TL;DR:
- Todo.txt is a plain‑text file format created by Gina Trapani in 2006 to manage tasks in a simple and portable way.
- The system is based on one fundamental rule: one line equals one task, with support for priorities, projects, contexts and dates.
- The approach favours simplicity and universality: no software dependencies, easy synchronisation and editing in any text editor.
- An ecosystem of applications exists for mobile, desktop and web, all while maintaining compatibility with the original text format.
- Todo.txt integrates perfectly with productivity methodologies such as GTD (Getting Things Done) thanks to its flexibility.
1. The origins and philosophy of the standard
Todo.txt has its roots in a revolutionary initiative launched by Gina Trapani, founder of Lifehacker, in 2006. This approach responds to a common frustration: the growing complexity of proprietary task managers that end up hindering productivity rather than improving it.
The core philosophy is built on three fundamental principles. First, plain text as a universal format: unlike proprietary databases, a text file can be read on any operating system, edited with any software and easily synchronised. Next, simplicity as a driver of productivity: rather than wasting time configuring and maintaining a complex system, todo.txt lets you focus on what matters — getting tasks done. Finally, portability and durability of data: your tasks truly belong to you and are not dependent on any third‑party service.
2. Structure and syntax of the format
The todo.txt format relies on a minimalist yet powerful syntax. Each task occupies a single line and can include several optional metadata items structured in a precise way.
Anatomy of a complete task
A task may contain the following elements in a specific order: completion status (x), completion date, priority in parentheses from (A) to (Z), creation date, task description, contexts prefixed with @, projects prefixed with +, and key:value extensions.
Concrete example: x 2025‑06‑16 (A) 2025‑06‑01 Finalise client presentation @office +ProjectAlpha due:2025‑06‑15
Managing priorities and organisation
The priority system uses letters from (A) for the highest priority to (Z) for the lowest. Contexts (@office, @phone, @shopping) group tasks by location or required resources, a concept popularised by Getting Things Done. Projects (+ProjectAlpha, +Renovation) organise tasks by long‑term objective.
3. Advantages and use cases
Todo.txt excels in several areas thanks to its intrinsic simplicity. Its first advantage is speed: adding a task takes only a few seconds, with no navigating through complex menus. Interoperability is also a major strength: the file can be edited simultaneously in a text editor, a dedicated mobile app or via command‑line scripts.
The flexibility of the format allows it to be adapted to different working methods. For GTD enthusiasts, todo.txt naturally integrates with the concepts of contexts and projects. Developers particularly appreciate the command‑line interface, which lets them automate task management and create custom scripts.
4. Ecosystem of applications and tools
The todo.txt ecosystem has grown considerably since it was created. On mobile, apps like Todo.txt for Android offer synchronisation with Dropbox or Google Drive while respecting the original format. On desktop, tools like Sleek or Visual Studio Code extensions enable advanced editing with syntax highlighting.
The command‑line interface remains the reference tool for power users, offering automatic archiving, powerful filtering and custom extensions. Web applications also allow you to access your tasks from any browser.
5. Integration with productivity methodologies
Todo.txt adapts remarkably well to different task‑management approaches. For the Getting Things Done method, the context and project system matches Allen’s principles, allowing tasks to be processed according to location and available resources.
Transitioning to todo.txt from other systems can be done gradually. You simply start by migrating your current tasks into a simple text file, then gradually adopt the formatting conventions and associated tools.
6. Limitations and considerations
Todo.txt is not without limitations. The format does not natively support multi‑line tasks, which can limit detailed descriptions of complex projects. Dependencies between tasks and subtasks are not built into the standard, although community extensions attempt to address these gaps.
For larger teams, the lack of advanced collaborative features can be an obstacle, as can the absence of native push notifications. However, these limitations are often offset by the system’s simplicity and speed of use.
A word from Blue Fox
At Blue Fox, we regularly help organisations optimise their working processes. Todo.txt is a minimalist option for teams looking to simplify their task management without sacrificing efficiency. Our expertise in digital transformation allows us to guide you in adopting this type of minimalist tool while integrating it seamlessly into your existing technology ecosystem.
#DigitalProductivity #TaskManagement #TodoTxt #SimplicityAtWork #PersonalOrganisation #GTD #PlainText #OpenTools
Sources:
- Todo.Txt format – GitHub (https://github.com/todotxt/todo.txt)
- Todo.txt: Future‑proof task tracking in a file you control (http://todotxt.org)
- todo.txt‑cli Usage – GitHub (https://github.com/todotxt/todo.txt-cli/blob/master/USAGE.md)
- Todo.txt – Family Historian User Group – Knowledge Base (https://www.fhug.org.uk/kb/kb-article/todo-txt/)
- Processing of todo.txt tasks – Racket Documentation (https://docs.racket-lang.org/todo-txt/index.html)
- Todo.txt Syntax Overview – SwiftoDo (https://swiftodoapp.com/todotxt-syntax/syntax-overview/)
- todotxt‑mode – Visual Studio Marketplace (https://marketplace.visualstudio.com/items?itemName=davraamides.todotxt-mode)
- How I Organise My Todo.txt File – Plaintext Productivity (http://plaintext-productivity.net/1-03-how-i-organize-my-todo-txt-file.html)
- Gina Trapani – The Official Website (https://ginatrapani.org)
- How Lifehacker’s Founder Gets Things Done (and Stays Sane) (https://www.todoist.com/inspiration/lifehacker-gina-trapani)
- Gina Trapani | EBSCO Research Starters (https://www.ebsco.com/research-starters/biography/gina-trapani)
- I''m Gina Trapani, and This Is How I Work – Lifehacker (https://lifehacker.com/im-gina-trapani-and-this-is-how-i-work-5932887)
- This Simple Text Document Could Replace Your Calendar App (https://lifehacker.com/tech/this-simple-text-document-could-replace-your-calendar-app)
- Why Todo.txt? – Plaintext Productivity (http://plaintext-productivity.net/1-01-why-todo-txt.html)
- Todo.txt for Android – Apps on Google Play (https://play.google.com/store/apps/details?hl=en_NZ&id=net.c306.ttsuper)