How to sync HubSpot tasks to Microsoft To Do
Short answer: HubSpot can't do it natively. HubSpot's built-in Outlook integration syncs tasks to your Outlook calendar as agenda items, not real tasks in Microsoft To Do. To get HubSpot tasks into your actual task list you need one of four approaches, compared below.
Last updated July 2026 · Written by the team at taskCNX (sthreelabs LLC), who build one of the options listed.
The four options at a glance
| Option | Real To Do tasks? | Two-way? | Reminders? | Lays out your day? |
|---|---|---|---|---|
| HubSpot native Outlook sync | No, calendar only | n/a | Calendar events | No |
| Zapier / automation platforms | Yes | No, create only | Manual setup | No |
| Third-party sync services | Yes | Often yes | Varies | No |
| taskCNX | Yes, dedicated list | Yes | Yes, due dates fire | Yes, optional |
1. HubSpot's native Outlook sync: calendar, not tasks
HubSpot can push tasks to Outlook, but they arrive as calendar agenda items, not as tasks. They never appear in Microsoft To Do or in My Day, so if your reps work from a task list rather than a calendar, the follow-ups are effectively invisible. This is the single most common complaint in HubSpot's own community threads about task syncing.
HubSpot can also sync tasks to a calendar sub-calendar, where each becomes a fifteen-minute event at the task's due date and time. That sync is one-way: editing or completing the event doesn't reach HubSpot, and deleting the task in HubSpot leaves the event behind. Tasks created before you connected the calendar aren't synced at all. Because HubSpot tasks made with just a date all share the same time, a rep with eight of them gets eight overlapping blocks at that one moment — roughly two hours of the working day marked busy, on a calendar colleagues and meeting links read as your availability.
Use it if: your team lives in the calendar and just wants time-blocked reminders.
2. Zapier or Power Automate: one-way, create only
Zapier does offer a HubSpot → Microsoft To Do connection: a HubSpot trigger can fire a "Create Task" action in To Do. The limitation is that it's one-way, and updating an existing task isn't directly supported. In practice that means:
- Completing the task in To Do does not complete it in HubSpot.
- Changing the due date in HubSpot does not update the task already sitting in To Do.
- Reassigning a task in HubSpot doesn't move it to the new owner's list.
The two lists start identical and drift apart from day one, and someone ends up reconciling them by hand. There's also a per-task cost consideration at volume, since each task consumes a task/operation in your automation plan.
Use it if: you want a quick one-way copy and don't need completions to flow back.
3. Third-party sync services: two-way, but generic middleware
Dedicated sync services (SyncPenguin and similar) can do genuine two-way syncing between HubSpot tasks and Outlook/To Do tasks, typically on a polling interval. They're general-purpose sync engines rather than HubSpot apps, so setup is per-connection and configuration lives outside HubSpot.
Use it if: you're already syncing several systems and want one tool to manage them all.
4. taskCNX: purpose-built, two-way, and it can lay out your day
taskCNX is a HubSpot app that syncs CRM tasks into Microsoft To Do, two-way, with reminders. A HubSpot admin installs it once for the portal, then each person connects their Microsoft account once. Open HubSpot tasks appear in a dedicated taskCNX list in Microsoft To Do.
- Two-way: complete a task in To Do and it completes in HubSpot; reschedule in either place and both update.
- Reminders that fire: every due date becomes a real To Do reminder, so follow-ups notify reps instead of sitting in a queue.
- Reminders at a time you can work with: HubSpot tasks created with just a date all land on the same time, so a rep with eight of them gets eight alerts at once. Each person can have theirs spaced out, or queued into hours they choose — highest priority first — and optionally placed in the gaps between their meetings rather than during them. Off by default, and their own setting to make.
- A day laid out, not just alerts: reps who want it can have their tasks given real times across their working hours, priority first, skipping meetings. Because the time goes on the task itself, HubSpot's own calendar sync then shows the day as blocks. Only the time of day moves — never the due date — and giving a task a time yourself takes it back for good.
- Only its own list: My Day, your other lists, and categories are never modified.
- Reassignment: reassign in HubSpot and the task moves to the new owner's list.
- Pricing: free for your first connected user with no credit card required; $7 per connected user per month after, and you're billed only for teammates who actually connect.
Use it if: you want HubSpot tasks to behave like real tasks for a sales team, without maintaining automations.
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Frequently asked questions
Can HubSpot sync tasks to Microsoft To Do?
Not natively. HubSpot's built-in Outlook integration syncs tasks to your Outlook calendar as agenda items, not as real tasks in Microsoft To Do. Getting them into your task list requires an automation platform, a third-party sync service, or a purpose-built app such as taskCNX.
Does HubSpot sync tasks to Outlook tasks?
No. HubSpot's native sync places tasks on the calendar as agenda items. It does not create Outlook or Microsoft To Do tasks, which is why they never show up in My Day or your task list.
Can Zapier sync HubSpot tasks to Microsoft To Do?
Partly. Zapier can create a Microsoft To Do task when something happens in HubSpot, but it's one-way, and updating existing tasks isn't directly supported. Completing a task in To Do won't complete it in HubSpot, and a due-date change in HubSpot won't update the task you already created.
What's the difference between one-way and two-way task sync?
One-way sync copies a task once, at creation. Two-way sync keeps both systems current: completing the task in Microsoft To Do marks it complete in HubSpot, and changing the due date in either place updates the other. Two-way is what stops the two lists drifting apart.
Can I schedule HubSpot tasks into my working day automatically?
With taskCNX, yes, and it's the one thing none of the other options do. Every approach above moves tasks between systems; only taskCNX decides when in your day each one sits.
Pick your working hours and each task due that day is given its own time inside them, highest priority first, fifteen minutes apart, and optionally only in the gaps between your existing meetings. Tasks that don't fit go to the end of the day rather than being crammed in.
The time goes on the HubSpot task itself rather than on a reminder, which is what lets HubSpot's own Tasks Calendar Sync show the result as blocks on your Outlook or Google calendar. Only the time of day moves, never the due date, so a task due Friday keeps a time on Friday and anything that reports by day is unaffected. Give a task a time yourself in HubSpot and taskCNX stops managing that one from then on.
It's off by default and it's each person's own setting, not something an admin turns on for the team.
How do I get reminders for HubSpot tasks?
HubSpot due dates don't create Microsoft To Do reminders on their own. A sync has to set a reminder time on the To Do task for the due date to fire a real notification on your phone and desktop, which is how taskCNX handles due dates.
Can I create a task in Microsoft To Do and have it sync to HubSpot?
Not as a new HubSpot task. A task you type straight into Microsoft To Do has no CRM record to attach to, so it stays in To Do. (taskCNX does sync completions and due-date changes from To Do back to HubSpot.) To capture a follow-up without leaving Outlook, create it in HubSpot from the Outlook add-in (see below) and it syncs down into your To Do list already linked to the contact.
How do I create a HubSpot task from Outlook?
Open an email in Outlook, open the HubSpot Sales add-in from the ribbon, click View contact, expand the Tasks section, click Add, then enter a name and due date and save. The task is created in HubSpot associated with that contact, and with taskCNX installed it also lands in your Microsoft To Do list with a reminder. This is the cleanest way to capture a follow-up from your Microsoft workflow, because the task keeps a real CRM association. (HubSpot's guide · our setup docs)
Will syncing touch my other To Do lists?
With taskCNX, no. It only creates and manages its own taskCNX list. Your My Day, other lists, and categories are never modified. Behavior varies with automation platforms, which write wherever you configure them to.
Do I need Microsoft To Do, or does this work with Outlook?
taskCNX creates a list called “taskCNX” in Microsoft To Do, and To Do is the task system behind Outlook, so there is nothing extra to install or learn. The list appears in the To Do apps for Windows, Mac, iPhone and Android, in the Tasks pane in Outlook on the web, and in the new Outlook. In classic Outlook for Windows it arrives as its own task folder, as long as Outlook is signed into the same Microsoft 365 or Exchange Online account. Tasks kept in an on-premises mailbox or a local PST file do not sync.
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