
- All project boards visible together
- Immediate Board for current priorities
- Task-based team chat and board roles
- Due dates, priorities, statuses, subtasks and reminders
TaskGuru does not advertise native Google Tasks or Microsoft To Do integrations. Eligible new desktop-web accounts may receive the limited Free rollout; paid plans are $5/month or $41.88/year.
06 · Evidence ledger
Sources checked
Checked 12 August 2026
- 01Google WorkspaceOrganize & Track To-Dos with Google Tasks
- 02Google Tasks HelpGet started with shared tasks
- 03Google Tasks HelpManage repeating tasks in Google Tasks & Google Calendar
- 04Google Tasks HelpOrganize your tasks
- 05Microsoft SupportPlan and connect with Microsoft To Do
- 06Microsoft SupportManage tasks with To Do in Outlook
- 07Microsoft SupportCreate and share lists
- 08Microsoft SupportAssign tasks in shared lists
- 09Microsoft SupportWhich accounts can I use Microsoft To Do with?
07 · Questions answered
Frequently asked questions
Which is better, Google Tasks or Microsoft To Do?
Google Tasks is the better fit for a lightweight Gmail and Google Calendar workflow. Microsoft To Do is the better fit for My Day, Outlook flagged email and direct list sharing. Neither is better for every user.
Is Microsoft To Do free?
Yes. Microsoft says To Do is free with a personal Microsoft account. Work and school access depends on a supported Microsoft 365 or Exchange Online plan.
Can you share a Google Tasks list?
Google's documented sharing model is built around shared tasks in Google Chat and, on eligible Workspace plans, Google Docs. It is not the same invitation-link flow Microsoft To Do provides for a personal list.
Do both apps support recurring tasks and reminders?
Yes. Both support due dates, reminders and repeating tasks. Google notes that shared tasks and subtasks cannot repeat; Microsoft To Do offers daily, weekday, weekly, monthly, yearly and custom repetition.
Does Google Tasks work with Outlook?
Google's official Tasks workflow centres on Gmail, Google Calendar and other Google products. Microsoft To Do is the first-party choice for tasks created from flagged Outlook email.
When should I consider TaskGuru instead?
Consider TaskGuru when you need multiple project boards visible together, an Immediate Board for current priorities, or task-based team chat. It is an independent workspace rather than a native Google or Microsoft integration.
08 · Next step
Want all your projects in one view?
Open TaskGuru to organise work across project boards, surface today's priorities and keep team discussion attached to each task.
Start with TaskGuru