The short answer
Most people typing "microsoft todo" into a search bar just want the app. If you are here, you probably want something it does not do. The right pick depends on where your tasks actually come from.
- SayBriefly: best when tasks come from calls, Gmail and client projects. One list, every task linked to its source, reminders set by how serious the task is.
- Todoist: best all-round task manager on every platform.
- TickTick: best for calendar views, habits and a built-in pomodoro.
- Things: best design, Apple devices only.
- Apple Reminders: best built-in option for iPhone people.
- Google Tasks: best if you live in Gmail and Google Calendar and want it simple.
- Any.do: best for a daily planner with WhatsApp reminders.
We build SayBriefly, so read this with that in mind. We checked every tool on its own website or App Store listing in September 2026, and we say plainly where Microsoft To Do and the others are the better choice. Microsoft To Do is a genuinely good app. It is free, it syncs well, and it has a clean My Day view. People leave it for narrower reasons, and those reasons tell you which alternative to pick.
A list you fill by hand is a list you forget to fill.
Why people leave Microsoft To Do
1. Flagged email only works with Outlook
The best trick in To Do is flagged email: flag a message in Outlook and it becomes a task. Microsoft's own support page is clear that this works only with Microsoft-hosted accounts such as Outlook.com, Hotmail and Live. It is not available for Gmail. If your work runs on Gmail, the feature that makes To Do smart simply is not there for you.
2. It is a list, not a plan
To Do has My Day, due dates and reminders, but no calendar view of its own. You see a list of what is due, not how it fits around your meetings. People who time-block end up keeping a calendar open in another window and copying tasks across by hand.
3. Nothing arrives by itself from calls
If you run client calls, half your tasks are said out loud: "I will send the revised quote by Thursday." To Do has no way to hear that. You write it on a sticky note, or you remember it at 11pm, or you do not.
4. Tasks lose their context
A task called "Send revised quote" is clear today. In two weeks you will wonder which client, which version, and what they said. Flagged email keeps a link to Outlook, which helps. Tasks you type in by hand keep nothing.
5. Wunderlist fans still miss Wunderlist
Microsoft bought Wunderlist and built To Do to replace it. Some long-time users never settled in, and every year a new wave of them searches for something that feels right again.
All 7 Microsoft To Do alternatives at a glance
| Tool | Best for | Platforms | Tasks from email | Calendar view | Price to start |
|---|---|---|---|---|---|
 Microsoft To Do | Outlook users (for reference) | Mac, Windows, iOS, Android, web | Flagged Outlook email, Microsoft accounts only | No, list only | Free |
 SayBriefly | Tasks from calls, Gmail, projects | Mac, Windows, web | Yes, from Gmail, with a link to the thread | Yes, Google Calendar sync | Paid plans |
 Todoist | All-round task manager | All major platforms | Not built in, via integrations | On Pro | Free Beginner plan |
 TickTick | Calendar, habits, pomodoro | All major platforms | Not built in | On Premium | Free, Premium $49.99 a year |
 Things | Design, Apple only | Mac, iPhone, iPad, Vision Pro | Not built in | Today view, not a calendar | One-time purchase per device |
 Apple Reminders | iPhone people | Apple devices, iCloud web | No | Via Apple Calendar | Built in |
 Google Tasks | Simple Gmail side panel | Web side panel, iOS, Android | Yes, from Gmail | In Google Calendar | Free |
 Any.do | Daily planner, WhatsApp reminders | iOS, Android, Mac, Windows, web | Gmail integration | Yes | Free, Premium from $4.99 a month yearly |
Checked on each tool's own website or App Store listing, September 2026. Prices change; check before you buy.
The 7 best Microsoft To Do alternatives, reviewed
1. SayBriefly: best when tasks come from calls and Gmail
SayBriefly is not a general list app with an email feature bolted on. It is one app where your calls, Gmail, projects, calendar and to-do list share the same memory. When a client says "can you send the revised quote by Thursday" on a call, it lands on your list. When an email asks you for something, it lands on the same list. Every task keeps a link back to the call, email or project it came from, so "Send revised quote" still makes sense in two weeks.
The list has Today, Upcoming, Reminders, Completed and All tabs. Plan My Day helps you pick what matters this morning. Give a task a time and it shows on the calendar, which syncs with Google Calendar. Reminders are decided by how serious the task is: in our own testing, a 4,800 EUR penalty due in a month got four reminders, while a simple reply got two. Any reminder you set by hand always wins. Projects have a Kanban board, and any task can run a 25 minute focus timer.
Good
- Tasks arrive from calls and Gmail, not only from your typing
- Every task links back to its source
- Reminders scale with how much is at stake
- Calendar, Kanban and focus timer in the same app
Worth knowing
- No iPhone or Android app
- No recurring or location reminders yet
- No auto-scheduling and no Gantt charts
- Email works with Gmail, not Outlook
Pick SayBriefly if your to-do list is really a list of promises you made to clients.
More on how the list works on the SayBriefly to-do list app page.
2. Todoist: best all-round task manager
Todoist is the default answer for a reason. Quick add understands plain language ("pay rent every 1st"), filters are powerful, and it runs everywhere. Its pricing page lists 5 personal projects on the free Beginner plan and 300 on Pro, with the calendar layout, task durations and its Task Assist AI on Pro. Plenty of people typing "to do ist" into Google are looking for exactly this.
Good
- Fast natural-language quick add
- Apps on every device, strong sync
- Business plan for teams
Worth knowing
- Calendar layout needs Pro
- Tasks still come in by hand or by forwarding
Pick Todoist if you want the most complete classic task manager.
We compare it more closely on the Todoist alternatives page.
3. TickTick: best for calendar, habits and pomodoro
TickTick packs a lot into one app: lists, Kanban, a habit tracker and a pomodoro timer. The free plan covers 9 lists with 99 tasks each. Premium, at $49.99 a year on its own site, adds more calendar views, task durations and email reminders. If you left To Do because it has no calendar, TickTick is the most direct fix.
Good
- Calendar views and time blocking
- Built-in pomodoro and habits
Worth knowing
- The best calendar views are on Premium
- Busy interface if you only want a list
Pick TickTick if you want one app for tasks, habits and focus.
4. Things: best design, Apple only
Things is the most carefully designed task app there is. Areas, projects, Today and Upcoming feel calm, and it is a one-time purchase instead of a subscription. Cultured Code states plainly that there is no Windows or Android version. For a Windows user leaving Microsoft To Do, that ends the conversation.
Good
- Beautiful, calm, fast
- Pay once, no subscription
Worth knowing
- Apple devices only
- Built for one person, not teams
Pick Things if you are all-in on Apple and want the nicest list.
5. Apple Reminders: best built-in option
If you mostly add tasks by saying "Hey Siri, remind me", Apple Reminders is already on your phone. It supports shared lists, location reminders and recurring tasks, and it is free with your devices. It is the closest thing to Microsoft To Do's simplicity on Apple hardware.
Good
- Nothing to install on Apple devices
- Location and repeat reminders
Worth knowing
- No Windows app
- Not built for work projects
Pick Apple Reminders if your phone is where you add tasks.
6. Google Tasks: best simple Gmail side panel
Google Tasks is the Gmail answer to flagged email. Google's help page says you can create a task directly from an email, add subtasks and due dates, and see tasks in Google Calendar. It is plain on purpose. There is no desktop app; you use it inside Google's apps in the browser.
Good
- Tasks straight from Gmail
- Shows in Google Calendar
Worth knowing
- Very basic lists
- You still decide what becomes a task, one email at a time
Pick Google Tasks if you want To Do's simplicity, but for Gmail.
7. Any.do: best daily planner with WhatsApp
Any.do mixes tasks, a calendar and a daily planner. Its pricing page lists recurring tasks, WhatsApp reminders, location reminders and AI features on Premium, and a Family plan with shared grocery lists. It has a Gmail integration too.
Good
- WhatsApp and location reminders
- Family plan for shared home lists
Worth knowing
- Recurring tasks are a Premium feature
- Work and home in one app can get busy
Pick Any.do if you want reminders on WhatsApp.
Flagged email vs tasks from Gmail
This is the real question for most people leaving To Do, so here it is side by side. Both approaches turn email into tasks. They differ in who does the work and what the task remembers.
Microsoft facts from support.microsoft.com, "Using Microsoft To Do with flagged email from Outlook", checked September 2026. It also notes only the 100 most recently flagged emails from the last 30 days sync at first.
If you are on Outlook and happy to flag, To Do's approach is solid and costs nothing. If you are on Gmail, or you would rather not decide on every email, SayBriefly does the picking for you and names the task by the action, not the subject line. "Re: Re: Fwd: April" is not a task.
One week, two tools
Meet Priya, a freelance brand designer in Lisbon with four active clients. Here is a normal Tuesday.
- 9:30 call with a bakery client. She promises "a second logo option by Friday".
- 11:00 email from an accountant: the VAT return is due on 20 October, late filing means a penalty.
- 14:00 email from a studio client: "can you send the invoice again, finance lost it".
- 16:00 call with a new lead who wants a quote next week.
In Microsoft To Do, Priya opens the app after each moment and types a task. If she is on Gmail, flagged email does not help. By the end of the day she has four tasks if she remembered, each a short line with no context. The VAT deadline gets whatever reminder she sets by hand.
In SayBriefly, the two calls and the two emails already put four tasks on her list. Each one links back:
Example of the layout. Real tasks only show what was said on calls and in email.
The VAT task gets more reminders than the invoice because more is at stake. She gives the logo task a 10:00 slot on Wednesday and it appears on her calendar. She still decides everything. The difference is that nothing depended on her remembering to type it.
Where Microsoft To Do still wins
Be honest with yourself before you switch. Microsoft To Do is free. It has apps on every phone. It is built into Outlook and Teams, and tasks assigned to you in Planner can show up in it. Shared lists work nicely for families and flatmates. Recurring reminders are there. If your email is Outlook and most of your tasks are personal, you may not need anything else.
SayBriefly in particular is not a phone app, has no recurring or location reminders, and does not read Outlook. If those matter most, stay, or pick Todoist or TickTick.
How to choose a Microsoft To Do alternative
| Your situation | Our pick | Why |
|---|---|---|
| Tasks come from client calls and Gmail | SayBriefly | They land on the list with a link back |
| You want one great list everywhere | Todoist | Mature, fast, every platform |
| You want tasks on a calendar and a pomodoro | TickTick | Calendar views, habits, timer in one |
| Apple only, design matters | Things | One-time purchase, calm design |
| You add tasks by voice on your phone | Apple Reminders | Siri, location reminders |
| Gmail user who wants it dead simple | Google Tasks | Side panel, tasks from email |
| You want reminders on WhatsApp | Any.do | WhatsApp reminders on Premium |
Switch from Microsoft To Do in one afternoon
- List only what is open. In To Do, go through each list and copy the open tasks. Leave completed ones behind; you will never look at them.
- Import or paste. Todoist and TickTick have importers. For others, paste the list in and fix due dates.
- Rebuild recurring tasks by hand. Repeats rarely survive an import. Five minutes now saves a missed rent payment later.
- Connect your sources. Link Google Calendar, and Gmail if the app supports it, so tasks arrive without typing.
- Run both for a week. Keep To Do open but add nothing new to it. If you reach for it by habit, note why.
Mistakes people make when switching
| Mistake | Why it hurts | Do this instead |
|---|---|---|
| Moving every old task | You import clutter into a clean app | Move open tasks only |
| Picking on features you never use | A busy app becomes a guilt pile | Pick for where your tasks come from |
| Ignoring your phone habits | If you add on the go, a desktop app fails you | Match the app to the device in your hand |
| Forgetting shared lists | Your partner keeps using the old list | Move shared lists together, or keep To Do for them |
Who this is for
Freelancers on Gmail
Flagged email never worked for you. You want tasks from clients to show up by themselves.
Time blockers
You want tasks on a calendar, not just a list. Try TickTick or SayBriefly.
Happy on Outlook?
Stay. Microsoft To Do is free and fits Outlook better than anything else.
Related reading: our to-do list app, the Todoist alternatives guide, the calendar app, and the pomodoro timer.
How we made this list
We checked each tool's own website, pricing page or App Store listing in September 2026. Microsoft To Do facts come from Microsoft's own support pages and its App Store description. We only state what a vendor says about itself. SayBriefly is our product, and we have said where Microsoft To Do and the others are the better choice.
Questions people ask about Microsoft To Do alternatives
What is the best Microsoft To Do alternative?
It depends on why you are leaving. If your tasks really come from client calls and Gmail, SayBriefly puts them on one list with a link back to the source. If you want the most polished general task manager, Todoist. If you want a built-in pomodoro and habits, TickTick. If you only use Apple devices, Things.
Is Microsoft To Do free?
Yes. Microsoft describes To Do as free and available on all your devices. You sign in with a Microsoft account.
Does Microsoft To Do work with Gmail?
Not for flagged email. Microsoft's own support page says flagged email in To Do works only with Microsoft-hosted accounts like Outlook.com, Hotmail and Live, and is not available for Gmail or other third-party providers.
How does flagged email in Microsoft To Do work?
When you flag a message in Outlook, it shows up in a Flagged email list in To Do, named after the email subject, with an Open in Outlook link. At first it syncs the 100 most recently flagged emails from the last 30 days.
Is there a Microsoft To Do app for Mac?
Yes. Microsoft To Do has apps for Mac, Windows, iPhone, Android and the web. People search for 'microsoft todo mac' and 'microsoft todo download' a lot, and the app is in the Mac App Store and Microsoft Store.
What happened to Wunderlist?
Microsoft bought Wunderlist and replaced it with Microsoft To Do. Many long-time Wunderlist users are the ones now looking for a Microsoft To Do alternative.
Does Microsoft To Do have a calendar view?
To Do itself is a list app. Tasks with due dates can show in Outlook, but there is no built-in calendar view inside To Do. TickTick, Todoist (on paid plans) and SayBriefly all show tasks on a calendar.
Microsoft To Do vs Planner: what is the difference?
To Do is for your own tasks. Planner is for team plans with boards and assignments inside Microsoft 365. Tasks assigned to you in Planner can appear in To Do.
Can I share a list in Microsoft To Do?
Yes, on personal accounts you can share a list with anyone and get notified when they add, complete or remove tasks. It is one of the reasons families like it.
Does Microsoft To Do have recurring tasks?
Yes. You can set one-time or recurring due dates and reminders. SayBriefly does not have recurring reminders yet, so if repeating chores are most of your list, stay with To Do, TickTick or Todoist.
Does SayBriefly have a phone app?
No. SayBriefly runs on Mac, Windows and the web. If you add most tasks from your phone, pick Microsoft To Do, Todoist, TickTick or Any.do.
How do reminders work in SayBriefly?
The agent decides how many reminders a task needs by how serious it is. A 4,800 EUR penalty due in a month got four reminders; a simple reply got two. Any reminder you set by hand always wins.
Can I import my Microsoft To Do lists?
Most apps, including Todoist and TickTick, offer importers or accept a pasted list. The simplest route is to move only your open tasks, not years of completed ones.
Is Microsoft To Do good for work?
It is good for a personal list, especially inside Outlook and Teams. It is weaker when your tasks come from calls and Gmail, because nothing brings them in for you.
