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Before you split tasks and notes between two apps, prove that the data, links, reminders and daily workflow will survive the move. Inventory every field, confirm the exact export and import formats for your app pair, run a small trial migration, test the result on each device, and keep a recoverable copy of the original. An app advertising “import” support does not guarantee that your particular source data will arrive intact.
Start with a complete inventory of what must move
Do not begin by exporting everything. First list the information currently stored in your task manager, notes app or combined workspace. A migration can appear successful while silently dropping the details that make your system useful.
Record task and note content
- Task titles, descriptions and checklists.
- Due dates, start dates, time zones and recurring schedules.
- Reminders, notification times and snooze settings.
- Comments, discussion history and activity records.
- Attachments, images, scans, audio and file links.
- Tags, labels, folders, projects, sections and priorities.
- Completed, archived, deleted and delegated items.
- Notes, headings, tables, code blocks, embedded files and formatting.
Map the relationships between items
List every relationship that helps you understand why a task exists: a task linked to a meeting note, a project note containing several tasks, a file attached to one action, or a comment that explains a deadline. Decide whether each relationship must remain a clickable link, can become a copied reference, or may be recreated manually. A split setup has no value if you spend more time hunting for context than completing the task.
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Create two lists. The first contains information that would create legal, financial, operational or personal risk if lost—for example, recurring compliance tasks, client attachments or historical decisions. The second contains disposable material such as old checklists. This distinction determines how much verification and manual cleanup the migration deserves.
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Confirm the exact export and import route
Compatibility is specific to a source app, destination app, account type and file format. “Supports CSV” is not proof that two apps exchange the same columns, date syntax or hierarchy. Read the current export instructions for the source and the import instructions for the destination before committing to a full move.
Check both sides of the handoff
- Identify the source app’s export options, including whether export is available on your plan and device.
- Download or generate a small export in each offered format.
- List the destination app’s accepted formats and any stated size, row, attachment or plan limits.
- Compare the source columns, object types and hierarchy with the destination’s import mapping.
- Confirm whether the route is direct, requires an intermediate file, or needs a third-party converter. Treat an unverified converter as a separate risk.
Notion’s documentation lists supported app and file imports, while Evernote documents importing content from exported files. Those pages demonstrate available routes, not universal compatibility between every pair of applications: Notion’s import guide and Evernote’s import instructions.
Use a format matrix before you choose a route
| Question | What to verify | Why it matters |
|---|---|---|
| File type | CSV, native archive, HTML, Markdown, ZIP or another format accepted by both apps | A similarly named format may use different columns or structures. |
| Hierarchy | Projects, folders, notebooks, sections and subtasks | Flat imports can destroy the way you find work. |
| Attachments | Whether files are embedded, linked, exported separately or excluded | A task may look complete while its evidence is missing. |
| Account and plan | Personal versus team account, administrator permission and import limits | Features can vary by license or workspace policy. |
Test field preservation and formatting
Build a sample containing every field you depend on instead of testing a simple title-only task. Include a one-time task, a recurring task, a task with a reminder, a completed item, a tagged item, a comment, an attachment and a note with rich formatting. Export it, import it into a test project, and compare the two records side by side.
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Pay special attention to dates and recurrence
Todoist’s CSV documentation identifies unsupported or excluded attributes, and its backup documentation says recurring dates are included while recurring-date start dates are excluded. That means a CSV can preserve the fact that an item recurs without preserving the exact point at which the recurrence began. Check the relevant limitations in Todoist’s CSV documentation and Todoist’s backup documentation before relying on an export.
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Inspect formatting, not just text
Compare headings, bullet levels, tables, checkboxes, code, links, images and line breaks. Notion warns that imported content may need formatting cleanup; its import guidance should be treated as a reason to inspect a sample, not as a guarantee of visual equivalence. Search the imported copy for broken characters, duplicated paragraphs, empty pages and links that point to the old workspace.
Use a preservation table
| Data element | Sample to include | Pass condition | Failure response |
|---|---|---|---|
| Dates | Past, future and time-zone-sensitive dates | Date and time match the source | Check locale, time zone and destination date syntax. |
| Recurrence | Weekly task with a start date | Pattern and next occurrence are correct | Recreate the schedule manually if the start date is omitted. |
| Reminders | Reminder before a deadline | Notification appears at the intended time | Re-enter reminders and test on a real device. |
| Links | Task pointing to its supporting note | Link opens the intended item while signed in | Adopt a stable naming or URL convention and repair links. |
| Attachments | Image and downloadable file | File opens and retains its name | Export attachments separately and reconnect them. |
| Formatting | Heading, table, list and checkbox | Structure remains understandable | Clean up the imported note before deleting the source. |
Design the task-to-note relationship before you move anything
Choose one linking convention and apply it consistently. For example, give the task and its note the same project code, place a permanent note URL in the task description, or keep a project index note containing links to every active task. The best convention is the one that works in both apps and remains readable in a plain export.
Test the complete handoff
- Capture a new task from the fastest entry point on your phone and computer.
- Open its supporting note from the task, then return to the task without losing your place.
- Search for a distinctive phrase from the task and from the note.
- Change the title or due date and confirm which app is authoritative.
- Share an item with a colleague or family member if collaboration is part of your workflow.
- Work briefly offline, then reconnect and check for duplicate or conflicting edits.
Do not assume that links, shared permissions or cross-app search will be preserved. The behavior depends on the particular pair and account configuration, so make it a pass/fail test in your sample migration.
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Run a controlled sample migration
A trial protects the original system and exposes mapping problems while the data set is small. Use a test project or a separate destination workspace where possible.
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- Freeze the sample. Select a representative group and record its item count, folder structure and key links.
- Export the sample. Keep the original export file unchanged and note the format, date and account used.
- Import into isolation. Do not mix trial records with live work; add a clear “migration test” label or project.
- Count objects. Compare tasks, subtasks, notes, attachments and completed records with the source.
- Open high-risk items. Verify recurring schedules, reminders, links, permissions and attachments on every important device.
- Exercise the workflow. Create, complete, reschedule and search items as you would during a normal day.
- Log defects. Record each missing field or formatting problem, decide whether it can be repaired in bulk, and update your migration plan.
- Repeat after fixes. Run a second sample until the results meet your preservation requirements.
Check devices, synchronization and account boundaries
A migration is incomplete if the new arrangement works only in a browser or on one operating system. Verify the exact devices you use, offline behavior, notification delivery, sign-in requirements and synchronization delay.
Confirm platform coverage
- Install both apps on each required phone, tablet and computer.
- Check whether all features are available on the web, desktop and mobile versions.
- Test switching accounts if you separate personal and work data.
- Verify that accessibility features, keyboard shortcuts and widgets you rely on still exist.
Understand where the data lives
Microsoft documents Microsoft To Do apps for Android, iOS, Mac, Windows and the web. Its tasks are stored in Exchange and integrated with Outlook Tasks, and Microsoft notes that some visibility depends on licenses. Read Microsoft’s setup documentation and its data-storage and compliance guidance to confirm that this arrangement fits your account, organization and retention requirements.
Ask who controls the account, where synchronization occurs, how long deleted items remain recoverable, and whether an administrator can export or erase the data. A personal account, a company-managed account and a school account can have materially different policies even when the interface looks similar.
Keep a recoverable copy and define the rollback point
Retain the original workspace, the raw export and any attachment archive until the new setup has passed your trial period. Do not treat an export as a perfect backup: Todoist’s documentation shows that backup formats can have constraints, including limitations around recurring-date information.
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Use a simple rollback plan
- Stop editing the old and new systems simultaneously once the cutover begins.
- Record the cutover date and the last verified item count.
- Keep the source account accessible and avoid deleting it during the validation window.
- If critical data is missing, pause new imports, restore from the untouched export, and repair the mapping before trying again.
- After the retention period, archive rather than immediately destroy the source if policy allows.
Decide whether the split workflow is sustainable
Data fidelity is only half the decision. A two-app setup adds a handoff every time an idea becomes an action. Observe your real behavior for several days with the sample data.
| Workflow test | What good looks like | Warning sign |
|---|---|---|
| Capture | A new task takes one obvious action from any device. | You postpone capture because you must choose the correct app first. |
| Context retrieval | The supporting note opens from the task in seconds. | You search both apps or rely on memory. |
| Reminders | One system clearly owns notifications. | Duplicate, missing or contradictory alerts appear. |
| Completion | Finishing a task updates the place where progress is tracked. | Completed work remains open in the other app. |
| Sharing | People see the right item without extra account changes. | Permissions fail or expose unrelated private notes. |
| Offline use | Edits queue and synchronize predictably after reconnecting. | Conflicts create duplicate tasks or lost edits. |
If the split creates repeated copying, unclear ownership or missed reminders, keeping tasks and notes together—or moving only a clearly defined subset—may be safer than forcing a complete separation.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Common migration failures and fixes
| Symptom | Likely cause | Practical fix |
|---|---|---|
| Import is rejected | Unsupported format, size, encoding or account permission | Use the destination’s documented format, reduce the sample and confirm the account or plan. |
| Tasks import without projects | Hierarchy columns do not map | Create destination projects first or plan a controlled manual regrouping. |
| Recurring tasks shift | Recurrence syntax or start-date information is not preserved | Compare several future occurrences and recreate high-risk schedules. |
| Notes look wrong | Rich-text features differ between apps | Export a more suitable format, simplify formatting or clean up after import. |
| Links open nowhere | Internal URLs changed or require another account | Generate destination links after import and update the task-to-note convention. |
| Attachments are missing | Files were excluded or exported separately | Locate the attachment archive, verify file names and reconnect files manually. |
| Notifications do not arrive | Reminders were not imported, permissions are disabled or sync is delayed | Enable notifications, create a test reminder and establish one notification owner. |
| Duplicate items appear | The import was repeated or offline edits synchronized twice | Stop editing, identify the authoritative copy and deduplicate before the next run. |
Final go/no-go checklist
- Every must-preserve field has a known destination or a documented manual-recreation step.
- The exact source export and destination import formats are supported for your accounts.
- A representative sample has passed count, content, date, recurrence, link, attachment and formatting checks.
- New capture, search, sharing, reminders and completion work on the devices you actually use.
- You know where each app stores data, who controls the account and what license limitations apply.
- The original workspace and raw exports remain recoverable, with a written rollback point.
- One app is clearly responsible for each task, reminder and piece of context.
Proceed only when the checklist passes. If one critical field cannot be preserved and cannot be recreated safely, keep that data in the original system or redesign the split before moving the archive.
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Is CSV a safe universal format for moving tasks?
No. CSV is portable, but columns, recurrence details, hierarchy, attachments and formatting vary by application. Verify the specific source-to-destination mapping with a sample first.
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How long should I keep the old app after migration?
Keep it accessible, along with the untouched export and attachment files, until you have completed your validation period and are confident that reminders, links and historical records are correct. The appropriate period depends on how often you need to consult older data.
Should tasks or notes own the links between them?
Choose one authoritative direction and use it consistently—for example, a task contains the permanent note link, while a project index note lists active tasks. Test that convention on every device and account involved.
What if the destination app cannot preserve a critical field?
Do not delete the source. Recreate the field manually for high-risk items, retain a searchable export, or keep that category in the original app until a safer route exists.
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