Microsoft Teams review – Prices, features and value explained

Microsoft Teams has quickly established itself as one of the leading communication and collaboration platforms for businesses, especially within the Microsoft 365 ecosystem. This review will examine the features, costs, and suitability of Microsoft Teams as a phone system for UK businesses, helping you determine if it’s the right solution for your business needs.

Overview of Microsoft Teams as a business phone system

Microsoft Teams began as a collaboration tool, designed to enhance productivity with chat, file-sharing, and video calling features.

With the addition of calling capabilities through Microsoft Teams Phone, it has grown into a full-scale business phone system, offering essential VoIP functionality that many businesses require.

Integrated directly with Microsoft 365, it allows seamless access to documents, emails, and other tools that employees may need throughout their workday.

Key features of Microsoft Teams for business telephony

Unified communication platform

• Teams combines chat, video conferencing, and calling within a single interface, making it easy for users to switch between communication methods.
• Integration with Microsoft 365 allows for a unified user experience where employees can collaborate on files, schedule meetings, and manage tasks without leaving the app.

Cloud-based phone system (Microsoft Teams Phone)

• Microsoft Teams Phone offers a full VoIP solution that supports inbound and outbound calling, call forwarding, voicemail, and call queues.
• The cloud-based nature of Teams Phone ensures that employees can use the system from anywhere, ideal for remote and hybrid work environments.
• The platform is capable of integrating with existing PSTN lines, allowing for the replacement of traditional phone lines.

Advanced calling features

• Teams offers essential business phone features such as auto-attendants, call queues, and group call pick-up, helping businesses manage incoming calls efficiently.
• Users can set up custom hold music, configure direct routing, and route calls based on business hours.

Direct routing and operator connect

• Microsoft Teams supports direct routing, allowing businesses to connect their own SIP trunks to Teams through certified third-party providers. This flexibility enables businesses to continue using existing phone contracts while benefiting from Microsoft’s features.
• The Operator Connect feature enables businesses to purchase voice services directly through certified telecom providers without needing custom configurations.

Compliance and security

• Microsoft Teams is compliant with several industry standards, including GDPR, making it a secure choice for businesses handling sensitive data.
• Enhanced security features such as end-to-end encryption, multi-factor authentication, and access control allow organisations to keep communication secure.

Integration with business tools

• Microsoft Teams integrates with a wide range of applications, including CRM systems like Salesforce and project management tools like Trello and Asana. These integrations allow Teams to function as a central hub for daily business operations.

Device compatibility

• Teams is compatible with various devices, including Teams-certified desk phones, headsets, and meeting room systems, enabling businesses to scale their hardware setup according to their needs.

Costs of Microsoft Teams for business use

Microsoft Teams pricing for business use varies based on the plan chosen. Below is a breakdown of the typical options:

1. Microsoft Teams Essentials (£3 per user per month)
   • This is the basic plan, offering chat, collaboration, and video conferencing features but without telephony features. This plan is ideal for businesses seeking Teams as a collaboration platform but not as a phone system.
2. Microsoft 365 Business Basic (£4.50 per user per month)
   • This plan includes Teams alongside additional Microsoft 365 apps but lacks advanced phone system features. Suitable for small businesses that require basic collaboration tools.
3. Microsoft 365 Business Standard (£9.40 per user per month)
   • Offers enhanced collaboration features, email, and standard Microsoft 365 apps, but without the Teams Phone service.
4. Microsoft 365 Business Premium (£16.60 per user per month)
   • Provides Teams Phone as an add-on, offering features like PSTN calling, voicemail, and advanced security features. Businesses looking for full telephony capability will need to purchase Teams Phone or Microsoft Teams Calling Plan as a separate add-on.
5. Microsoft Teams Phone Add-on (£6 per user per month)
   • The Teams Phone add-on includes calling capabilities, enabling full use of the platform as a business phone system. Businesses seeking to replace traditional phone systems with VoIP functionality will need this add-on to enable PSTN calling.
6. Microsoft Teams Calling Plan (£9 per user per month for the UK calling plan)
   • This provides a dial pad, direct routing, and a UK-specific calling plan. Businesses can combine this with the Teams Phone add-on to create a complete phone system solution within Microsoft Teams.

Pros and cons of Microsoft Teams for business telephony

Pros – What we like

• Comprehensive collaboration: Microsoft Teams combines calling, chat, and document collaboration, eliminating the need for multiple platforms.
• Scalability: Teams can be adapted to meet the needs of small businesses and large enterprises alike, with flexible plans and add-ons.
• Integration: Seamlessly integrates with Microsoft 365 apps and third-party applications, helping to streamline workflow.
• Mobility and flexibility: The cloud-based platform supports remote work, allowing employees to access the system from anywhere with an internet connection.
• Security and compliance: Offers robust security and compliance features, including GDPR compliance and multi-factor authentication.

Cons – Potential drawbacks

• Complex pricing: The need for multiple add-ons can make the pricing structure complicated and costly, especially for small businesses.
• Reliance on internet connectivity: As a cloud-based system, Teams requires stable internet access, which may not be ideal in areas with poor connectivity.
• Learning curve: Some users may find the range of features and integration options overwhelming, leading to a longer onboarding period.

Review – Is Microsoft Teams the right choice for your business?

Microsoft Teams presents a compelling choice for businesses seeking a versatile and integrated platform that goes beyond just a phone system.

With features ranging from VoIP calling to team collaboration and advanced integrations, it can serve as a powerful central hub for communication and productivity.

However, its suitability depends on your business’s needs and budget:

• For businesses already using Microsoft 365, Teams offers a seamless solution with minimal setup, capitalising on existing familiarity with the Microsoft ecosystem.
• For remote or hybrid businesses, Teams’ cloud-based structure makes it highly adaptable for users working from different locations.
• For businesses prioritising affordability and a simple phone solution, Teams may not be the most budget-friendly choice, especially with the necessary add-ons for telephony.

Microsoft Teams reviews and ratings

Here is a list of ratings for Microsoft Teams based on major review sites:

• TrustRadius: Microsoft Teams scores an average of 8 out of 10 from over 5,700 reviews, with a significant portion of users rating it above 9. This platform highlights high satisfaction with features for communication, file sharing, and integration within the Microsoft ecosystem.
• G2: Microsoft Teams has a rating of 4.5 out of 5 from around 14,500 reviews. The reviews reflect praise for the platform’s ease of use, collaboration features, and screen-sharing functionality. Many users find it valuable for seamless communication and file sharing within teams.
• SoftwareAdvice: The platform maintains a 4 out of 5 rating here, with reviewers often mentioning the extensive integration capabilities with Microsoft 365 and the efficiency in managing workflows. However, some find the user interface overwhelming initially and note it can be resource-intensive on certain devices.

Overall, Microsoft Teams is consistently rated highly for its collaborative features, video calling, and integration with other Microsoft services. However, some users report challenges with usability for new users and minor performance issues on lower-spec hardware.

Microsoft Teams review – Final verdict

Microsoft Teams is well-suited for medium to large UK businesses that value an all-in-one platform for collaboration, communication, and calling.

Its ability to integrate with Microsoft 365 and other business tools makes it a practical choice for businesses already invested in the Microsoft ecosystem.

However, small businesses or those on tighter budgets may need to consider whether Teams’ layered pricing aligns with their needs or explore alternatives offering straightforward VoIP options.

In sum, Microsoft Teams can be an ideal solution for businesses looking for a multi-functional communication platform, but careful consideration of its costs and complexity is crucial before committing.

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