Microsoft To Do vs Planner: Which Task Management Tool Is Right for You?

The way you manage your tasks can make or break your productivity. With the average employee spending 60% of their workday on “work about work”, according to Asana’s Anatomy of Work Index 2025, having the right task management tool is essential for staying focused and effective.​

Microsoft offers two powerful options: Microsoft To Do and Microsoft Planner. While both are designed to streamline workflows and boost productivity, they serve different purposes, one for individual task management and the other for team-based project tracking.

In this in-depth comparison, we’ll explore the features, benefits, and ideal use cases of each platform to help you decide which tool best aligns with your goals, whether you’re planning your personal schedule or leading a collaborative team project.

What Is Microsoft To Do?

Microsoft To Do is a personal task management application designed to help individuals stay organized. Developed after Microsoft acquired Wunderlist, the app offers a simple, intuitive interface that integrates seamlessly with the Microsoft 365 suite. Whether you’re managing daily errands, work tasks, or long-term goals, Microsoft To Do provides a flexible and user-friendly environment for organizing your life.

Let us take a look at the features of Microsoft To Do. 

Features Of Microsoft To Do

Microsoft To Do comes with a variety of features aimed at helping individuals manage their day effectively. These include:

• Task Lists

You can create multiple lists to organize your tasks by context, like “Work,” “Groceries,” “Books to Read,” or “Travel Plans.”

• My Day

A personalized daily planner that helps you focus on what matters most. You can add tasks from other lists into “My Day” without removing them from their original lists.

• Reminders and Due Dates

You can set reminders, due dates, and repeat options for recurring tasks to stay on track.

• Steps/Subtasks

Break complex tasks into smaller, actionable steps for better focus.

• Integration with Outlook

Tasks in Microsoft To Do sync with Outlook Tasks, making it easy for Outlook users to stay organized.

• Cross-Device Sync

Access your lists and tasks from any device with seamless cloud syncing.

• Simple Sharing

You can share lists with others, though it’s limited to basic sharing without team roles or advanced permissions.

Challenges of Using Microsoft To Do

Here are some of the challenges of using Microsoft To Do. Let us take a quick look at these points – 

1. Limited Collaboration Features
   Microsoft To Do is primarily built for individual use. You can share task lists, but real-time team collaboration is minimal.
   
2. No Kanban or Visual Workflow Views
   Unlike Planner, To Do doesn’t support Kanban boards or Gantt-style layouts—just lists and simple tagging.
   
3. Not Ideal for Complex Projects
   It’s great for day-to-day task tracking, but lacks dependencies, subtasks (with tracking), and timeline features needed for project management.
   
4. Basic Integration with Other Microsoft Tools
   While it syncs with Outlook and Microsoft 365, integration is still limited compared to Planner or third-party apps like Trello.
   
5. No Native Time Tracking or Analytics
   You can’t measure how long tasks take or get productivity reports without integrating external tools.

What Is Microsoft Planner? 

Microsoft Planner is a collaborative project management tool tailored for teams. It’s built into Microsoft 365 and uses a Kanban-style board to manage tasks visually, making it easy to track team progress and organize workloads. Planner is ideal for project-based environments where multiple team members collaborate on shared goals. 

In the next section, we are going to learn about the features of Microsoft Planner. 

Features Of Microsoft Planner

Planner is much more feature-rich when it comes to team-based task management. Some of its top features include:

• Kanban Boards

Visual task management with cards organized into buckets. Great for tracking workflow stages like “To Do,” “In Progress,” and “Done.”

• Task Assignment

Tasks can be assigned to specific team members, making it clear who is responsible for what.

• Labels and Buckets

Customize tasks using colored labels and organize them into categories (buckets) for better clarity.

• Due Dates and Priority Levels

Set deadlines, track task priority, and monitor completion status.

• Attachments and Comments

Add files directly to tasks and use comments for communication and updates.

• Progress Tracking

Visual indicators show progress—Not Started, In Progress, and Completed—making it easier to oversee a project’s health.

• Microsoft 365 Integration

Seamlessly integrates with Teams, SharePoint, Outlook, and OneNote for a unified work environment.

• Analytics via Power BI

If you want deeper insights, Planner data can be connected to Power BI for customized reporting.

Challenges of Using Microsoft Planner

Let us take a quick look at the disadvantages of using Microsoft Planner – 

1. Lacks Personal Task Management Features

While it’s great for team planning, Microsoft Planner doesn’t cater well to personal to-do lists or habit tracking.

2. Limited Reporting and Analytics

There are no in-depth analytics, dashboards, or performance insights unless you connect it to Power BI or third-party tools.

3. Not Suitable for Large-Scale Project Management

It lacks advanced project management tools like custom workflows, budgeting, baselines, or advanced dependencies (unlike tools like Asana or Monday.com).

4. Mobile App Experience Is Basic

Planner’s mobile app lacks the depth and smoothness of desktop/web, making it harder to manage complex plans on the go.

5. Integration Can Be Confusing

While integrated with Microsoft Teams and 365, switching between Planner, To Do, Outlook Tasks, and Project can feel disjointed.

Microsoft To Do vs Microsoft Planner: Feature Comparison

Both tools integrate well within the Microsoft 365 ecosystem, making it easy to manage tasks across devices and teams. Whether you’re handling daily to-dos or coordinating complex projects, the right tool can make all the difference. Choosing the right task board comes down to your workflow, team size, and goals.

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Stay Productive Without Sacrificing Privacy – Try Akiflow

Tired of distractions and data-hungry apps clogging up your day? It’s time to reclaim control.

Akiflow is a privacy-focused productivity tool designed to help you organize your day without selling your data behind the scenes. Unlike gaming apps that collect extensive user information, Akiflow puts your digital privacy first—no ads, no trackers, just pure focus.

• Combining calendar + task management in one clean interface
• No background data collection or shady third-party integrations
• Perfect for professionals, students, and even gamers, balancing life and play
• Helps you schedule deep focus time, so you can play guilt-free later

Whether you’re fighting dragons or deadlines, download Akiflow to ensure your time is guarded—and your data even more so.