Microsoft To Do checks the most important boxes for a to-do list app. From granular task management to scheduled tasks with reminders, it's a power app that stands out for its user-friendly and flexible features.
And because Microsoft To Do is part of Microsoft's wider ecosystem, you can sync it with other Microsoft apps and carry out actions between them, like flagging Outlook emails as Microsoft To Do tasks or using Cortana to automatically add items to your to-do list.
But this can only take you so far—especially if you have a whole network of different apps you use for work. You might want a faster way to save Slack messages as tasks, for example. Or you might want to automatically block out time on your Google Calendar for your to-do items. If that's the case, Zapier is your best bet.
You can create automated workflows—what we call Zaps—to streamline your task management. Take a look.
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To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Create tasks from other Microsoft apps
Like we mentioned, there are some native integrations between Microsoft To Do and other Microsoft apps. But if you're finding the things you'd like to do aren't built-in or you're looking for more flexibility, setting up Zaps can help you take control of your to-do list.
From porting Microsoft To Do tasks to Microsoft OneNote to creating or updating tasks in Microsoft To Do when a Microsoft 365 file is updated, Zapier brings more utility to Microsoft To Do when it’s used alongside other Microsoft apps.
Create tasks on Microsoft To-Do from new OneNote notes
OneNote + Microsoft To Do
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Do you write down to-dos in meeting notes, then forget to add them to your Microsoft To-Do account? If so, this integration is for you! It automatically creates a task on Microsoft To-Do from each new note you add to a chosen section on OneNote. Keeping track of all you need to do just got easier.
Create tasks in Microsoft To-Do from new Microsoft Outlook emails
Microsoft Outlook + Microsoft To Do
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Your emails always mean work, so why not automatically turn them into tasks on your favorite to-do app? That's what this integration is for. It turns each new email you receive on Microsoft Outlook into a task in Microsoft To-Do. Get more done with a little help from automation.
Create tasks in Microsoft To Do for updated rows in Microsoft Excel
Microsoft Excel + Microsoft To Do
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Stay organized and efficient by connecting Microsoft Excel to Microsoft To Do with this seamless workflow. When a row is updated in your Excel spreadsheet, this integration instantly updates the corresponding task in Microsoft To Do, keeping your tasks aligned and eliminating manual entry. Enhance your productivity and ensure you always stay on top of your to-do list with this time-saving automation.
You can also use Zapier to build your own custom workflow between Microsoft apps, like Excel or Office 365. On these pages, you'll want to use the drop-down menus to select the trigger—the event that kicks off your workflow—and the action you want to have happen automatically, then click the blue button to connect the apps.
Streamline team projects
Project management apps—like Trello, Asana, and Notion— can be more powerful than you need from a to-do list tool. For this reason, you may find yourself using an app like Microsoft To Do separate from your team's project management tool to stay on top of your own tasks.
Zapier can help you connect those tools and create a system that supports team-level and individual-level work. You can set up Zaps that let you turn your duties on team projects into tasks in Microsoft To Do to ensure your contributions to a team project never fall through the cracks.
Make new tasks in Microsoft To-Do from Trello cards
Trello + Microsoft To Do
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If part of your project planning involves building a task list, your spending time and effort you could be using elsewhere. This integration lets you do just that, adding new Microsoft To-Do tasks when new cards are added in Trello. Break your project down into manageable tasks automatically while you plan, and avoid having to spend time populating a separate to-do list.
Create new lists in Microsoft To Do when Asana projects are added
Asana + Microsoft To Do
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Effortlessly manage your tasks across platforms with this automation that connects Asana and Microsoft To Do. When you create a new project in Asana, a corresponding list will be created in Microsoft To Do, keeping your tasks organized and easily accessible. Save time and maintain consistency in your project management by streamlining your workflows with this efficient solution.
Generate tasks in Microsoft To-Do from new items in Notion databases
Notion + Microsoft To Do
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Maintain your to-do list without needing to navigate multiple platforms. This Zap automatically creates a task in your Microsoft To-Do account as soon as you update a specified Notion database with a new item.
This works the other way, too. For example, you might jot down tasks as notes in Microsoft To Do, but then you need a way to add them to your team's official project management tool (like Notion). That way, you can easily assign specific tasks to other team members, or collaborate with them in the comments section of your project management tool.
With these Zaps, you can add your Microsoft To Do tasks to your project management tool of choice—automatically.
Add new Microsoft To Do tasks to Notion databases
Microsoft To Do + Notion
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Automatically save your new tasks in Microsoft To Do to your Notion database. This Zap gives you an easy way to ensure that your task list is backed up and organized, without the need for manual copying and pasting.
Create new tasks in Asana when new tasks are added in Microsoft To Do
Microsoft To Do + Asana
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Streamline your project management process with this highly efficient workflow. When a new task is added in Microsoft To Do, the same will be swiftly created in Asana, keeping all your tasks consistently updated across both platforms. This seamless integration allows you to focus more on task completion and less on manual data entry, ultimately boosting productivity levels.
Create Trello cards from new Microsoft To-Do tasks
Microsoft To Do + Trello
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This integration creates Trello cards from new Microsoft To-Do tasks.
Collaborate and communicate with your team
Communication is crucial for collaboration and team productivity. On its own, Microsoft To Do isn’t a very strong team communication and collaboration tool. However, you can use Zaps to integrate Microsoft To Do with a designated team communication platform like Slack or Discord.
Send direct Slack messages with new Microsoft To-Do lists
Microsoft To Do + Slack
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One-to-one communication is just as important as team communication, but it's hard to find the time to speak directly with everyone. Set up this automation, and we'll send a direct Slack message to any user when there are new Microsoft To-Do lists. Rest easy knowing your message was sent to the right person, and it will be taken care of.
Generate Microsoft To-Do tasks from new saved messages in Slack
Slack + Microsoft To Do
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The save feature lets you highlight the key elements of a workflow in Slack, but if you want to add those tasks to a to-do list, you need to leave Slack and wrestle with a second platform. This integration lets you skip that step, automatically making new tasks in Microsoft To-Do whenever you save a Slack message. Update your to-do lists with pressing tasks and have more time to handle the tasks themselves.
Create channel messages in Discord for new tasks in Microsoft To Do
Microsoft To Do + Discord
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Stay organized and keep your team in the loop with this efficient workflow. When you create a new task in Microsoft To Do, a channel message will be sent in Discord to notify your team members. This seamless process ensures everyone stays on track and up-to-date with the latest tasks and responsibilities.
Create channel messages in Microsoft Teams for new Microsoft To Do tasks
Microsoft To Do + Microsoft Teams
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Stay on top of your tasks and keep your team informed with this seamless workflow between Microsoft To Do and Microsoft Teams. When a new task is created in Microsoft To Do, a channel message will be sent in Microsoft Teams, ensuring your team is always aware of new tasks and priorities. Boost productivity and communication with this efficient automation.
Of course, your team might communicate solely via email. If that's the case, you can use these Zaps to turn requests sent via email into tasks, or notify them when you add new tasks to Microsoft To Do.
Create Microsoft To-Do tasks from new labeled emails in Gmail [Business Gmail Accounts Only]
Gmail + Microsoft To Do
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Your Gmail labels keep your inbox neat and tidy, but until now they couldn't stop task list management from adding to your already full workload. This integration changes all that, automatically generating new tasks in Microsoft To-Do when you receive a new email and label it within two days. Stay organized and stay on top of to-dos, all with a single action.
Send emails in Gmail for new tasks in Microsoft To Do
Microsoft To Do + Gmail
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Stay on top of your tasks and ensure nothing slips through the cracks. With this workflow, when you create a new task in Microsoft To Do, an email will be sent through Gmail to help you remember or delegate the task. Streamline your task management process and improve productivity with this seamless automation.
Manage your schedule and calendar
Although you can assign due dates and reminders to your tasks, Microsoft To Do isn’t the best tool for actually managing your schedule, at least not on its own.
Instead of relying on Microsoft To Do to manage your schedule, let Zapier ensure your Microsoft To Do tasks are added to your calendar by automating with your preferred schedule management tool.
Schedule Microsoft To-Do's in TimeHero
Microsoft To Do + TimeHero
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Do you use Microsoft To-Do's to list things you need to do but not sure when can do them? Now you can automatically schedule tasks around your meetings, events, and availability in TimeHero. As things change, tasks will automatically reschedule until they get done. Choose your TimeHero Inbox or select another project, duration, add duration in minutes and choose yourself as an assignee to make sure things schedule properly.
Create detailed Google Calendar events from new Microsoft To Do tasks
Microsoft To Do + Google Calendar
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Looking for an easy way to keep your schedule up to date with your to-do list? This Zap does the tedious work for you, without the need for manual updates. Once it’s active, this integration automatically adds a detailed event to your Google Calendar as soon as a new Microsoft To Do task is created.
This works the other way too: Use Zaps to add tasks to Microsoft To Do when an event is created or changed in your schedule.
Create Microsoft To-Do tasks for new or updated Google Calendar events
Google Calendar + Microsoft To Do
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When you add an event to your calendar, you may need the details added to your task tool for follow up. This integration helps by automatically creating a Microsoft To-Do task with the details of a new or updated Google Calendar event. You'll always complete your event related tasks.
Create tasks on Microsoft To-Do from new Google Calendar events
Google Calendar + Microsoft To Do
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Turn calendar events into tasks with this integration. When active, it creates a task on Microsoft To-Do for each new event added to your Google Calendar. So, if you accept an invitation for a meeting, that meeting will show up as a task on Microsoft To-Do. Simplify your life and better plan your day with this automation.
Supercharge your sales process
With Zapier, you can boost your customer service and sales support skills by connecting those customer-oriented platforms with the tool you use to organize your personal work.
Most sales teams invest a ton of time and energy into warming leads. With Zapier, you can set up new tasks to be created in Microsoft To Do whenever a new Lead is added to your customer relationship management (CRM) program. This is a great way to capitalize on a prospective customer becoming interested in your product or service.
Create Microsoft To-Do tasks from new Salesforce leads
Salesforce + Microsoft To Do
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If you are constantly getting new leads, you may find some of them slipping through the cracks. Keep your eye on the prize with this integration, which creates tasks in Microsoft To-Do with new leads added in Salesforce. Never lose another potential sale again!
Create tasks in Microsoft To Do for new HubSpot contacts
HubSpot + Microsoft To Do
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Stay organized and on top of your relationships with this HubSpot and Microsoft To Do automation. With this workflow, every time you add a new contact in HubSpot, a task will be created in Microsoft To Do, ensuring you never miss a follow-up. Boost your productivity and never let important connections slip through the cracks again.
Lost deals usually mean another hands-on process. Fortunately, there are Zaps that you can use with Microsoft To Do to minimize lost deals and sales. One example is to create new tasks in Microsoft To Do when a deal progresses to a certain stage in the process (or meets some other criteria).
Create tasks in Microsoft To-Do when new Pipedrive deals match filters
Pipedrive + Microsoft To Do
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Follow your deals from start to finish, and don't let them just sit in one stage. This automation will help you win those deals by creating tasks in Microsoft To-Do whenever new Pipedrive deals match specific filters. Set yourself up for success!
Let automation boost your productivity
Like other to-do list apps, Microsoft To Do is great for what it does, but has its limitations. Zapier helps flip the script and expand its capabilities.
Whether you’re looking for better integration with other Microsoft apps, to boost your customer support capabilities, or for a way to bridge the gap between personal task management and team communication, let automation do the work for you.
And this is just the start of what you can do with Microsoft To Do and Zapier. What will you automate first?
This article was originally published in July 2020. It was most recently updated in December 2023 by Elena Alston.
