When choosing a new phone system for your business, Microsoft Teams and Zoom are two of the most prominent contenders. Both platforms offer robust communication tools tailored for businesses of various sizes. However, each platform has unique features, pricing structures, and integration capabilities that can make a significant difference depending on your business needs. Here’s a full comparison of Microsoft Teams vs Zoom to help you decide which might be the better fit for your organisation.
Microsoft Teams vs Zoom
| Feature | Microsoft Teams | Zoom |
|---|---|---|
| Core Purpose | Comprehensive collaboration and communication platform within the Microsoft 365 ecosystem | Primarily a video conferencing and webinar platform with expanding phone system and messaging capabilities |
| Messaging & Channels | Channels organised by teams/projects, threaded conversations, file sharing, integrated search | Basic team chat with one-on-one and group messaging, file sharing, and notifications |
| Meetings & Video Calls | HD video/audio, screen sharing, live captions, background blur, breakout rooms, meeting recording | HD video/audio, screen sharing, virtual backgrounds, breakout rooms, cloud recording, webinar hosting |
| Phone System | Full PBX system with Teams Phone add-on, including call forwarding, voicemail, auto-attendants, external calling plans starting at £6.50 per user/month | Zoom Phone offers a cloud-based PBX with basic call management features, starting at around £10 per user/month |
| Collaboration Tools | Deep integration with Microsoft Office apps (Word, Excel, PowerPoint), SharePoint for document collaboration, real-time editing | Limited collaboration tools; integrates with third-party apps like Google Workspace and Slack |
| Integrations | Extensive integrations within Microsoft 365 ecosystem; supports popular third-party apps such as Salesforce, Trello, and Asana | Integrates with Google Workspace, Slack, and Microsoft 365 but lacks deep integration with Microsoft’s productivity tools |
| Security & Compliance | End-to-end encryption, multi-factor authentication, data loss prevention, GDPR and HIPAA compliance; benefits from Microsoft’s advanced security infrastructure | End-to-end encryption, multi-factor authentication, GDPR compliance, meeting passcodes, waiting rooms; improved security infrastructure in recent years |
| User Experience & Interface | Feature-rich interface that may feel complex initially, but integrates seamlessly with Microsoft 365 apps | Simple, user-friendly interface; prioritises ease of use, ideal for video-focused businesses |
| Video Quality | High-definition video quality, suitable for business meetings and presentations | High-definition video quality with strong audio-video synchronisation, generally praised for its reliability |
| Scalability | Suitable for businesses of all sizes, especially those with complex collaboration needs | Scales well for small to large businesses, especially those focused on video communication and events |
| Webinars & Virtual Events | Capable but limited compared to Zoom; better suited to internal and smaller-scale meetings | Zoom Webinars and Zoom Events support large-scale virtual events with dedicated webinar features |
| Breakout Rooms | Available for dividing meeting participants into smaller groups | Available, widely praised for its ease of use in educational and workshop settings |
| Recording & Transcriptions | Cloud recording available with certain plans, transcription available for some users | Cloud recording available for Pro and above, transcripts available at Business level and higher |
| Pricing for Basic Plan | Microsoft 365 Business Basic: £4.50 per user/month for essential features, Teams, and web/mobile versions of Office apps | Zoom Pro: £11.99 per user/month, includes up to 100 participants, cloud recording, and basic reporting |
| Pricing for Business Plan | Microsoft 365 Business Standard: £9.40 per user/month; includes desktop Office apps and enhanced Teams features | Zoom Business: £15.99 per user/month; supports up to 300 participants, meeting transcripts, and advanced admin controls |
| Enterprise Options | Business Premium (£16.60 per user/month) adds advanced security features, device management | Zoom Enterprise offers custom pricing for large organisations, up to 500 participants, unlimited cloud storage, and enhanced admin tools |
| Calling Plans | Add-ons for Microsoft Teams Phone start at around £6.50 per user/month with UK-based calling plans ranging from £9 to £20 per user/month depending on call minutes | Zoom Phone plans start at around £10 per user/month, with additional costs for specific calling features |
| Pros | – Deep integration with Microsoft 365 – Advanced security features – Comprehensive collaboration tools – Ideal for businesses within the Microsoft ecosystem | – Simple, intuitive interface – Excellent video and audio quality – Affordable for video-focused businesses – Well-suited for hybrid/virtual events and webinars |
| Cons | – Can feel complex for new users – Potentially higher costs for full phone system – Less streamlined for video-only businesses | – Limited integration with Microsoft Office – Fewer collaboration tools compared to Teams – Security features less robust than those of Microsoft’s enterprise solutions |
| Best Suited For | Businesses heavily invested in Microsoft 365, requiring strong collaboration tools and integration with productivity apps | Businesses prioritising video conferencing and events, or requiring a simple, high-quality video-first platform for virtual meetings and webinars |
Key features comparison
Microsoft Teams
Microsoft Teams is designed to be an all-in-one workspace for communication and collaboration, with features that cater to businesses seeking an integrated experience with other Microsoft 365 tools.
- Messaging and channels: Microsoft Teams allows for robust messaging within channels, organised around teams or projects. These channels provide threaded conversations, file sharing, and search functionality, making it easy to keep track of ongoing discussions.
- Meetings and calls: Teams supports HD video and audio calls, with options for screen sharing, meeting recording, live captions, and background blur. It also includes breakout rooms, a useful feature for workshops and team-based discussions.
- Collaboration tools: With Microsoft’s suite of productivity tools (e.g., Word, Excel, PowerPoint) embedded in Teams, it offers seamless document collaboration. Real-time editing and integration with SharePoint further enhance team productivity.
- Phone system: Microsoft Teams Phone offers a full PBX system that allows for calling to external numbers, along with features like call forwarding, voicemail, and auto-attendants. It supports integration with on-premise telephony infrastructure if required.
- Security and compliance: Microsoft Teams benefits from Microsoft’s extensive security infrastructure, including end-to-end encryption for meetings, data loss prevention, and multi-factor authentication (MFA).
Zoom
Zoom is known for its user-friendly interface and high-quality video calling capabilities, which has helped it gain popularity among businesses worldwide.
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- Meetings and webinars: Zoom’s core offering is its video conferencing tool, which provides HD video and audio with features like virtual backgrounds, breakout rooms, screen sharing, and webinar hosting. Zoom Events adds a layer for businesses looking to host large virtual events.
- Zoom Phone: Zoom’s cloud-based phone system integrates with its core video platform, offering features such as call forwarding, voicemail, and call recording. The interface is straightforward, with intuitive call management tools for easy use.
- Messaging and collaboration: Zoom’s team chat includes file sharing, one-on-one and group messaging, and notifications. Although Zoom’s messaging features are more limited than Microsoft Teams, they cover essential communication needs.
- Integrations: Zoom integrates with popular tools like Slack, Google Workspace, and Microsoft 365, among others. However, it doesn’t offer the same depth of integration with productivity tools as Microsoft Teams.
- Security: Zoom offers end-to-end encryption for meetings and has implemented features such as waiting rooms and passcode protection to enhance meeting security. Zoom’s commitment to security has significantly improved in recent years, addressing many previous concerns.
Costs comparison – Microsoft Teams vs Zoom
Microsoft Teams pricing
Microsoft Teams is part of the Microsoft 365 suite, and its pricing depends on the Microsoft 365 plan you choose.
- Microsoft 365 Business Basic (£4.50 per user/month): Includes Teams, Exchange, OneDrive, and SharePoint, along with web and mobile versions of Word, Excel, and PowerPoint.
- Microsoft 365 Business Standard (£9.40 per user/month): Offers everything in Business Basic plus desktop versions of Office apps and additional business services.
- Microsoft 365 Business Premium (£16.60 per user/month): Adds advanced security and device management features to the Business Standard package.
For organisations needing external calling, Microsoft Teams Phone add-ons start at around £6.50 per user/month, with additional calling plan charges depending on the number of minutes required. UK-based calling plans can range from £9 to £20 per user/month based on usage.
Zoom pricing
Zoom offers a variety of pricing tiers based on the features required, with separate pricing for Zoom Meetings, Zoom Phone, and Zoom One, which bundles services.
- Zoom Pro (£11.99 per user/month): Allows meetings with up to 100 participants, along with cloud recording and basic reporting features.
- Zoom Business (£15.99 per user/month): Supports up to 300 participants, recording transcripts, and admin dashboard features, suitable for small to medium-sized businesses.
- Zoom Enterprise (Custom pricing): For larger organisations, with support for up to 500 participants, unlimited cloud storage, and advanced admin capabilities.
For Zoom Phone, pricing starts at around £10 per user/month for basic functionality, with add-on costs for additional features, such as call queues or external calling. Custom plans for UK calling are available through Zoom, with rates based on call volumes.
Integration and compatibility
Both Microsoft Teams and Zoom offer a broad range of integrations, although Microsoft Teams holds a distinct advantage for organisations already invested in Microsoft 365.
- Microsoft Teams: Seamlessly integrates with Microsoft 365 apps like Outlook, OneDrive, and SharePoint. Teams also supports third-party apps, including Asana, Trello, and Salesforce, but the experience is most streamlined when used with Microsoft’s ecosystem.
- Zoom: Integrates with a range of productivity tools, including Google Workspace, Slack, and Microsoft 365, offering flexibility for businesses that do not rely solely on Microsoft products. Zoom’s integration with other video platforms can also be beneficial for event-focused businesses.
User experience and ease of use
Microsoft Teams
Microsoft Teams is feature-rich, but this can make it feel overwhelming for new users. For businesses already using Microsoft 365, the interface will feel more intuitive, and the learning curve will be less steep. Teams provides a seamless transition between chat, video, and document sharing, making it ideal for collaborative work.
Zoom
Zoom is widely known for its user-friendly interface, which prioritises simplicity and efficiency. For businesses prioritising video communication over integrated productivity tools, Zoom’s intuitive design makes it a top choice. The straightforward video interface allows users to join or host meetings with minimal setup, which has contributed to its widespread adoption.
Security and compliance
Both platforms offer robust security measures, but Microsoft Teams benefits from Microsoft’s extensive focus on enterprise security, which can be a significant advantage for organisations in regulated industries.
- Microsoft Teams: End-to-end encryption, MFA, and granular admin controls make Microsoft Teams highly secure. It also complies with GDPR, HIPAA, and other standards, making it suitable for businesses with stringent compliance requirements.
- Zoom: Zoom has enhanced its security features in recent years, now offering end-to-end encryption, MFA, and various meeting protection tools. It is compliant with GDPR and other industry standards, although some businesses with more complex security needs might prefer the extensive compliance options available with Microsoft.
Pros and cons
| Microsoft Teams | Zoom |
|---|---|
| Pros | Pros |
| Integrated with Microsoft 365 | User-friendly and easy to set up |
| Robust security features | Excellent video and audio quality |
| Comprehensive collaboration tools | Affordable for video-focused businesses |
| Ideal for businesses invested in Microsoft | Scales well with hybrid and virtual event needs |
| Cons | Cons |
| Higher learning curve for new users | Limited integration with Microsoft 365 features |
| Can be more costly for telephony needs | Limited collaborative tools compared to Teams |
Which is right for your business?
The choice between Microsoft Teams vs Zoom ultimately comes down to the specific needs of your business.
If your business relies heavily on Microsoft 365 for document management, collaboration, and productivity, Microsoft Teams will offer a cohesive experience, particularly with its integration of Office apps and cloud-based telephony.
On the other hand, if your business prioritises video communication, webinar hosting, or large virtual events, Zoom is a strong contender. Its user-friendly interface and specialised features make it ideal for companies where video communication is the primary focus, and it is especially well-suited to hybrid or virtual events.
Final verdict – Microsoft Teams vs Zoom
- Choose Microsoft Teams if you need a comprehensive communication and collaboration tool, especially if you’re already using Microsoft 365 and want to keep everything within a single platform.
- Choose Zoom if your main focus is high-quality video calls, webinars, or virtual events, and you’re looking for an intuitive, cost-effective solution without the need for advanced productivity integrations.
Each platform offers unique advantages, and both are reliable choices for UK businesses. Consider trialling both options if possible, as hands-on experience with the platforms can be invaluable in making the best decision for your team.
FAQ – Microsoft Teams vs Zoom comparison
Zoom is often praised for its high-quality video and audio synchronisation, making it ideal for video calls. Microsoft Teams also offers HD video quality but is designed more as a complete communication and collaboration tool, while Zoom is focused primarily on video calling and webinars.
Yes, Microsoft Teams has deep integration with Microsoft 365 apps, like Outlook, Word, and SharePoint. Zoom integrates with Microsoft 365 too, but Teams offers a more seamless experience, especially for businesses already using Microsoft’s productivity tools as it allows for extensive in-app collaboration.
It depends on the plan and required features. Zoom Pro starts at £11.99 per user/month, while Microsoft 365 Business Basic is £4.50 per user/month. However, Teams Phone add-ons for calling may increase the overall cost, so Zoom can be more affordable if your focus is on video conferencing.
Zoom is often considered more user-friendly and intuitive, especially for video-first users. Microsoft Teams is feature-rich, which may make it feel more complex, particularly for new users. However, Teams integrates tightly with Microsoft 365, making it simpler for those already using Microsoft tools.
Both platforms support large virtual events, but Zoom is known for its robust webinar features and Zoom Events, which is ideal for large-scale gatherings. Microsoft Teams can handle webinars and meetings but may not match Zoom’s focus and specialised features for event hosting.
Microsoft Teams generally offers more extensive security options, benefiting from Microsoft’s strong enterprise security infrastructure, including GDPR and HIPAA compliance. Zoom has made significant security improvements in recent years and now offers end-to-end encryption, but Teams remains the preferred choice for regulated industries.
Yes, both offer phone system capabilities. Microsoft Teams Phone provides a full PBX solution integrated with Teams, while Zoom Phone offers a simpler, cloud-based system. Microsoft Teams Phone may be better for larger businesses with complex needs, while Zoom Phone is more straightforward and accessible.
Yes, both platforms are suitable for small businesses. Zoom’s simple interface and lower cost make it appealing for small businesses focusing on video. Microsoft Teams provides comprehensive collaboration tools, making it ideal for small businesses needing an all-in-one workspace, especially if using Microsoft 365.
Microsoft Teams is superior for internal collaboration, offering channels, threaded conversations, and document sharing within its workspace. It seamlessly integrates with Office tools, making it highly collaborative. Zoom, while capable of messaging and file sharing, is primarily designed for meetings and webinars rather than full collaboration.
Zoom can integrate with Microsoft 365, allowing users to schedule meetings and manage files. However, it doesn’t offer the same seamless in-app experience as Microsoft Teams, which is deeply embedded within the Office ecosystem, enabling more fluid collaboration across Office documents and shared workspaces.