Best productivity apps in Windows for getting more done

Productivity in Windows depends on how effectively you can use the tools already available to you. Modern versions of Windows include built-in productivity apps designed to support planning, organization, focus, and automation. These tools are integrated at the system level, regularly updated, and designed to work together without additional configuration.

This article explores the best productivity apps you already have access to in Windows and explains how each tool can contribute to a smoother, more efficient workflow. Whether you're a student, professional, remote worker, or small business owner, you can use Windows productivity tools to improve output.

1. Microsoft Copilot, your AI assistant

Microsoft Copilot (your AI assistant) is ready to help you think, plan, and get things done right from your desktop. Available on Windows, Copilot helps you handle tasks more efficiently. Use Copilot to summarize emails, turn scattered notes into checklists, draft messages, or help organize a project.

Examples:

• When your inbox fills up with long emails, you can use Copilot to pull out the key points so you don’t have to read every paragraph.
• If you’ve scattered notes for a weekend project across OneNote or Word, Copilot can turn those notes into a step-by-step checklist.
• When you want to talk through ideas to plan your family’s Spring break ski trip, just say “Hey Copilot” on Windows 11 and have a conversation with your AI companion. Copilot listens and helps you draft the travel plans.

2. Microsoft To Do — Simple task and list manager

Microsoft To Do provides a structured way to stay on task all day long. Use Microsoft To Do to manage tasks, deadlines, and reminders. Create multiple lists, assign due dates, and set recurring tasks for ongoing responsibilities. Integration of Microsoft To Do with Outlook and Microsoft 365 keeps tasks aligned with emails and calendar commitments.

For daily planning, the “My Day” feature supports intentional prioritization by limiting focus to a manageable number of tasks. Weekly goal lists work well for tracking broader objectives without overwhelming daily task views. Microsoft To Do helps you see your priorities so that you don't forget anything and can effectively plan to finish tasks on time.

3. Windows Calendar — See your day at a glance

The Calendar app is a fast and simple app to view and join meetings right from your taskbar in Windows. Use the Calendar app to quickly:

• See what’s coming up in your calendar
• Search for meetings or appointments
• Join meetings, open Teams meeting chats, email attendees, forward meeting invites, and view or edit meeting details.

The Calendar app syncs with Outlook, Google, and other calendar providers, so you can manage multiple accounts in one interface. Color-coded calendars help distinguish between work, personal time, and shared schedules.

Time blocking is an effective practice within the Calendar app. Scheduling focused work periods alongside meetings and commitments establishes realistic expectations for the day and supports better use of available time.

4. OneNote — Your digital notebook

OneNote functions as a flexible workspace for notes, research, and project planning. Capture ideas, organize projects, and keep everything in one place—accessible across all your devices.

Use OneNote to organize content into notebooks, sections, and pages, making it suitable for both structured and free-form thinking. In OneNote, you can type notes, handwrite your ideas, use voice transcription, create images, and attach files. Share and collaborate with others too.

You can also count on the power and smarts of AI in OneNote. As your notetaking partner, Copilot in OneNote¹ uses your prompts to draft plans, generate ideas, create lists, and organize information.

5. Snipping Tool and screen recorder — Capture and communicate faster

Snipping Tool lets you capture screenshots quickly simply by pressing Windows logo key + Shift + S. After you’ve made your capture, you can edit it for clarity. This capability is valuable for documentation, feedback, troubleshooting, and collaboration.

Use the built-in screen recorder to capture short videos. Recording brief demonstrations or explanations can help communicate information more efficiently than written instructions.

6. Clock app and focus sessions — Stay focused and reduce distractions

The Clock app in Windows features focus sessions, which support structured work intervals with scheduled breaks. Use focus sessions to define session lengths, track daily focus time, and review productivity trends over time. Integration with Microsoft To Do allows you to select tasks directly within a focus session.

Optional Spotify integration provides background audio without introducing additional distractions. Regular use of focus sessions encourages disciplined attention management and more consistent work habits.

7. Microsoft Sticky Notes — quick thoughts, always visible

Use Sticky Notes in Windows to jot down short-term reminders and quick ideas. Notes sync across devices signed into your Microsoft account, so you can capture, find, and use your notes across apps and your favorite devices.

This app works best for information that needs to remain visible during the day, such as temporary reminders, prompts, or brainstorming fragments. Used intentionally, Sticky Notes reduces reliance on memory without adding organizational overhead.

8. Windows File Explorer — Faster file management

Finding the file you need shouldn’t be work itself. File Explorer in Windows makes files and folders easy to find. Pin favorite folders to Quick access, open File Explorer with the Windows logo key + E, and use Tabs to move between folders quickly, including files stored on OneDrive.

Gallery in File Explorer offers an efficient way to browse photos. View images from your phone, your PC, and cloud storage together in one place.

9. Productivity features in Microsoft Edge

Microsoft Edge, your AI browser, includes several productivity features designed to support focused work, such as:

• Copilot is your AI companion built right into your Edge browser, enabling you to browse smarter. And, with Copilot Vision, Copilot can see what you see and give you real-time personalized responses.
• Collections in Microsoft Edge helps you keep track of your ideas on the web. Use Collections to organize research materials, links, and notes in one location. You can drag multiple items into a collection simply by selecting the items and dragging them to the Collection of choice in the Collection list. Add text, images, and web links to your Collections.
• Vertical tabs and tab groups help manage complex browsing sessions. By switching to vertical tabs, you can see more of your screen, manage tabs from the side of your screen, and stay more organized while browsing.
• Immersive Reader provides distraction-free reading for articles and documents. Immersive Reader is designed to simplify web content, boost reading comprehension, and adapt to your reading style.
• Password Management in Edge helps make password security effortless. Use Password Management to create strong passwords, store them safely, and checks for security breaches. Edge auto-fills your password across your devices where you’re signed in and syncing passwords.

Get more done with built-in Windows apps for productivity

Windows includes a comprehensive set of built-in productivity apps that support planning, focus, organization, and automation. When used together, these tools form a capable system for getting more done without additional software.

Adopting one tool at a time allows habits to develop naturally and sustainably. Over time, small improvements in workflow lead to meaningful gains in productivity. Share your favorite built-in Windows tool or workflow tip to help others improve how they work.