I’ve spent a fair amount of time chasing the perfect productivity app, one that syncs reliably, reminds me at the right moment, and organizes everything just so. You’ve likely done the same: downloaded new tools, even premium productivity apps, fine-tuned settings, and then abandoned them once the novelty wore off. There always seems to be one more promising system just a download away from finally getting your life in order.
But instead of constantly searching for the next best thing, it might be worth looking at a tool already on your device that requires no new learning curve and doesn’t come with a monthly subscription. You may have already scrolled past the Microsoft To Do icon dozens of times. Still, it may be the very productivity boost you’ve been missing.
- OS
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Windows
- Developer
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Microsoft
- Price model
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Free
It’s already built into Windows
You don’t have to hunt and fight for it
If you’re running Windows 11, you likely already have Microsoft To Do installed. If not, it takes about 30 seconds to grab it for free from the Microsoft Store. It also works on Windows 10 (build 14393 or later) and supports dark mode for those who prefer that look.
You can skip the usual routine of researching third-party or open-source productivity apps, comparing features, and deciding which one to trust. To Do is ready the moment you open it, and your tasks sync automatically, keeping your lists consistent across your PC and mobile devices. If you want to check or update something while you’re away from your desktop, you can do so without any extra setup.
This kind of simple accessibility matters. The more effort it takes to start using a tool, the more likely you are to abandon it. Microsoft To Do doesn’t ask you to complete a guided tutorial or learn a new interface. There are no complicated menus or distracting panels. You just open it and start planning your day.
The simplest way to plan, track, and actually finish tasks
Microsoft To Do isn’t simply a digital version of a sticky-note list. It has features designed to help you plan, prioritize, and actually complete your tasks.
At the core of the app is the My Day view. Each morning, it opens to a blank slate, giving you a chance to focus only on the tasks you want to accomplish today. As you use the app, To Do learns your habits and offers suggestions through a small lightbulb icon. You can choose to add those tasks, ignore them, or come back to them later. If you don’t finish something that day, it simply returns to your main list (Tasks) and may be suggested again when it makes sense. Also, you can star your priority tasks so that they bubble to the top of the Important list.
You can assign due dates and set reminders, and To Do will automatically sort these into a Planned view so you can see what’s coming up today, tomorrow, and in the weeks ahead. Suppose you’re working on developing a daily routine or habit. In that case, recurring tasks can be set to repeat on whatever schedule works for you, whether that’s daily, weekly, monthly, or something custom.
On Windows, the natural-language input feature makes adding tasks a bit faster. Typing something like “call Mercy today at 11 a.m.” or “pay rent monthly” will prompt To Do to recognize and apply the date and frequency details. It’s a small touch, but it makes the app feel much easier to work with from the start.
For your larger projects, the tasks can be broken down into steps. This makes progress more visible, and seeing something like “3 of 5 steps completed” provides a clear sense of momentum.
Let’s imagine you’re preparing to launch a business. In that case, you might create a single overarching task and then add steps such as selecting a name, outlining your services, planning a kickoff meeting, and assigning roles. As each step is checked off, you’ll be notified, which gives you that little dopamine hit to keep going.
Yet, it’s the most overlooked app on your PC
Likely because you don’t realize how capable To Do actually is
Many people overlook Microsoft To Do because they assume that anything built into Windows must be basic. The interface appears simple at first glance, and that simplicity can be misleading. To Do is more capable than it seems, especially because it integrates directly with Outlook and the broader Microsoft ecosystem.
When you sign in with the same account across devices, your tasks sync automatically and appear wherever you need them. If you start organizing tasks on your PC and finish something while out with your phone, everything updates accordingly.
You may experience some sync delays if you’re using an iPhone, but the core experience remains consistent across all platforms.
Now, if you enable the flagged email feature in Outlook, any email you flag (that’s if you’ve not stopped using Outlook) is converted into a task, using the email subject as the task title and showing a preview of the message. If someone emails you asking for a report by Friday and you flag it, it will be waiting on your task list. You can even open the message right from To Do when you’re ready to respond.
Because everything is connected, it’s important to organize your lists thoughtfully. You can create separate lists for different areas of your life—work, personal, health, whatever—and even organize lists into groups. Attach files (images, documents up to 25 MB) or add notes to your tasks when something needs more detail.
After creating these lists, you can create shared lists that enable collaboration. You can assign tasks to other people, and everyone will see the updates. In professional settings, tasks assigned to you automatically appear in the Assigned to me section, so you know exactly what requires your attention.
Tweaking the colors of your lists is a small, optional thing, but I love to do it. My Day might look calm, but My Work List looks more lively. These small visual distinctions make it easier for me to switch gears mentally and help the app feel tailored to my style.
At its heart, To Do focuses on helping you decide what needs to be done today, keep track of it, and follow through.
The Productivity App You Already Own
You don’t always need to download yet another app in the hope that this one will finally solve your productivity problems. More often, the best approach is to make use of what you already have and learn to use it well. If you’re on a Windows PC, that tool is likely already sitting in your Start menu.
Microsoft To Do isn’t going to transform your life overnight or turn you into a productivity powerhouse, but it can help you plan your day, stay focused, and follow through on the tasks that matter. That’s worth opening, isn’t it?