Task 365 vs Smartsheet: Which Task Management Tool Is Better in 2026?

September 10, 2026

6 min read

Choosing between Task 365 vs Smartsheet comes down to how your team works, the tools you already use, and how complex your projects are. Task 365 is designed for organizations that want task and project management closely connected with Microsoft 365, SharePoint, Microsoft Teams, Outlook, and Planner. Smartsheet is a broader work management platform built for configurable project planning, automation, reporting, and enterprise portfolio management.

✨

Quick Read

Summary generated by AI, reviewed for accuracy.

Choose Task 365 if: your organization already uses Microsoft 365, SharePoint, Microsoft Teams, Outlook, or Planner and wants task management closely connected to those tools.

Choose Smartsheet if: your organization requires advanced project planning, portfolio management, configurable workflows, resource tracking, or large-scale work management.

Biggest difference: Task 365 focuses on Microsoft-centered task management and team productivity, while Smartsheet provides a broader standalone work management environment for complex projects and programs.

For companies already working heavily in the Microsoft ecosystem, Task 365 can provide a more familiar way to organize and track work. For organizations managing highly complex projects, portfolios, and configurable processes, Smartsheet provides a wider range of advanced work management capabilities.

Task 365 vs Smartsheet at a Glance

Comparison Area	Task 365	Smartsheet
Primary focus	Microsoft-focused task and project management	Enterprise work and project management
Microsoft 365 fit	Designed around Microsoft 365 workflows	Connects through supported integrations
Microsoft Teams	Integrated Microsoft-oriented workflow	Teams integration available
SharePoint	Core part of the Task 365 experience	Separate platform
Planner	Integration available	Not the core platform experience
Task views	List, Board, Calendar, Timeline	Grid/Table, Board, Calendar, Gantt, Timeline depending on plan
AI	AI task creation, intelligent summaries, prioritization and assistance	Smart Assist, Smart Columns, AI dashboards and other AI capabilities
Automation	Task-oriented workflow automation	Extensive no-code workflow automation
Reporting	Task and project dashboards and reports	Dashboards, reports and portfolio reporting
Best suited for	Microsoft-first teams wanting simpler task management	Teams managing complex projects, programs and portfolios

Task 365 supports Microsoft 365 integrations, flexible task views, multi-project tracking, analytics, AI-assisted task management, custom fields, scheduling, and collaboration. Smartsheet provides multiple project views, dashboards, reports, automation, AI capabilities, workload management, and portfolio features depending on the selected plan.

How We Compared Task 365 and Smartsheet?

Instead of declaring one platform the universal winner, this comparison looks at the areas that affect daily work and long-term adoption:

Ease of use

Task management

Project planning

Microsoft 365 integration

Workflow automation

AI capabilities

Team collaboration

Reporting

Security

Pricing

Scalability

Best-fit use cases

What is Task 365?

Task 365 is an AI-powered task management solution built around the Microsoft 365 ecosystem. It helps teams create, assign, prioritize, organize, and track tasks while connecting work with Microsoft tools such as SharePoint, Microsoft Teams, Outlook, and Planner. Teams can use multiple views, including List, Board, Calendar, and Timeline, to organize work based on the way they prefer to manage projects.

Task 365 also provides capabilities such as:

AI-assisted task creation

Smart task prioritization

Intelligent summaries

Multi-project tracking

Custom fields

Timeline and Gantt-style planning

Task assignments

Activity tracking

Dashboards and analytics

Microsoft 365 integrations

What is Smartsheet?

Smartsheet is a work management platform used to manage projects, programs, processes, workflows, and portfolios.

It combines structured data management with project planning, dashboards, reports, automation, collaboration, and multiple visual views.

Smartsheet supports capabilities such as Gantt, table, board, and calendar views, while higher plans add features such as workload tracking, timeline views, portfolios, enterprise administration, and additional security controls. Its strength is flexibility.

Organizations can use Smartsheet for simple project tracking, but it can also support larger processes involving multiple departments, complex workflows, and enterprise portfolios.

Task 365 vs Smartsheet: What Are the Key Differences?

The biggest difference between Task 365 and Smartsheet is where each platform fits into your technology environment.
Task 365 centers task management around Microsoft 365 and SharePoint workflows.
Smartsheet creates its own work management environment and then connects with tools such as Microsoft Teams, Office 365, Slack, Google Workspace, Jira, and other platforms through integrations. That distinction matters.
A team already working in Microsoft Teams and SharePoint may prioritize familiarity and ecosystem alignment.
A PMO managing dozens of complex projects may care more about advanced portfolio controls, resource management, and large-scale workflow configuration.

Neither buying decision should be based on the number of features alone.

Task 365 vs Smartsheet: Which Is Easier to Use?

For organizations already familiar with Microsoft 365, Task 365 may offer a shorter path to adoption because it aligns with tools and workflows employees already use.
Task 365 connects task management with Microsoft Teams, SharePoint, Outlook, and Planner rather than asking employees to move every workflow into another standalone system.This can be especially useful for teams that want straightforward task ownership, priorities, deadlines, collaboration, and project visibility without introducing unnecessary workflow complexity.
Smartsheet is also designed to be flexible and user-friendly, but its broader feature set can require more configuration as workflows become advanced.
For teams that need sophisticated planning, automation, reporting, and portfolio control, that additional depth can be valuable.

Task 365: Microsoft 365 teams prioritizing familiar everyday task management.

Smartsheet: organizations willing to manage a separate work management platform in exchange for deeper configuration and enterprise planning capabilities.

Task Management and Project Planning

Both products can organize work, assign responsibility, track deadlines, and show progress. The difference becomes clearer as project complexity increases.

Task 365

Task 365 supports creating and assigning tasks, priorities, due dates, custom fields, multiple projects, flexible task views, Timeline planning, dependencies, activity tracking, and analytics.

Its task creation capabilities also include AI, templates, bulk actions, and drag-and-drop workflows.

This makes it suitable for workflows such as:

Departmental projects, marketing activities, IT tasks, operational work, employee assignments, recurring business tasks, and cross-functional Microsoft 365 projects.

Ready to Simplify Project Management?

Smartsheet

Smartsheet expands further into sophisticated project and work management.

Depending on plan, organizations can access capabilities such as Gantt charts, workload tracking, dashboards, reports, timelines, portfolios, scenario planning, and advanced work management tools.

This can make it useful for large PMOs, multi-program environments, complex resource planning, or organizations managing highly structured enterprise processes.

If your goal is managing everyday work across Microsoft-oriented teams, Task 365 deserves consideration.
If you need complex portfolio and enterprise work management, Smartsheet may offer greater depth.

Which Has Better Microsoft 365 Integration?

This is one of the most important differences in the Task 365 vs Smartsheet comparison.
Task 365 is specifically positioned around Microsoft 365. Its product experience connects with Microsoft Teams, SharePoint, Outlook, and Planner.
Its SharePoint integration can keep task-related documents, project information, workflows, dashboards, and Microsoft-based processes closer together.
Microsoft Planner integration also enables teams to work with task assignments and project activity across the Microsoft ecosystem.
Smartsheet also integrates with Microsoft Teams.
Its official Teams integration supports Smartsheet notifications in Teams, adding Smartsheet items as tabs within channels, and sharing Smartsheet content. However, Smartsheet notes that information is sent from Smartsheet to Teams and that Teams messages and activity do not sync back into Smartsheet through that integration.

If Microsoft 365 is simply one part of a larger application environment, either product may work.

If Microsoft Teams, SharePoint, Outlook, and Planner already form the center of your employees’ workday, Task 365’s Microsoft-first positioning becomes much more important.

Already Managing Work in Microsoft 365?

Workflow Automation

Automation can save teams from repetitive task updates, reminders, approvals, and manual follow-ups.
Task 365 focuses on automation around task execution and Microsoft-connected workflows.
Teams can use task creation tools, templates, alerts, workflow controls, approvals, and other task management capabilities to keep routine work moving.
Smartsheet provides extensive no-code workflow automation. Its automation tools can use multiple actions and conditions and support recurring or one-time workflows.

For everyday task automation: Task 365 can provide the automation many Microsoft-focused teams need.

For highly configurable multi-step workflows: Smartsheet provides deeper workflow-building capabilities.

Task 365 vs Smartsheet for AI Task Management

AI has become a real differentiator in task management software, but buyers should look beyond an “AI-powered” label. Ask what the AI actually helps employees do.

Task 365 AI capabilities
Task 365 positions AI around daily task productivity.
Its current product information highlights capabilities such as AI task creation, intelligent summaries, task prioritization, project recommendations, and AI/Copilot assistance.
The goal is to reduce manual task setup and help users understand what requires attention.

Smartsheet AI capabilities
Smartsheet provides AI tools for generating formulas, analyzing data, summarizing information, improving descriptions, creating dashboard insights, and other work management activities. Its current plans also reference Smart Assist, Smart Columns, and AI-powered dashboards.

Choose based on the AI job you want completed.

If your priority is AI-assisted everyday task creation, prioritization, and Microsoft-focused work management, evaluate Task 365.
If your priorities include data analysis, formulas, dashboards, and broader enterprise work management, evaluate Smartsheet’s AI capabilities.

Team Collaboration

Task management fails when employees know their own tasks but cannot see the context around them.
Task 365 brings together task owners, deadlines, updates, documents, notes, and project activity while connecting with Microsoft collaboration tools.
For teams already living in Microsoft Teams and SharePoint, that can help keep task management closer to existing communication and document workflows.
Smartsheet offers its own collaboration capabilities and can also connect with platforms such as Microsoft Teams and Slack.

The deciding question is simple: “Do you want collaboration centered around Microsoft 365, or do you want Smartsheet to become a central work management platform?”.

Dashboards, Analytics and Reporting

Both platforms provide visibility into work, but their reporting ambitions differ. Task 365 provides task and project analytics designed to show progress, priorities, delays, and team performance through visual boards and reports.

This can be useful for managers who want fast answers to questions such as:

What is overdue?
Which project needs attention?
Who owns the task?
What has been completed?
Where is work slowing down?

Smartsheet offers dashboards and reports across its plans, with broader portfolio and advanced work management capabilities available at higher tiers.

For routine project visibility, both can work.
For large-scale portfolio reporting and complex enterprise work management, Smartsheet offers broader capabilities.

Security and Governance

Security should never be decided from marketing labels alone.
Organizations should evaluate access controls, authentication, data storage, encryption, audit requirements, compliance obligations, administration, and governance against their own policies.
Task 365 states that it uses Microsoft and Azure protections and highlights access controls, permissions, encryption, workflow controls, audit tracking, and ISO 27001-related security positioning.
Smartsheet provides enterprise security capabilities including SSO, MFA, directory synchronization, role-based access controls, security monitoring, governance controls, and enterprise administration.
Security requirements vary significantly between organizations, so IT and security teams should validate the exact plan, configuration, compliance scope, and deployment architecture before purchasing either platform.

Task 365 vs Smartsheet Pricing

Pricing should be compared based on total cost, not simply the lowest advertised monthly number.

Task 365’s official pricing page lists its Plus plan at $74.99 per month billed yearly for up to 20 users and its Premium plan at $149.99 per month billed yearly for up to 30 users. The vendor also advertises special enterprise pricing for organizations with more than 50 users.
Smartsheet’s official pricing page currently lists Pro at $9 per member/month when billed yearly and Business at $19 per member/month when billed yearly. Enterprise and Advanced Work Management use custom pricing. Features and limits vary by plan.

Prices can change. Confirm current pricing before making a purchase decision.

More importantly, calculate:

Cost Factor	Questions to Ask
Licensing	How many users need paid access?
Implementation	How much setup is required?
Training	Will employees need to learn a new environment?
Administration	Who will maintain workflows and permissions?
Integrations	Are additional connectors or licenses required?
Migration	Will existing project data need to move?
Support	What support level does your team require?
Adoption	How quickly can employees start using the platform effectively?

Task 365 Pros and Considerations

Key advantages

Microsoft 365 alignment: Designed for organizations already using Microsoft’s business ecosystem.
SharePoint-focused task management: Useful for organizations that want tasks closer to SharePoint documents and workflows.
Microsoft Teams and Planner connections: Keeps task workflows connected to familiar Microsoft tools.
AI task management: Provides AI-assisted creation, prioritization, summaries, and related functionality.
Multiple task views: Users can work with List, Board, Calendar, or Timeline views.
Simpler everyday task focus: Suitable for teams that need visibility and accountability without highly complex project administration.

Considerations

Task 365 may not provide the same depth as Smartsheet for organizations requiring sophisticated enterprise portfolio management or highly configurable work management environments.

Buyers should also confirm which Task 365 plan contains the specific features, user limits, support levels, and integration capabilities they require.

Smartsheet Pros and Considerations

Key advantages

Flexible work management: Can support projects, processes, programs, and portfolios.
Advanced automation: Strong no-code workflow capabilities.
Project planning: Multiple views and advanced scheduling options.
Reporting: Extensive dashboards and reporting.
Portfolio capabilities: Higher plans support enterprise portfolios and advanced work management.
Broad integrations: Connects with Microsoft Teams, Slack, Jira, Google Workspace, and other services.

Considerations

Organizations may need more configuration and training to take full advantage of advanced capabilities.

Teams centered heavily around Microsoft 365 should also evaluate whether they prefer adding Smartsheet as a separate work management environment or keeping more task activity within Microsoft-oriented workflows.

Which Platform Is Better for Your Use Case?

Your Priority	Platform to Consider First	Why
Microsoft 365-based task management	Task 365	Built around Microsoft-focused workflows
SharePoint task management	Task 365	SharePoint is central to its positioning
Microsoft Teams-based work	Task 365	Designed around the wider Microsoft environment
Everyday team task tracking	Task 365	Focuses on task ownership, priorities and progress
AI-assisted task management	Task 365	AI focuses on task creation, priorities and summaries
Advanced portfolio management	Smartsheet	Broader enterprise portfolio capabilities
Highly configurable automation	Smartsheet	Extensive no-code workflow controls
Complex enterprise project planning	Smartsheet	Broader project and program management depth
Large PMO environment	Smartsheet	Advanced work management and portfolio options
Reducing dependency on separate work platforms	Task 365	Stronger fit when Microsoft 365 is already the primary environment

This is why there is no meaningful universal answer to “Is Task 365 better than Smartsheet?”

Task 365 vs Smartsheet by Team

IT Teams

Task 365 can fit IT teams already coordinating work through Microsoft Teams, SharePoint, Outlook, and Microsoft 365.

Smartsheet may be more appropriate when IT manages complex cross-department programs or highly configurable portfolio workflows.

HR Teams

Task 365 can support routine employee-related projects, recurring tasks, departmental assignments, and Microsoft-based collaboration.

Marketing Teams

Teams can use Task 365 for campaign tasks, deadlines, content workflows, ownership, and project visibility.

Organizations coordinating large multi-market campaign portfolios may value Smartsheet’s broader project controls.

Operations

Task 365 can help operations teams manage assignments, recurring activities, deadlines, and internal projects.

Smartsheet can suit operations environments that require highly configurable processes and large-scale program reporting.

Project Managers

Project managers should base the decision primarily on complexity.

If projects mainly require assignments, priorities, schedules, multiple views, dependencies, reporting, and Microsoft collaboration, Task 365 can be a strong fit.
If projects require sophisticated enterprise portfolio planning and extensive work management configuration, Smartsheet may better match those requirements.

What to Test Before You Choose?

Do not choose Task 365 or Smartsheet from a feature page alone. Run both platforms through real scenarios.

Ask your team to test:

Task creation: How quickly can employees create and assign work?
Ownership: Is it immediately clear who is responsible?
Deadlines: Can managers identify overdue work without building reports manually?
Microsoft 365: How well does the platform fit Teams, SharePoint, Outlook, and Planner workflows?
Documents: Where do employees store and collaborate on project files?
Automation: Can common reminders and approvals run automatically?
Reporting: Can managers answer important project questions quickly?
AI: Does AI reduce real manual work or simply add another interface?
Permissions: Can administrators control access appropriately?
Adoption: Can employees understand the system without extensive training?
Total cost: What will licensing, implementation, support, administration, and integrations actually cost?

The platform that performs better in your real workflows is much more likely to succeed after rollout.

Already using Microsoft 365?
Bring one current workflow to a personalized Task 365 demonstration.

Conclusion

Task 365 and Smartsheet are designed around different work management priorities. Task 365 is a strong option for organizations that want task and project management aligned closely with Microsoft 365, SharePoint, Microsoft Teams, Outlook, and Planner.

Its focus on Microsoft-oriented workflows, AI task management, flexible views, project tracking, collaboration, and reporting makes it particularly relevant for Microsoft-first teams that want to organize work without unnecessarily complicating the employee experience.

Smartsheet provides greater depth for organizations that need highly configurable workflows, advanced project planning, portfolio management, and enterprise-scale work management.

The best decision depends on your technology environment, project complexity, administration requirements, security needs, budget, and the way employees prefer to work.

See how Task 365 can help your team manage responsibilities, deadlines, collaboration, project visibility, AI-assisted tasks, and reporting in a Microsoft-focused environment. Book a Personalized Task 365 Demo.

Frequently Asked Questions

Is Task 365 better than Smartsheet?

If your organization already uses Microsoft 365, Task 365 is often the better choice because it integrates natively with Microsoft Teams, SharePoint, Outlook and OneDrive. This reduces software switching, improves collaboration and speeds up user adoption. Smartsheet is better suited for organizations that need advanced workflow customization and enterprise project planning.

What is the difference between Task 365 and Smartsheet?

The biggest difference is their approach to work management.

Task 365 is built around the Microsoft 365 ecosystem, making collaboration, document management and task tracking seamless for Microsoft users.

Smartsheet is a standalone work management platform with a spreadsheet-style interface and powerful automation features for complex enterprise workflows.

Does Task 365 integrate with Microsoft Teams?

Yes. Task 365 offers native integration with Microsoft Teams, allowing users to create, assign, track and collaborate on tasks without leaving their Teams workspace.

Is Task 365 built for SharePoint?

Yes. Task 365 is designed to work with SharePoint, enabling organizations to manage projects, documents and tasks within a familiar Microsoft environment.

Which platform is easier to learn?

For organizations already using Microsoft 365, Task 365 generally has a shorter learning curve because employees continue working with familiar Microsoft tools. Smartsheet may require additional training, especially when using advanced automation and reporting features.