Top Free Desktop Reminder Tools for Windows & macOSStaying organized in a busy world often comes down to small systems that reliably remind you what matters. Desktop reminder apps give you persistent, visible cues — pop-ups, alarms, sticky notes, or scheduled notifications — without requiring a phone or cloud subscription. Below is a detailed guide to the best free desktop reminder tools for Windows and macOS, how they compare, setup tips, privacy and sync considerations, and recommendations for different use cases.
Why use a desktop reminder tool?
- Quick access: reminders appear on the screen you’re already using.
- Less friction: creating a reminder typically takes fewer steps than opening a phone app.
- Reduced distraction: many desktop apps are focused on reminders and avoid social feeds.
- Offline reliability: many work without internet connectivity.
Recommended free tools
1) Microsoft To Do (Windows, macOS via web/insider app)
Microsoft To Do is a lightweight task manager with cross‑platform support and tight integration with Windows notifications.
- Key features: tasks, due dates, reminders, subtasks (steps), lists, repeating tasks, My Day.
- Pros: integrates with Outlook and Windows Action Center; solid recurring reminders; free with a Microsoft account.
- Cons: macOS native app is less featureful than Windows version; requires Microsoft account.
- Best for: people who already use Microsoft services and want a simple task-based reminder system.
2) Google Keep (macOS via web/Windows via web or Progressive Web App)
Google Keep is a note-and-reminder app that works well as a lightweight reminder system via browser or PWA.
- Key features: notes, checklists, time- and location-based reminders, labels, color-coding, voice notes.
- Pros: very fast for quick notes and checklist reminders; cross-platform via browser; integrates with Google Calendar.
- Cons: desktop experience depends on browser/PWA; requires Google account.
- Best for: users who prefer a sticky-note style reminder approach tied to Google services.
3) Sticky Notes / Stickies (Windows Sticky Notes, macOS Stickies)
Simple, low-friction sticky note apps built into each OS.
- Key features: persistent note windows on desktop, formatting, quick creation.
- Pros: immediate, local, minimal setup; free and built-in.
- Cons: no built-in advanced scheduling or recurring alarms (Windows Sticky Notes integrates with Microsoft To Do for reminders); not ideal for long task lists.
- Best for: short reminders, visual cues, and temporary notes.
4) Rainlendar (Windows, macOS, Linux) — free version available
A desktop calendar/reminder app with customizable skins and local storage.
- Key features: calendar widgets, events, to-dos, alarms, customizable appearance.
- Pros: runs locally without cloud; supports iCal and Google Calendar syncing if desired.
- Cons: feature-limited free version; interface feels dated to some.
- Best for: users who want a local, calendar-style reminder widget on their desktop.
5) Wox / Ueli + Alarms (Windows/macOS through community plugins)
Launcher apps like Wox (Windows) or Ueli (cross-platform) can be extended with plugins to create quick reminders or alarms.
- Key features: quick command palette, plugins for timers, reminders, clipboard, file search.
- Pros: ultra-fast keyboard-driven reminder creation; highly extensible.
- Cons: requires configuration and community plugins; not a turnkey reminder app.
- Best for: power users who like keyboard workflows and custom scripts.
6) ToDoist (Free tier; Windows, macOS)
ToDoist offers a robust task manager with reminders in its paid tier, but basic scheduling and reminders via platform notifications are usable in free tier depending on platform.
- Key features: tasks, projects, labels, filters, recurring tasks, integrations.
- Pros: clean UI, cross-platform, powerful organization.
- Cons: advanced reminders (location-based and some device notifications) are restricted to premium; free tier still useful for scheduling.
- Best for: users who want to scale from free to paid later as needs grow.
7) Built-in Calendar Apps (Windows Calendar, Apple Calendar)
Both operating systems include calendar apps that support event alerts and notifications.
- Key features: events, alerts, recurring events, invitations, time-zone support.
- Pros: native notifications, integrates with system calendars and email.
- Cons: less focused for quick one-off reminders compared to dedicated apps.
- Best for: time-based event reminders and meeting alerts.
Comparison table
| Tool | Platforms | Offline/local | Recurring reminders | Sync across devices | Ease of use |
|---|---|---|---|---|---|
| Microsoft To Do | Windows, macOS (web) | Partial (local cache) | Yes | Yes | Easy |
| Google Keep | Web/PWA (Windows, macOS) | Partial | Yes | Yes | Very easy |
| Sticky Notes / Stickies | Windows, macOS | Yes | Limited | No | Very easy |
| Rainlendar (free) | Windows, macOS, Linux | Yes | Yes | Optional | Moderate |
| Wox / Ueli + plugins | Windows, macOS (Ueli) | Yes | Via plugins | Depends | Advanced |
| ToDoist (free) | Windows, macOS | Partial | Yes (basic) | Yes | Easy |
| Built-in Calendar | Windows, macOS | Yes | Yes | Yes | Moderate |
How to pick the right tool
- If you want tight OS integration and Outlook syncing: choose Microsoft To Do.
- For sticky-note style quick reminders: use built-in Sticky Notes/Stickies or Google Keep (PWA).
- For a desktop calendar view with local control: try Rainlendar.
- If you’re a keyboard-focused power user: set up Wox/Ueli with reminder plugins.
- If you want cross-device continuity with advanced features later: start with ToDoist free and upgrade when needed.
Setup and productivity tips
- Keep reminders short and actionable (e.g., “Email project update to Anna by 3 PM”).
- Use recurring reminders for habits (daily stand-up, bill payments) rather than manually recreating each instance.
- Combine a quick-capture method (keyboard shortcut, widget, or system tray) with a consolidated daily review.
- Use categories or lists for context (Work, Personal, Errands).
- Limit intrusive alarms to critical items; prefer subtle notifications for low-priority reminders.
Privacy & sync considerations
- Built-in and local apps (Sticky Notes, Rainlendar local mode) keep data on your machine and do not require accounts.
- Cloud-based tools (Microsoft To Do, Google Keep, ToDoist) offer sync and backup but require accounts and store metadata in their services. If privacy is a priority, prefer apps that support local storage or self-hosted calendars.
Quick setup examples
- Microsoft To Do (Windows)
- Install from Microsoft Store or use preinstalled app.
- Sign in with Microsoft account.
- Click “New task” → type task → set “Remind me” to choose date/time or repeat.
- Rainlendar (both OS)
- Download free version from official site.
- Install, add events or to-dos, right-click an item to set alarms.
- Optional: import an .ics calendar or link Google Calendar for syncing.
- Google Keep (PWA)
- Open keep.google.com in Chrome/Edge.
- Install as app (three-dot menu → Install app).
- Create note → click “Remind me” (time or location).
Final recommendations
- For most Windows users: Microsoft To Do for task-oriented reminders and built-in notification support.
- For minimal, no-account reminders: use Sticky Notes/Stickies or Rainlendar in local mode.
- For cross-platform quick notes: Google Keep (PWA) or ToDoist free tier.
Choose one primary tool and a single quick-capture path (keyboard shortcut, tray icon, or widget). The habit of capturing a reminder immediately matters more than which app you pick.
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