Microsoft To Do

#220 most-used

Turn every action item into a tracked, completed task

CommunicationProductivityProjectsSchedulingAutomation

Microsoft To Do is the task management app built into the Microsoft 365 ecosystem — letting individuals and teams capture tasks, organise them into lists, set due dates and reminders, and mark them complete. Connect it to Actionist and your agents can create tasks from any trigger, complete tasks when work is done elsewhere, monitor overdue items, and keep every list clean and current — without anyone opening the app manually.

Try Microsoft To Do with Actionist Visit Microsoft To Do

Average time saved

10 hours

per person · per month

≈ 1 workdays back

Eliminates manual work. Agents eliminate the manual cycle of creating tasks from CRM or helpdesk events, sweeping lists for overdue items, and ticking off tasks when work is confirmed done elsewhere.

Schedule

What your Microsoft To Do agent runs on autopilot

A week of scheduled jobs your Actionist agent will execute on your behalf.

28Scheduled jobs

7Agents at work

24/7Always on

Agents

Wed–Fri

Wed

Thu

Fri

10a

11a

12p

Multi-app workflows

Microsoft To Do × every other app you use

End-to-end automations that span multiple apps — each one a real business outcome.

6Workflows

8Apps spanned

~13 hrsSaved / week

6Personas served

For sales

Featured4 apps

Sales follow-up task from CRM deal update

When a deal moves to a new stage in HubSpot, the Sales Agent creates a Microsoft To Do task with the next required action, due date, and a note summarising the deal context — the rep opens Microsoft To Do and sees exactly what to do next, with no manual entry.

~4 hrs

Time saved for your team — every week, on autopilot

The flow

Trigger·When a deal stage changes in the CRM

Trigger

Step 1

HubSpot

Detect deal stage change in CRM

read

Step 2

Microsoft To Do

Find a Task to check whether an open follow-up already exists

write

Step 3

Microsoft To Do

Create Task with the next action, due date, and deal context in note

write

Step 4

Slack

Post task-created summary to the #deals Slack channel

write

Step 5

Google Calendar

Schedule a follow-up call reminder for the task due date

Result

Create Task with the next action, due date, and deal context in notePost task-created summary to the #deals Slack channelSchedule a follow-up call reminder for the task due date

The win

Saved per run

8 min

Runs / week

~30×

Reps always know the next action without checking the CRM

Driven bySales Agent

ROI

Savings

What your team gets back — two angles: what you stop doing manually, and what that's worth.

Without Actionist

What you do manually today

With Actionist

What your agent runs for you

Sales
25 min / week
Manual follow-up task entry after every deal event
Reps open Microsoft To Do after each CRM update, type a task title, set the due date, and add a note — taking 5 minutes per deal event across a busy pipeline.
Sales Agent
0 min
Agent creates deal tasks automatically from CRM
When a deal stage changes, the Sales Agent creates the next follow-up task with due date and context note in Microsoft To Do within about a minute of the CRM event.
Marketing
20 min / week
Manual campaign checklist setup per launch
The marketing coordinator manually creates a To Do list, types each checklist task, assigns due dates from the campaign brief, and shares the list with the team — 20 minutes per campaign.
Marketing Agent
0 min
Agent builds campaign checklists from the brief automatically
When a campaign is activated in HubSpot, the Marketing Agent creates the To Do list and adds all standard checklist tasks with aligned due dates before the first team briefing.
Customer Support
18 min / week
Manually creating escalation tasks from ticket dashboard
Agents tab between the helpdesk and Microsoft To Do to copy escalated ticket details into a new high-importance task, losing minutes on every escalation.
Customer Support Agent
0 min
Agent creates escalation task within about a minute of ticket escalation
When a ticket is escalated, the Customer Support Agent creates a high-importance task in the Escalations list with the ticket link and customer name, and sets a reminder automatically.
Human Resources
30 min / week
Manually building onboarding task lists per new hire
The HR coordinator copies a template list, renames it, adjusts due dates for the hire's start date, and shares it with the hiring manager — 30 minutes per new hire.
Human Resources Agent
0 min
Agent creates personalised onboarding lists before day one
When a new hire is added to the HR system, the Human Resources Agent creates a personalised onboarding list with staggered due dates and notifies the hiring manager automatically.
Finance
20 min / week
Manually creating and closing invoice chase tasks
The accounts team creates chase tasks from the AR sheet each Monday, and manually ticks them off when invoices are paid — 3 minutes per invoice across a high-volume ledger.
Finance Agent
0 min
Agent creates chase tasks and completes them on payment
The Finance Agent creates chase tasks from the AR sheet automatically and calls Complete Task when the accounting system confirms payment — the task list stays accurate without manual maintenance.
Operations
45 min / week
Manually sweeping all team lists for overdue tasks
The ops lead opens each team list in Microsoft To Do, checks for overdue items, copies them to a spreadsheet, and posts a manual Slack summary — taking 45 minutes every Monday.
Operations Agent
0 min
Agent sweeps all lists and posts the overdue digest automatically
Every Monday the Operations Agent lists all tasks across every team list, updates overdue items to High importance, and posts a ranked digest to Slack before the standup.
Legal
15 min / week
Manually tracking contract deadlines and setting reminders
The legal coordinator reads uploaded contracts, creates tasks in To Do, finds the signing deadline in the document, and manually sets a reminder — 15 minutes per contract.
Legal Agent
0 min
Agent creates contract tasks with deadlines and reminders automatically
When a contract is uploaded to Google Drive, the Legal Agent creates a review task with the signing deadline and a 72-hour reminder, then logs it to the compliance audit sheet.

+ 100s of other Microsoft To Do automations

Average time saved

17 hrs / person / month

Calculator

Calculate what your team saves

Team size

8 people

Hourly rate

$30 / hr

Hours saved / week

Hours saved / year

1,000

Annual ROI

$30,000

Based on Microsoft To Do's typical team usage — the visible tasks plus a few other automations the agent runs: ~2.5 hrs / person / week of admin work automated.

Connect

How to plug Microsoft To Do into Actionist

Pick the connection method that suits your environment.

Connect via your Microsoft account using OAuth. Actionist opens the Microsoft sign-in page, you authorise access to Microsoft To Do, and the agent gains access to your lists and tasks without any token copying.

Open the Apps tab

Find Microsoft To Do in the Apps library and click Connect. OAuth is the recommended method.

A Microsoft sign-in window opens. Sign in with your Microsoft 365 or personal Microsoft account and grant Actionist permission to read and write your tasks and lists.

Test the connection

Actionist runs a read-only test call to your To Do account to confirm the handshake. You are ready to configure your first task agent.

Actions

14 actions your agent can call

Read and write operations available to your Actionist agent.

Triggers

4 events your agent can react to

Events your agent watches for, and the actions it kicks off in response.

FAQs

Questions about Microsoft To Do + Actionist

How does Actionist connect to Microsoft To Do?

Go to the Apps tab, find Microsoft To Do, and click Connect. The recommended path is OAuth — Actionist opens a Microsoft sign-in window, you sign in with your Microsoft 365 or personal Microsoft account, and the agent receives permission to read and write your tasks and lists. No access tokens to generate or paste. Actionist runs a read-only test call after you authorise the connection to confirm the handshake before any task operations run.

Can the agent work across multiple To Do lists, or just one?

Your agent can work across any number of lists in your connected Microsoft To Do account. You specify which list each task operation targets — Create Task, List Tasks in a List, and Find a Task all accept a list parameter. If you want the agent to sweep every list (for example, for an overdue task report), it calls List All Lists first and then iterates. There is no restriction to a single list.

How quickly does Actionist detect when a new task is created or completed?

Actionist polls Microsoft To Do on a roughly 45-second cadence, so new and completed tasks are detected within about a minute of the change happening in the app. This applies to the New Task, Completed Task, Updated Task, and New List triggers. If you need task data the moment an event fires in another system (for example, creating a task the instant a CRM deal changes), the agent reacts to the CRM trigger directly rather than waiting for a To Do poll.

Will the agent create duplicate tasks if a workflow fires more than once?

Use the Find or Create Task action whenever there is a risk of a workflow firing multiple times for the same event. This action searches the target list for a task matching the title first, and only creates a new task if none is found. If you use Create Task directly in a high-volume workflow without a dedup check, duplicates can accumulate. Find or Create Task is the idempotent pattern — use it for any task that should exist exactly once per event.

Can the agent complete a task in Microsoft To Do when work is done in another system?

Yes. This is one of the most common patterns. When an event fires in another app — an invoice is paid in the accounting system, a ticket is resolved in the helpdesk, a deal is closed in the CRM — the agent calls Find a Task to locate the matching item in the correct list and then calls Complete Task to mark it done. The Microsoft To Do list always reflects the real state of work without manual tick-offs.

Can the agent set reminders on tasks, and how does that work?

Yes. The Set Task Reminder action sets or updates the reminder date and time on any existing task. Reminders trigger a notification inside Microsoft To Do (desktop, mobile, and web) at the specified time. You can set reminders relative to the task's due date (for example, 72 hours before) or at an absolute time. The agent can also update or remove existing reminders using the Update Task action.

Does Actionist work with Microsoft To Do lists shared across a team, or only personal lists?

Actionist connects to Microsoft To Do via the Microsoft Graph API using the authenticated user's account. It can read and write any list accessible to that account — including shared lists that have been shared with the connected user. If your team shares a list through Microsoft To Do's sharing feature, the agent can create, complete, and manage tasks in that shared list, provided the connected account has write access.

What happens to tasks in Microsoft To Do if I disconnect the integration?

Disconnecting Actionist from Microsoft To Do removes the agent's access to your account — no further reads or writes will occur. Tasks already created or completed by the agent remain in Microsoft To Do exactly as they are; disconnecting does not delete, reverse, or alter any task data. You can reconnect at any time by going through the OAuth flow again.

Microsoft To Do

Sales follow-up task from CRM deal update

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