Between emails piling up, back-to-back meetings and multiplying projects, managing tasks effectively is a real daily challenge for Swiss professionals. Microsoft offers two flagship tools to organise work: Microsoft Planner and Microsoft To Do. But which one truly fits your needs? These two applications, both integrated into Microsoft 365, seem similar at first glance. Yet they serve quite different purposes. Whether you work for an SME, manage projects in a Zurich-based multinational or run your own business in Lausanne, this complete guide helps you make the right choice. Discover the features, key differences and best practices to optimise your task management in 2025.
Before comparing the two solutions, it is essential to understand what each tool offers. Let’s start with Microsoft Planner, the collaborative project management solution integrated into the Microsoft 365 ecosystem.
Microsoft Planner is a collaborative project management tool designed for teams. Launched in 2016, it allows you to plan, organise and track task progress within a working group. According to Microsoft Support, this tool offers an intuitive visual interface based on the Kanban method, comparable to solutions like Trello or Asana.
The application primarily targets project teams, managers and department heads who need to coordinate the work of several colleagues. Microsoft Planner works best for team projects requiring collaboration and coordination, particularly when tasks are interconnected.
Planner offers a set of features designed for teamwork. Plans form the central element: each plan represents a project or initiative. Within them, buckets allow you to organise tasks by category, phase or theme. For example, a marketing project might contain buckets labelled “Design”, “Production” and “Distribution”.
Enrich each task with detailed information: assignment to one or more members, due dates, priority level (urgent, important, medium, low), checklists for subtasks, attachments and comments. Colour-coded labels make visual categorisation quick and easy. Recurring tasks help you avoid recreating the same boards for each iteration.
One of Planner’s major strengths lies in its multiple display modes. The Board view presents the classic Kanban layout with tasks organised in columns. The Grid offers a detailed list display, ideal for thorough reviews. The Calendar allows you to visualise deadlines over time. As for the Charts view, it provides progress dashboards to quickly identify overdue or completed tasks.
For users with a premium licence, Microsoft also offers the Timeline (Gantt) view along with advanced features such as dependency management and agile sprints, according to Microsoft Learn.
Planner draws its full power from deep integration with the Microsoft ecosystem. Each plan automatically links to a Microsoft 365 Group, providing access to a shared SharePoint space, a common mailbox and a OneNote notebook. Integration with Microsoft Teams allows you to add a Planner tab directly within team channels for centralised access.
Automation with Power Automate also opens up endless possibilities, such as automatically creating tasks from emails or forms.
Let’s now turn to Microsoft To Do, the personal task management application that wins users over with its simplicity and everyday efficiency.
Microsoft To Do is a personal task management application that evolved from Wunderlist, acquired by Microsoft in 2015. Unlike Planner, it focuses on personal productivity rather than team collaboration. According to Futura Sciences, “Microsoft To Do has established itself as an essential tool for planning and managing tasks, whether in a personal or professional context”.
The application is completely free and available on all platforms: Windows, iOS, Android and web browser. It targets employees looking to organise their day, students, freelancers or anyone seeking a simple solution to stay on top of things.
To Do offers features centred on individual organisation. Custom task lists allow you to group activities by theme, project or area of life. Each task can receive a due date, a reminder, notes and even attachments up to 25 MB. Steps (subtasks) allow you to break down complex actions into smaller elements.
The recurring tasks feature proves particularly useful for habits and routines. According to Blog du Modérateur, “tasks reset each day in My Day and intelligent suggestions for daily tasks are provided by To Do”.
The real strength of To Do lies in its “My Day” feature. This personalised daily planner helps prioritise the important tasks for the day. Each morning, users start with a blank list and can manually add priority tasks or use intelligent suggestions based on overdue items or approaching deadlines.
According to Microsoft Support, “all tasks entered in the My Day view are also saved in your task list. Anything you can’t finish today will be saved and suggested to you tomorrow”. This approach encourages effective daily planning without mental overload.
To Do integrates seamlessly with Outlook. Tasks created in Outlook automatically appear in To Do, and vice versa. Flagged emails become tasks in the “Flagged emails” list. This two-way synchronisation allows you to centralise all actions without juggling between applications.
Tasks in your To Do list automatically sync with your lists in Planner. This way, you can access all your personal and team tasks from a single interface.
To see things more clearly, here is a direct comparison of both tools based on essential criteria. This table helps quickly identify which solution matches each need.
| Criteria | Microsoft Planner | Microsoft To Do |
|---|---|---|
| Main use | Team project management | Personal task management |
| Collaboration | Native and comprehensive | Limited (shared lists) |
| Kanban view | Yes (core feature) | No |
| Task assignment | To multiple members | Basic |
| Progress charts | Yes | No |
| My Day feature | Via unified Teams app | Core feature |
| Outlook integration | Calendar | Tasks and emails |
| Mobile app | Yes | Yes |
| Included in Microsoft 365 | Yes | Yes (free even without M365) |
Microsoft Planner wins users over with its native integrations and user-friendly design, while To Do stands out through its everyday simplicity.
Good news: there is no need to choose definitively between the two tools. Microsoft designed these applications to work complementarily rather than in competition.
When a Planner task is assigned to a user, it automatically appears in To Do under the “Assigned to me” list. This synchronisation centralises all personal tasks, whether they come from team projects or individual initiatives, in one place. Changes made in either application are reflected in real time.
According to Microsoft Support, “the best part is that you can use To Do and Planner together so they complement each other. In To Do, select Assigned to you to view tasks assigned to you”.
In 2024, Microsoft launched a major overhaul by unifying the task management experience. The former “Tasks by Planner and To Do” app was simply renamed “Planner” in Teams. This new version centralises individual tasks (To Do), team projects (Planner) and even advanced Project for the Web features.
With the new Planner, Microsoft brings three philosophies together in one tool: the simplicity of To Do for daily use, Planner’s collaboration for teams and Project’s power for complex projects.
For Swiss professionals, the best approach is to use both tools in a complementary way. Planner handles team projects with shared visibility. To Do organises personal tasks and daily planning through “My Day”. The unified app in Teams offers a consolidated view of everything.
This strategy ensures you never lose sight of your commitments, whether they relate to a collective project or individual responsibilities.
Theory is good. Practice is better. Here are concrete scenarios to identify the right tool for each professional context.
Recommended tool: Microsoft Planner
A communications agency launches a campaign for a client. The project manager creates a plan with buckets for each phase: “Brief”, “Creation”, “Approval”, “Distribution”. Each task is assigned to the relevant graphic designer, copywriter or community manager. Progress charts allow the project status to be presented during weekly meetings. Teams integration centralises discussions around the plan.
Recommended tool: Microsoft To Do
An accountant uses To Do to structure their days. Each morning, they check “My Day” and add priorities: monthly closing, client calls, budget preparation. Important emails received in Outlook are flagged and automatically appear as tasks. Reminders help avoid missing critical tax deadlines.
Recommended tool: Planner + To Do combined
An SME with 25 employees in Fribourg uses Planner for each department: a “Client projects” plan, an “HR” plan, an “IT” plan. Employees manage their personal tasks in To Do and view their Planner assignments in the “Assigned to me” list. This setup guarantees an overview for management while preserving individual autonomy.
The question of cost is a legitimate concern for decision-makers. Good news: both tools are accessible at no extra charge for most businesses.
Microsoft 365 Business Basic, Business Standard and Business Premium subscriptions include Microsoft Planner, as do Enterprise E1, E3 and E5 licences.
Microsoft To Do is completely free, even without a Microsoft 365 subscription. A simple Microsoft account is all you need to access all features.
For advanced features (Gantt view, dependencies, sprints, Copilot), a Planner Plan 1 licence or higher is required.
Having the right tools is not enough. You also need to use them effectively. Here are practical tips to get the most out of each solution.
Naming buckets clearly according to project phases makes navigation easier. Using colour-coded labels consistently across all plans improves readability. Always assigning an owner to each task ensures accountability. Making use of charts during team meetings promotes transparency. Finally, automating repetitive actions with Power Automate saves valuable time.
Starting each day by planning “My Day” establishes a productive routine. Using reminders for critical deadlines prevents costly oversights. Creating recurring tasks for habits (weekly reports, monthly reviews) structures regular work. Breaking large tasks into steps makes the work less daunting. Syncing with Outlook centralises all sources of action.
The question is ultimately not “Microsoft Planner or To Do?” but rather “how can you use both tools together?”. Planner excels at collaborative project management with its Kanban boards, progress charts and Teams integration. To Do shines for daily personal organisation thanks to “My Day” and its Outlook synchronisation.
For professionals, the winning strategy is to combine both applications. Team projects belong in Planner. Individual tasks and daily planning are managed in To Do. The unified app in Teams provides a consolidated view of everything. With the arrival of Copilot and artificial intelligence features, Microsoft is further strengthening this integrated experience for 2025.
Ready to transform your task management? Start by creating a first Planner plan for a pilot project and set up To Do for your personal productivity. Your days have never been better organised.
Can I use Microsoft Planner without Microsoft Teams?
Yes, absolutely. Microsoft Planner is accessible via the web application at planner.cloud.microsoft without going through Teams. All features are available. However, integration with Teams offers a smoother experience by centralising conversations and files around the project plan.
Do tasks created in To Do appear in Planner?
No, the flow works in one direction only. Planner tasks assigned to a user appear in To Do (in the “Assigned to me” list). However, tasks created directly in To Do remain personal and do not sync back to Planner. This logic preserves the distinction between teamwork and individual organisation.
Does Microsoft To Do work offline?
Yes, the To Do mobile app offers an offline mode. Recently viewed tasks remain accessible and changes sync as soon as the internet connection returns. Planner, on the other hand, requires an active connection to function fully, although the mobile app does offer limited caching.
Is there a limit to the number of tasks in a Planner plan?
Yes, Microsoft imposes a limit of 2,400 tasks per plan. For large projects, it is recommended to regularly archive completed plans or create several separate plans. This limit applies to both basic and premium plans according to official Microsoft documentation.
How do I migrate from Trello to Microsoft Planner?
Microsoft does not offer a native import tool directly from Trello. However, several options exist: first, use Power Automate to automate task creation; then, turn to third-party tools specialising in migration; or alternatively, carry out a manual migration for smaller projects. For Swiss businesses with many Trello boards, engaging a certified Microsoft partner may prove worthwhile.
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