Microsoft To Do vs Swift To-Do List

Microsoft To Do

• People who already use Outlook or Microsoft 365
• Anyone who wants a to-do list with no paid tier
• Sharing simple lists with family or coworkers

Swift To-Do List

• Windows users who want a desktop organizer for both tasks and notes
• People who turn a lot of email into tasks
• Users who want their database on their own PC, with sync optional

Microsoft To Do

• Signing in requires a personal Microsoft account or a work or school account.
• Lists can be shared only between personal Microsoft accounts or between accounts in the same workplace or school.
• No Linux app is listed; the vendor names Windows, Mac, iOS, Android and the web.

Swift To-Do List

• The desktop program is Windows only. The web app and the iOS and Android apps are companions that work through Secure Sync.
• Sync, the web and mobile apps and updates are included for 1 year and then need a renewal; the buy page does not show the renewal price.
• There is no free plan: after the 30-day trial a license is $99 for one person, and team plans start at $495 for up to 5 people.
• The current release shown on the site is version 11.5, dated March 11, 2024.

Microsoft To Do

My Day

A daily list that resets every night. Tasks left unfinished go back to the Tasks list and appear among the next day's suggestions.

Lists, steps and notes

Tasks sit in lists and can have due dates, reminders, notes, a breakdown into steps and up to 25MB of attached files.

Shared lists

A list is shared by sending an invitation link, and it stays in sync as members make changes. Access can later be limited to current members or switched off.

Outlook and Planner

Tasks are stored in Exchange Online, so they show up in both To Do and Outlook Tasks. Flagged email can be handled as tasks, and Planner tasks can be seen in To Do.

Sync across devices

Signing in with the same account on each device keeps lists in step; the vendor says the app updates every 5 seconds.

Tasks API

Microsoft points developers to the public Outlook Tasks REST API for reading and updating the tasks that To Do stores.

Swift To-Do List

To-do list tree and subtasks

To-do lists, memos and spreadsheets sit in a hierarchical tree with icons, and tasks break down into subtasks. Lists and tasks are moved or copied by drag and drop.

Task fields, filters and Hide Until

24 optional columns cover priority, type, dates, context, assignee, time estimate and status. Filter presets switch by shortcut, and a Hide Until date keeps a task out of view until then.

Reminders and recurring tasks

Reminders can be snoozed or sent by email. Recurrence handles patterns such as the last Friday of every month or a set number of days after completion.

Scheduling calendar and time tracking

A calendar with day, week, month and timeline views plans tasks for specific times of day, and a floating timer records the time spent on a task.

Tasks from emails

Emails dragged in from Outlook, Thunderbird, Lotus Notes and other clients become tasks or attachments. An optional Outlook add-in creates a task from an email in one click.

Secure Sync, web and mobile apps

Optional sync keeps any number of computers up to date, backs the data up to the cloud and shares it with other users. The web app and the iOS and Android apps work from the synced data.

Microsoft To Do

• Free$0

  Every feature of the app, signed in with a personal Microsoft account or a work or school account.

Swift To-Do List

• Single user license$99

  first year, 1 person; auto-renews yearly, renewal price not shown

  The Windows program on unlimited computers for one person, with a year of updates, Secure Cloud Sync and backup, and the mobile and web apps.

• Mini Plan$495

  first year, up to 5 people; auto-renews yearly

  The same license and online features for a team of up to 5 people.

• Small Plan$995

  first year, up to 10 people; auto-renews yearly

  The same license and online features for a team of up to 10 people.

• Medium Plan$2,495

  first year, up to 25 people; auto-renews yearly

  The same license and online features for a team of up to 25 people.

• Business Plan$4,995

  first year, up to 50 people; auto-renews yearly

  The same license and online features for a team of up to 50 people.

Microsoft To Do

No public discounts listed.

Swift To-Do List

• Other savings

  Upgrade discount for owners of earlier versions

  Owners of a previous version can get a discount on the upgrade by installing the latest version and using its Upgrade to Subscription button. The amount is not stated.