Choosing a reliable phone system is crucial for any business, especially with remote work and hybrid models on the rise. Two leading options in the market, RingCentral and Microsoft Teams, offer robust communication tools but differ in their core strengths, features, and pricing structures. Here’s a comprehensive comparison of RingCentral vs Microsoft Teams to help businesses make an informed decision.
Overview of RingCentral vs Microsoft Teams
| Feature | RingCentral | Microsoft Teams |
|---|---|---|
| Core focus | Dedicated VoIP and unified communications platform for phone, messaging, and video | Collaboration platform with integrated voice and video capabilities, especially strong for Microsoft 365 users |
| Voice calling | High-quality VoIP with unlimited domestic calls and competitive international rates | Requires Microsoft Teams Phone System add-on for PSTN calls, limited telephony features by comparison |
| Video conferencing | Up to 200 participants (varies by plan), includes screen sharing, recording, and HD video | Up to 1,000 participants for video calls, robust features for larger meetings and webinars |
| Messaging | Team messaging with channels, direct messaging, file sharing, and emojis | Integrated chat for messaging within Teams, strong collaboration tools for document sharing |
| Collaboration tools | Limited to messaging and VoIP; integrates with third-party apps for project management | Extensive collaboration within Microsoft 365; supports Office apps, SharePoint, OneDrive, and more |
| Integrations | Over 200 integrations, including Salesforce, Slack, and Google Workspace; APIs for custom integrations | Native Microsoft 365 integrations, limited third-party app integrations beyond the Microsoft ecosystem |
| Mobile app experience | Fully functional mobile app with access to all communication features, including VoIP | Mobile app provides full Teams functionality; requires add-on for full telephony capabilities |
| Security | End-to-end encryption, HIPAA, and GDPR compliant; globally distributed network for high reliability | Enterprise-grade security with end-to-end encryption; built-in compliance for Microsoft’s security standards |
| Pricing | Plans start at £8.99/user/month for Essentials; Standard (£14.99), Premium (£19.99), and Ultimate (£22.99) tiers | Free with Microsoft 365; Business Voice add-on for phone system costs an extra £12/user/month |
| Ideal for | Businesses needing a dedicated, scalable VoIP phone system with flexibility in app integration | Businesses already invested in Microsoft 365 looking for a seamless collaboration and communication platform |
RingCentral is a dedicated VoIP and unified communications provider. Known for its ease of use and extensive features, it offers reliable business telephony, video conferencing, and messaging capabilities. Built primarily for businesses seeking a fully integrated, flexible communication platform, RingCentral offers a comprehensive suite of services that scales with business needs.
Microsoft Teams, part of the Microsoft 365 ecosystem, is a powerful collaboration tool with integrated messaging, video, and file sharing. Initially designed as a productivity and collaboration hub, Teams has grown to include voice calling features, positioning itself as an alternative to traditional business phone systems. It’s ideal for businesses already using Microsoft 365 products and looking to extend their communication channels seamlessly.
Cutting edge payroll software
- Powerful and easy to use
- HMRC & RTI compliant
- Used by payroll pros
The CRM platform to grow your business
- Great for entrepreneurs
- Powerful data analytics
- Manage sales and data
Powerful web builder and advanced business tools
- Great for startups
- Powerful web page builder
- E-commerce available
Supercharged content planning
- Great for marketing
- Better than lists or sheets
- Manage social media
Create a new website in 10 minutes. Easy.
- Launch your website fast
- Powerful data intuitive
- No coding skills needed
Key features comparison
1. Voice and video calling
- RingCentral: Provides high-quality VoIP calling with unlimited domestic calls and competitive rates for international calls. Video meetings support up to 200 participants on higher plans, making it suitable for large team meetings or webinars. Advanced features include call recording, analytics, and custom caller ID.
- Microsoft Teams: Offers a robust video conferencing tool, supporting up to 1,000 participants in video calls and large-scale webinars. However, its phone system functionality is an add-on rather than a core feature, requiring the Microsoft Teams Phone System license for PSTN connectivity. This may limit its attractiveness for businesses looking specifically for an integrated VoIP platform.
2. Collaboration and messaging
- RingCentral: Features a dedicated team messaging app with channels, direct messaging, and file sharing, supporting seamless communication across departments. Integrations with popular project management tools enhance its team collaboration functionality.
- Microsoft Teams: As a Microsoft product, Teams is deeply integrated with the 365 suite, allowing seamless collaboration on documents, spreadsheets, and presentations within the app. Its collaborative features are unparalleled for businesses using Microsoft tools, with native access to SharePoint, OneDrive, and Office applications.
3. Integrations and compatibility
- RingCentral: Integrates with over 200 applications, including Salesforce, Slack, and Google Workspace, offering flexibility for companies using various software suites. Custom API options are available for advanced integrations.
- Microsoft Teams: Designed to work within the Microsoft ecosystem, it integrates natively with Microsoft 365 applications but supports fewer third-party integrations compared to RingCentral. Businesses reliant on Microsoft services will benefit most, but the platform does support some popular third-party integrations.
4. Mobile app experience
- RingCentral: The RingCentral app is user-friendly, offering robust mobile functionality with access to call management, video conferencing, messaging, and voicemail, making it easy to stay connected on the go.
- Microsoft Teams: The Teams mobile app provides a similar experience, allowing users to participate in meetings, chat, and collaborate on files from anywhere. However, for full telephony features, the additional Teams Phone System setup is required.
5. Security and reliability
- RingCentral: Offers a highly secure platform with end-to-end encryption, HIPAA compliance for healthcare, and GDPR compliance, ensuring data security. Its service uptime is also robust, supported by a globally distributed data network.
- Microsoft Teams: As part of the Microsoft environment, Teams offers enterprise-grade security, compliance features, and end-to-end encryption. Microsoft’s data centres are reliable and secure, making Teams a dependable choice for security-conscious businesses.
Pricing comparison – RingCentral vs Microsoft Teams
Pricing is a key factor when selecting a phone system, especially for businesses managing costs closely.
- RingCentral: Plans start from £8.99 per user per month for the Essentials plan, which includes message, video, and basic phone features. The Standard plan, starting at £14.99 per user per month, includes a multi-level auto attendant and integrations with popular apps, while the Premium plan at £19.99 per user per month adds CRM integrations and advanced analytics. The Ultimate plan at £22.99 offers more advanced analytics and device status reports, suitable for large businesses.
- Microsoft Teams: Teams itself is free with Microsoft 365 plans, but to enable phone system functionality, businesses need Microsoft 365 Business Voice, which costs an additional £12 per user per month on top of the regular Microsoft 365 plan cost. This makes it a higher-cost option for those primarily seeking a phone system, but competitive for companies already invested in the Microsoft ecosystem.
Pros and cons
RingCentral pros:
- Feature-rich VoIP solution, ideal for businesses looking for a dedicated phone system.
- Affordable entry-level plans with scalable options.
- Broad compatibility with third-party software for enhanced flexibility.
RingCentral cons:
- Limited integration with the Microsoft 365 suite, which may be a drawback for businesses using Microsoft tools.
- Advanced features can come with additional costs.
Microsoft Teams pros:
- Deep integration with Microsoft 365, ideal for collaboration and document sharing.
- Powerful team collaboration tools, perfect for companies already using Microsoft.
- High-quality video conferencing with large participant limits.
Microsoft Teams cons:
- Additional cost for the phone system functionality makes it a pricier option.
- Limited VoIP functionality compared to dedicated platforms like RingCentral.
Which option is best for your business?
- Choose RingCentral if: Your business needs a dedicated phone system with extensive VoIP functionality, and you’re looking for a flexible, easy-to-use platform that integrates well with other software. It’s also a more affordable option if you’re looking specifically for business telephony without additional collaboration tools.
- Choose Microsoft Teams if: You’re already using Microsoft 365 and need a collaborative platform that includes telephony as an add-on. Teams offers a unified experience for businesses that prioritise collaboration, file sharing, and native integration with Microsoft tools, though it may come at a higher overall cost if the main focus is on telephony.
Conclusion – RingCentral vs Microsoft Teams
Both RingCentral and Microsoft Teams bring unique strengths to the table.
RingCentral excels as a dedicated business VoIP platform with comprehensive phone features, ideal for businesses needing a robust phone system with integrations across various software.
Microsoft Teams, meanwhile, is a strong choice for businesses already embedded in the Microsoft 365 ecosystem, with unmatched collaboration features and the flexibility to add phone system functionality as needed.
Consider your primary needs—whether it’s telephony or collaboration—and your existing tech stack when making your decision.
Both platforms offer trial periods, allowing you to explore their functionalities to find the best fit for your business.
FAQ
Yes, both can handle large meetings. Microsoft Teams supports up to 1,000 participants, suitable for webinars and large events. RingCentral supports up to 200 participants, which meets most business needs, especially for regular team meetings and client calls.
RingCentral is better suited as a dedicated phone system with VoIP features like call recording and advanced analytics. Microsoft Teams, on the other hand, requires an additional licence for PSTN connectivity, making it less comprehensive for those who need a primary phone system.
Yes, both platforms offer team messaging. RingCentral provides channels, direct messaging, and file sharing. Microsoft Teams integrates chat within project channels and across departments, offering a robust messaging experience tailored to collaboration within the Microsoft 365 ecosystem.
RingCentral integrates with over 200 third-party apps, including Salesforce and Google Workspace. Microsoft Teams has fewer third-party integrations but excels within the Microsoft 365 suite, offering seamless compatibility with Outlook, SharePoint, and other Microsoft tools.
Microsoft Teams can be cost-effective for businesses already using Microsoft 365, although adding full phone functionality requires an extra fee. RingCentral, starting at £8.99 per user, offers dedicated VoIP plans that may be more budget-friendly if telephony is your main focus.
Both apps offer calling, messaging, and meetings on the go. RingCentral focuses on VoIP functionality, while Microsoft Teams extends into collaboration and document sharing. However, for full telephony, Teams requires the Microsoft Phone System add-on, which may limit its mobile capabilities.
Both platforms offer strong security measures. RingCentral provides end-to-end encryption, HIPAA, and GDPR compliance. Microsoft Teams also prioritises security with enterprise-grade protection, aligning with Microsoft’s compliance standards, making either option suitable for data-sensitive industries.
Yes, Microsoft Teams integrates seamlessly with Microsoft 365 apps like Outlook, OneDrive, and SharePoint. RingCentral can still be used alongside these tools, but it lacks the native integration that Teams offers, making Teams ideal for businesses already embedded in the Microsoft ecosystem.
Yes, both support video calls. RingCentral allows up to 200 participants, with screen sharing and recording options. Microsoft Teams supports up to 1,000 participants, making it well-suited for larger webinars or company-wide meetings.
RingCentral can integrate with some Microsoft apps, including Outlook, but lacks the deep integration of Microsoft Teams within the Microsoft 365 environment. For businesses prioritising seamless compatibility across Microsoft tools, Teams may be the more convenient choice.