Todoist vs Microsoft To Do: Feature-Rich vs Simple Task Management (2025)
Two popular task management solutions with completely different approaches in 2025. Todoist offers powerful features with natural language input and extensive customization, while Microsoft To Do provides simplicity within the Office 365 ecosystem. But what if you want the best of both worlds without vendor lock-in?
Last Updated: May 2025
12 min read
Understanding the Personal Productivity Landscape
About 35% of people now use a dedicated app to track their tasks, with the global task management software market projected to reach $4.5 billion by 2026. Most users start with personal task apps before moving to team software, making this comparison crucial for millions of productivity-focused individuals.
At a Glance: Todoist vs Microsoft To Do in 2025
Todoist
Best for power users and project managers. Advanced task management with natural language input, 4 priority levels, Kanban boards, and 90+ integrations. Powerful but has a learning curve and requires paid plans for advanced features.
Microsoft To Do
Designed for Microsoft power users. Deeply integrated with Office 365, syncs tasks with Outlook and Teams. Free with simple interface, My Day scheduling, and basic sharing capabilities.
Detailed Feature Comparison
Compare Todoist and Microsoft To Do across all key areas
| Feature | Todoist | Microsoft To Do | TaskGuru |
|---|---|---|---|
| Task Creation | Unlimited tasks with natural language input | Custom lists, unlimited tasks | Unlimited tasks with natural language input |
| Subtasks | Yes | Yes | Yes |
| Recurring Tasks | Yes | Yes | Yes |
| Starred List | Yes | Yes | Yes |
| Task Prioritization | 4 priority levels, labels, filters | No | 4 priority levels |
| Attachments | Yes | No | Yes |
| Search | Yes | Yes | Yes |
| Reminders | Yes | Yes | Yes |
| Email Reminders | No | No | Yes |
| Keyboard Shortcuts | Yes | No | Yes |
| Natural Language Input | Yes | No | Yes |
Organization & Task Features
Both Todoist and Microsoft To Do excel at task creation and management, but they take different approaches. Todoist offers powerful features with natural language input and extensive customization, while Microsoft To Do focuses on simplicity within the Microsoft ecosystem but has limited advanced features for complex project management.
| Feature | Todoist | Microsoft To Do | TaskGuru |
|---|---|---|---|
| Task Creation | Unlimited tasks with natural language input | Custom lists, unlimited tasks | Unlimited tasks with natural language input |
| Subtasks | Yes | Yes | Yes |
| Recurring Tasks | Yes | Yes | Yes |
| Starred List | Yes | Yes | Yes |
| Task Prioritization | 4 priority levels, labels, filters | No | 4 priority levels |
| Attachments | Yes | No | Yes |
| Search | Yes | Yes | Yes |
| Reminders | Yes | Yes | Yes |
| Email Reminders | No | No | Yes |
| Keyboard Shortcuts | Yes | No | Yes |
| Natural Language Input | Yes | No | Yes |
Organization & Task Features Winner: TaskGuru
TaskGuru leads in organization features with 11 out of 11 capabilities, including natural language input, keyboard shortcuts, and email reminders. Todoist offers 10 features with advanced prioritization and productivity tracking. Microsoft To Do provides 6 basic features with a focus on simplicity.
Collaboration & Teamwork
Collaboration capabilities reveal the biggest differences between these task management tools. Todoist offers advanced team collaboration with project sharing and comment threads, while Microsoft To Do provides basic list sharing within the Microsoft 365 ecosystem but lacks advanced team communication tools.
| Feature | Todoist | Microsoft To Do | TaskGuru |
|---|---|---|---|
| List Sharing | Yes, advanced team collaboration | Yes | Yes (per board) |
| Task Assignment | Yes | Yes | Yes |
| File Attachments | Yes | Yes | Yes |
| Comments | Yes | No | Yes (messages) |
| Real-time Collaboration | Yes | No | Yes |
| Team Chat | No | No | Yes |
Collaboration & Teamwork Winner: TaskGuru
TaskGuru provides comprehensive team collaboration features including real-time collaboration, team chat, task assignment, and board sharing that Todoist and Microsoft To Do do not have.
Integration & Compatibility
Integration capabilities determine how well these task management tools work within existing workflows and ecosystems. Todoist excels with 90+ third-party integrations including Gmail, Google Calendar, Slack, and Zapier, while Microsoft To Do provides deep Office 365 connectivity with Outlook, Teams, and SharePoint. Both platforms offer excellent integration capabilities within their respective approaches.
| Feature | Todoist | Microsoft To Do | TaskGuru |
|---|---|---|---|
| Email Integration | Yes | Yes | Yes (Gmail, MCP) |
| Calendar Integration | Google Calendar | Outlook Calendar | Google Calendar (MCP) |
| Platform Sync | Windows, Mac, Linux, iOS, Android | Windows, Mac, iOS, Android | Web (mobile web) |
| API Access | Yes, full REST API | Yes | Yes (MCP) |
| Third-party Integrations | Gmail, Google Calendar, Slack, Zapier, and 90+ apps | No | Yes (Notion, Google Workspace, MCP) |
| Widgets | Yes | Yes | No |
Integration & Compatibility Winner: Todoist
Todoist excels with 90+ third-party integrations including Gmail, Google Calendar, Slack, and Zapier, making it the clear winner for integration capabilities. Microsoft To Do provides excellent Office 365 connectivity but lacks third-party integrations, while TaskGuru offers platform independence with MCP integrations.
Mobile & Desktop Experience
Todoist leads in platform availability with comprehensive mobile, desktop, and web apps across all platforms, while Microsoft To Do offers solid mobile and desktop coverage. TaskGuru focuses on web-based accessibility with plans for mobile expansion, providing cross-device sync across all platforms.
| Feature | Todoist | Microsoft To Do | TaskGuru |
|---|---|---|---|
| Mobile Apps | iOS, Android | iOS, Android | No |
| Web | Yes | Yes | Yes |
| Desktop Apps | Windows, Mac, Linux | Windows, Mac | No |
| Offline Access | Yes | No | No |
| Cross-Device Sync | Yes | Yes | Yes |
Mobile & Desktop Experience Winner: Todoist
Todoist provides the most comprehensive platform coverage with native mobile apps, desktop applications for Windows, Mac, and Linux, plus offline access capabilities. Microsoft To Do offers mobile and desktop apps but lacks Linux support and offline functionality.
Security & Privacy
Todoist leads in security with multiple SSO options (Google, Apple, Microsoft) and comprehensive authentication, while Microsoft To Do offers solid security through Microsoft's infrastructure. TaskGuru provides strong encryption and privacy controls with Google SSO integration.
| Feature | Todoist | Microsoft To Do | TaskGuru |
|---|---|---|---|
| SSO | Google, Apple, Microsoft | Microsoft 365 | Google |
| Two-factor Auth | Yes | Yes | No |
| Data Encryption | Yes | Yes | Yes |
| Data Residency | Yes | Yes | Yes |
Security & Privacy Winner: Microsoft To Do
Microsoft To Do leverages Microsoft's strong security infrastructure, offering enterprise-grade security with Microsoft 365 integration, advanced authentication, and robust data protection that meets the highest business security standards.
Pricing
Microsoft To Do offers completely free task management, while Todoist requires paid plans for advanced features ($4-6/user/month). TaskGuru provides transparent, affordable pricing with a generous free tier and simple unlimited plan structure.
| Feature | Todoist | Microsoft To Do | TaskGuru |
|---|---|---|---|
| Free Plan | Yes - Limited features | Yes - Completely free | Yes |
| Starting Paid Plan | Pro - $4/user/month | Included in Microsoft 365 (from $6/user/month) | Yes - $3.49/user/month (annually) |
| Mid-tier Plan | Business - $6/user/month | Included in Microsoft 365 | Yes - N/A |
| Enterprise Plan | Custom enterprise pricing | Microsoft 365 Enterprise pricing | Yes - N/A |
| Annual Discount | Yes - monthly vs annual pricing | Yes - monthly vs annual pricing | Yes - monthly vs annual pricing |
Pricing Winner: TaskGuru & Microsoft To Do
Microsoft To Do offers completely free access with Microsoft 365 integration, while TaskGuru provides transparent, affordable pricing at $3.49/month with a generous free tier. Both offer excellent value for different user needs, with Todoist requiring higher investment for advanced features.
Category Winners Summary
| Category | Todoist | Microsoft To Do | TaskGuru |
|---|---|---|---|
| Organization & Task Features | |||
| Collaboration & Teamwork | |||
| Integration & Compatibility | |||
| Mobile & Desktop Experience | |||
| Security & Privacy | |||
| Pricing | |||
| Total Wins | 2 | 2 | 3 |
The Final Verdict: Which Should You Choose in 2025?
Choose Todoist If:
- You need powerful task management features
- You want natural language input
- You need extensive integrations
- You don't mind a learning curve
Choose Microsoft To Do If:
- Your organization uses Microsoft 365
- You need Outlook and Teams integration
- My Day planning appeals to you
- You want basic sharing within Microsoft ecosystem
Choose TaskGuru If:
- You use mixed ecosystems (Google + Microsoft)
- You need team collaboration features
- You want to avoid vendor lock-in
- You need advanced project management
- You're planning to scale from personal to team use
The Bottom Line
Todoist and Microsoft To Do are excellent task management solutions with different strengths. But in today's mixed-environment world, most professionals need flexibility that neither can provide.
TaskGuru bridges this gap—offering the professional features and team collaboration that both lack, without forcing you into any specific ecosystem. It's the platform-independent choice for modern productivity.
Key TaskGuru Advantages
While Todoist and Microsoft To Do excel in their respective approaches, TaskGuru offers true platform independence with professional features that work everywhere without ecosystem dependencies.
Platform Independence
Works across all platforms and devices without requiring Google Workspace or Microsoft 365. No vendor lock-in required.
True Team Collaboration
Unlike both Todoist and Microsoft To Do, TaskGuru offers unlimited team collaboration with built-in chat and project sharing.
Cross-Project Visibility
TaskGuru's Immediate Board shows all your tasks across every project on one page—something neither competitor offers.
Ready for ecosystem independence?
Get professional task management features without ecosystem lock-in. Try TaskGuru's free plan and discover true productivity freedom.
Frequently Asked Questions
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