Top Microsoft To Do Alternatives & Competitors based on 734 Reviews
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Free plan available. Paid plans are Team at about $20 per user/month and Business at about $45 per user/month when billed annually; Enterprise pricing is custom. Monthly billing may cost more. |
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Basecamp costs about $15 per user/month. Pro Unlimited is about $299/month with annual billing (or $349/month billed monthly) and allows unlimited users. A free trial is available. |
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Free Forever is available. Paid plans start with Unlimited at about $7 per user/month and Business at about $12 per user/month with annual billing; Enterprise pricing is custom. |
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Offers a Free plan for up to 2 seats. Annual-billing rates are about $9 per seat/month for Basic, $12 for Standard, and $19 for Pro; Enterprise pricing is custom. Seat minimums and billing options apply. |
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Free plan available. Plus is about $10 per member/month and Business about $20 per member/month with annual billing; Enterprise pricing is custom. Monthly billing is typically higher. |
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Pro is about $9 per member/month and Business about $19 per member/month with annual billing. Enterprise and Advanced Work Management plans use custom pricing. |
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Beginner is free. Pro costs about $5 per month with annual billing (or $7 monthly); Business costs about $6 per user/month annually (or $8 monthly). |
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Free plan available. Standard is about $5 per user/month and Premium about $10 per user/month with annual billing. Enterprise starts at roughly $17.50 per user/month at the listed seat level; pricing varies by organization size. |
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Why should you be looking for a Microsoft To Do alternative?
Users may seek a Microsoft To Do alternative for stronger features, a simpler workflow, lower costs, or better support. Options include Airtable, Asana, Basecamp, ClickUp, Monday.com, Notion, Smartsheet, Todoist, and Trello. We’ll compare their features, pricing, and ideal users to help you find the right fit.
Quick Overview of Top Microsoft To Do Competitors
- Airtable — Best database-focused Microsoft To Do Alternative: Combines spreadsheet-style tables with linked records, multiple views, and automations, making it useful for organizing tasks alongside structured project data.
- Asana — Best team-project Microsoft To Do Alternative: Adds project timelines, goals, portfolios, rules, and workload views to task tracking, supporting coordination across larger projects and teams.
- Basecamp — Best communication-focused Microsoft To Do Alternative: Brings to-dos together with message boards, schedules, file sharing, and group chat, keeping project discussions and task lists in one place.
- ClickUp — Best all-in-one Microsoft To Do Alternative: Offers tasks, docs, goals, dashboards, custom fields, and multiple project views, with extensive options for tailoring team workflows.
- Monday.com — Best visual-workflow Microsoft To Do Alternative: Uses customizable boards, dashboards, and automations to track work and provide teams with a visual overview of project progress.
- Notion — Best workspace-based Microsoft To Do Alternative: Connects tasks with notes, documents, and customizable databases, so teams can build project and knowledge-management workflows in one workspace.
- Smartsheet — Best spreadsheet-style Microsoft To Do Alternative: Uses a familiar grid interface and adds project features such as Gantt charts, dashboards, and automated workflows.
- Todoist — Best personal-productivity Microsoft To Do Alternative: Focuses on quick task capture, natural-language date entry, recurring tasks, filters, and shared projects for organizing personal and team to-dos.
- Trello — Best Kanban-style Microsoft To Do Alternative: Organizes work into boards, lists, and cards, with Butler automation and Power-Ups for extending its visual task-management workflows.
Microsoft To Do Alternatives: Feature by Feature Comparison
| Product | Key features | How it compares with Microsoft To Do: specific user benefits |
|---|---|---|
| Airtable | Relational databases let users connect records across tables rather than keep everything in a flat task list. Multiple views—such as grid, calendar, Kanban, gallery, and timeline—show the same information in different ways. Interfaces provide tailored screens for different roles, while automations, integrations, and AI features help route information and reduce repetitive work. | Airtable is stronger when work involves structured information as well as tasks—for example, tracking clients, content, inventory, or requests alongside their owners and deadlines. Its linked records, custom fields, and tailored interfaces can support workflows that To Do’s lists and steps aren’t designed to model. To Do is simpler for personal task capture and works closely with Outlook and Microsoft 365. |
| Asana | Organizes work into projects, tasks, subtasks, and dependencies. Teams can switch between list, board, calendar, and timeline views, and use forms, rules, goals, portfolios, workload tools, and reporting to coordinate and monitor work across projects. Integrations connect Asana with other workplace apps. | Asana is better suited to coordinating work across a team, especially when tasks depend on one another or need to roll up into project and portfolio reporting. Dependencies and timeline views help reveal schedule risks; goals and workload features help managers track progress and capacity. To Do is more focused on individual and shared lists than project planning and team-wide oversight. |
| Basecamp | Combines project to-do lists with message boards, group chat, schedules, file and document storage, and automatic check-ins. Hill Charts offer a visual way to show whether work is still being figured out or is moving toward completion. Project spaces bring conversations and materials together. | Basecamp’s advantage is putting tasks, project discussions, files, and schedules in one shared place. That can reduce the need to hunt through email or separate chat tools for context. Its check-ins and Hill Charts also give teams ways to share progress beyond marking tasks complete. To Do offers a lighter task-list experience, not a full project communication hub. |
| ClickUp | Provides configurable tasks, subtasks, statuses, and custom fields, with views such as List, Board, Calendar, and Gantt-style timelines. It also brings together Docs, Whiteboards, goals, dashboards, forms, automations, time tracking, and AI features. | ClickUp can replace several separate work tools for teams that want tasks, documentation, planning, reporting, and time tracking in one workspace. Its customizable statuses and views suit different team processes, while dashboards help summarize work across projects. To Do is easier to get started with, but doesn’t offer the same breadth of project and workspace tools. |
| monday.com | Uses visual, customizable boards with columns for fields such as status, owner, and dates. Teams can view work in formats including Kanban, timeline, calendar, and Gantt-style views, and use dashboards, automations, integrations, forms, and workload features to manage processes and resources. | monday.com is useful when a team needs to shape a workflow around its own process—for example, tracking requests through review and approval, or monitoring project status across teams. Custom columns and dashboards make progress and ownership visible at a glance. To Do supports straightforward lists but is not built for multi-stage workflows or cross-project reporting. |
| Notion | Combines documents, wikis, and databases in a flexible workspace. Database entries can represent tasks or projects and be displayed in different views; teams can connect plans to project notes, reference material, and meeting documentation. Notion also offers templates and AI features for working with workspace content. | Notion’s standout benefit is keeping tasks and the knowledge around them together. A project page can contain its task database, decisions, specifications, and notes, giving users more context than a task list alone. To Do is more direct for quickly managing personal tasks, while Notion offers more flexibility for teams building a shared knowledge and work hub. |
| Smartsheet | Offers a spreadsheet-style grid alongside Gantt, card, and calendar views. Features include forms, automated workflows, dashboards, reporting, proofing, and tools for managing resources and portfolios. Its platform is designed to support structured work processes and broader organizational visibility. | Smartsheet is stronger for users who prefer a spreadsheet-like way to plan and track formal projects. Gantt views, dashboards, forms, and portfolio-level reporting can help manage schedules, incoming work, approvals, and multiple initiatives. To Do is easier for everyday personal task management but lacks Smartsheet’s project controls and roll-up reporting. |
| Todoist | Focuses on fast task capture and organization with natural-language entry, recurring due dates, projects, sections, priorities, labels, and filters. Shared projects support collaboration, while comments, reminders, templates, and integrations add options for managing ongoing work. | Todoist is a strong choice for people who want a purpose-built task manager with flexible organization and quick entry. Natural-language capture can make it faster to add dated tasks; labels and filters help users build personalized views across projects. It overlaps more closely with To Do than the other products here: To Do has a particularly useful connection to Outlook and Microsoft 365, while Todoist emphasizes cross-project task organization and flexible filtering. |
| Trello | Organizes work as boards, lists, and cards, making each card a visual unit for a task or item of work. Cards can hold details, checklists, attachments, due dates, and comments. Automation and integrations—often through Power-Ups—extend boards, while additional views can help teams see work beyond the basic board. | Trello’s main advantage is its visual Kanban workflow: users can move cards between stages such as “To do,” “In progress,” and “Done,” making work status easy to scan. It can be more intuitive than a conventional task list for teams managing pipelines or repeatable processes. To Do is better suited to simple personal lists and daily planning; Trello gives teams a more visual way to organize shared work. |
Feature availability can vary by plan. Microsoft To Do is primarily a task-and-list app, with features such as My Day, reminders, steps, shared lists, and Outlook integration; the comparisons above focus on capabilities beyond that core experience.
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Integration Capabilities for each Microsoft To Do competitor
| Alternative | Supported Integrations | Compatibility Notes |
|---|---|---|
| Airtable | Slack, Microsoft Teams, Google Drive, Jira, Salesforce, GitHub, Dropbox, Google Calendar, Zapier | No native Microsoft To Do task sync is indicated. Use an automation service such as Zapier or Make where connectors support the required workflow. |
| Asana | Slack, Microsoft Teams, Google Drive, Outlook, Zoom, Salesforce, Jira, Adobe Creative Cloud, Zapier | Asana’s Outlook integration does not by itself sync tasks with Microsoft To Do. An automation service may bridge them; expect to configure the workflow. |
| Basecamp | Zapier, Harvest, Everhour, Ganttify, TaskClone, Clockify | No direct Microsoft To Do integration is indicated. Zapier or another automation service may connect supported actions, but this is not a built-in two-way task sync. |
| ClickUp | Slack, Microsoft Teams, Outlook, Google Drive, Google Calendar, Zoom, GitHub, Jira, Zapier | ClickUp’s Microsoft and Outlook integrations are separate from Microsoft To Do. Use an automation service for any To Do connection; check connector support for the specific actions needed. |
| monday.com | Slack, Microsoft Teams, Outlook, Gmail, Google Drive, Zoom, Jira, GitHub, Salesforce, Zapier | No native Microsoft To Do task sync is indicated. Automation tools may connect the platforms, but do not assume that Outlook or Teams integrations sync To Do tasks. |
| Notion | Slack, Google Drive, GitHub, Jira, Asana, Trello, Figma, Zapier | No native Microsoft To Do integration is indicated. Use an automation service or API-based workflow if you need to pass tasks between Notion and To Do. |
| Smartsheet | Microsoft Teams, Outlook, Google Workspace, Slack, Jira, Salesforce, Tableau, ServiceNow, Adobe | Microsoft-product integrations do not necessarily include Microsoft To Do task syncing. A workflow may be possible through Power Automate or another service, depending on available connectors. |
| Todoist | Google Calendar, Outlook, Slack, Gmail, Google Drive, Dropbox, Alexa, IFTTT, Zapier | Todoist’s Outlook integration is not the same as a Microsoft To Do integration. Use an automation service for cross-app task workflows; native two-way To Do sync is not indicated. |
| Trello | Slack, Microsoft Teams, Jira, Confluence, Google Drive, Dropbox, GitHub, Salesforce, Google Calendar, Zapier | No native Microsoft To Do task sync is indicated. An automation service may connect Trello cards with To Do tasks, subject to connector capabilities. |
Microsoft To Do’s closest native links are with Outlook tasks and Microsoft Planner; tasks are also accessible through the Tasks app in Teams. Integrations listed above are examples, not exhaustive lists, and availability can change. |
Pros and Cons of each Microsoft To Do Alternative
Microsoft To Do is best suited to straightforward personal task lists, reminders, and Outlook-connected tasks. The alternatives generally add project structure, collaboration, or customization, often with more setup.
| Alternative | Pros | Cons |
|---|---|---|
| Airtable | Combines tasks with relational data, custom fields, forms, and multiple views such as grids and calendars. Useful for tracking work that depends on structured records, like requests or inventory. | Requires more design and maintenance than a simple task list. Project-management features and automation can take setup, and it is less focused on quick personal task capture than To Do. |
| Asana | Provides structured project and team task management, including timelines, dependencies, rules, and progress tracking. Better suited to coordinating work across people and projects. | More workflow and project administration than To Do requires. Advanced project controls may depend on the plan, and it can be excessive for basic personal lists. |
| Basecamp | Brings to-dos together with team discussions, schedules, files, and project communication. Useful when a team wants project work and conversations in one place. | Offers less detailed task planning and reporting than tools built around dependencies, custom workflows, or portfolio views. Less suited to managing a large set of personal reminders. |
| ClickUp | Supports detailed task customization, multiple project views, dependencies, documents, goals, and automations. Can consolidate several work-management functions in one tool. | Configuration options can require substantial setup and learning. The breadth of features can make simple task capture less direct than in To Do. |
| Monday.com | Visual boards, dashboards, and workflow automations help teams track work across projects and departments. Custom fields and views can be adapted to different processes. | Boards and workflows need to be configured and maintained. It is more involved than To Do for personal lists, and some capabilities depend on the plan. |
| Notion | Combines tasks with notes, documentation, and databases. Useful when project tasks need to live alongside briefs, meeting notes, or a team wiki. | Task workflows often need to be built from templates or custom databases. It is less purpose-built for reminders and quick task management than To Do. |
| Smartsheet | Spreadsheet-style work tracking supports structured project plans, reports, forms, and dependencies. Suits teams managing schedules or reporting across projects. | Takes more setup than a personal task app and can feel spreadsheet-oriented for everyday task capture. Advanced project features may add complexity. |
| Todoist | Closely matches personal task-list use: supports recurring tasks, priorities, labels, filters, and quick entry. Useful for organizing individual tasks across projects. | Has fewer built-in tools for team project planning, cross-project reporting, and workflow management than Asana, ClickUp, or Monday.com. It does not match To Do’s direct Microsoft ecosystem integration. |
| Trello | Card-and-board Kanban makes task status and handoffs easy to see. Cards can include due dates, checklists, attachments, and automation. | Its board-centered approach is less suited to complex schedules, dependencies, or portfolio reporting without added tools or integrations. Less direct than To Do for simple personal lists. |
Microsoft To Do vs Competitors: Traffic & Marketing Comparison
Traffic comparison: Asana has the highest recorded organic traffic, peaking at about 16.9M in August 2025; it remains the leader in the latest month shown, at 10.0M in August 2026. Smartsheet also shows substantial traffic, reaching 5.3M in March 2026. Among brands with August 2026 figures, Trello is lowest at 1.6M, just below ClickUp at 1.8M. No traffic records are supplied for Microsoft To Do, Airtable, Basecamp or Todoist, so they cannot be ranked.
Top-performing keywords: The rankings show niche strengths, but no keyword volumes or traffic attribution, so they don’t prove which terms drive visits. Airtable ranks #1 for nine business, app-building and workflow terms. Asana and Basecamp each rank #1 across several construction-software terms. Monday.com and Notion rank #1 for AI-related terms; ClickUp ranks #1 for building project management software. Smartsheet ranks #1 for “smartsheet consultant” and #2 for “smartsheet workflow.” No rankings are listed for Microsoft To Do, Todoist or Trello.
Visibility and reach: Asana has the strongest demonstrated visibility by organic traffic, while Airtable, Asana and Basecamp show broad #1 keyword coverage in their respective categories. Smartsheet stands out for substantial recorded traffic and branded search rankings; Monday.com and Notion have AI keyword visibility. ClickUp and Trello have measurable traffic but declining figures in the months shown. Overall comparisons are limited by missing data and different date ranges; no traffic conclusion can be drawn for Microsoft To Do, Airtable, Basecamp or Todoist.
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Other “Microsoft To Do” Alternatives & Competitors that you can find for free
| Competitor | Key features | Trend | Value proposition |
|---|---|---|---|
| Google Tasks | Tasks and subtasks; due dates; recurring tasks; integration with Gmail and Google Calendar | Tightening task management within existing productivity ecosystems | A simple, low-friction choice for people already using Google Workspace |
| TickTick | Lists and subtasks; calendar views; reminders; habit tracking; Pomodoro timer | Blending task management with time management and habit-building | Combines several personal productivity tools in one app |
| Any.do | Task lists; reminders; calendar; recurring tasks; shared lists | Bringing tasks, scheduling, and collaboration together | An approachable option for managing both personal to-dos and shared plans |
| Things 3 | Projects and areas; deadlines; tags; Today and Upcoming views; Apple Reminders and Calendar integration | Focused, polished task management within the Apple ecosystem | A streamlined, distraction-light experience for Apple users |
| Remember The Milk | Smart Lists; tags; recurring tasks; reminders; task sharing; integrations | Emphasizing flexible organization and reminders across services | A mature, customizable task manager for users who want powerful lists without a full project-management suite |
Frequently Asked Questions
Is Microsoft To Do free?
Yes. Microsoft To Do is free to use with a Microsoft account. Some work or school features may depend on your organization’s Microsoft 365 subscription and settings.
Does Microsoft To Do sync with Outlook?
Yes. To Do can sync tasks with Outlook Tasks when you sign in with a supported Microsoft account. It can also turn flagged Outlook emails into tasks.
Which devices can I use Microsoft To Do on?
Microsoft To Do is available on the web and as apps for Windows, macOS, iOS, and Android. Your lists can sync across devices when you’re signed in.
Can I share lists and assign tasks in Microsoft To Do?
You can share lists with other people, making To Do useful for basic household or team task tracking. Sharing and collaboration options may vary by account type and organization settings; it is not a full project-management tool.
How does Microsoft To Do compare with Todoist?
Microsoft To Do is a good fit if you want a simple, free task manager that works closely with Outlook and Microsoft 365. Todoist offers broader task-management features and integrations, with some features available only on a paid plan.
What are the best alternatives to Microsoft To Do?
Popular alternatives include Todoist for flexible task organization, TickTick for additional productivity tools, Google Tasks for Google Workspace users, and Apple Reminders for people in the Apple ecosystem. The best choice depends on your devices, integrations, and preferred features.
