In an era where remote work and virtual meetings have become the norm, video conferencing and collaboration platforms have taken centre stage for businesses. Two of the most popular tools in the UK market are Microsoft Teams and Zoom. Both platforms offer a range of features tailored to improve communication and collaboration within businesses, but there are key differences between them that may influence your decision. In this analysis, we will analyse and compare the features and costs of Microsoft Teams vs Zoom, helping you determine which is best suited to your business needs.
Microsoft Teams vs Zoom
| Feature | Microsoft Teams | Zoom |
|---|---|---|
| Video conferencing | Up to 1,000 participants in meetings | Up to 1,000 participants in meetings |
| Webinars for up to 10,000 attendees | Webinars for up to 10,000 attendees | |
| Custom backgrounds, breakout rooms, and live reactions | Virtual backgrounds, breakout rooms, and polished filters | |
| Performance may depend on Microsoft cloud services usage | Reliable, high-quality video performance | |
| Collaboration tools | Integrated with Microsoft 365 apps (Word, Excel, SharePoint) | Basic collaboration tools (chat, file sharing, whiteboard) |
| Live co-editing of documents | Focused primarily on video conferencing | |
| Strong document management and version control | ||
| Chat and messaging | Advanced chat with threaded conversations, channels | Basic chat functionality, mostly for in-meeting messaging |
| Customisable channels for projects/departments | Less suited for ongoing team collaboration | |
| Seamless scheduling and meeting setup from chat | ||
| Integration with other tools | Deep integration with Microsoft 365 ecosystem | Integrates with popular third-party apps (Slack, Google) |
| Over 700 third-party apps available through Teams App Store | Zoom Apps available for enhanced in-meeting experiences | |
| Security | Enterprise-level security (encryption, MFA, GDPR compliance) | End-to-end encryption, multi-factor authentication |
| Robust compliance with industry regulations | Improved security measures since 2020 | |
| Pricing (UK) | Free version available | Free version available (40-minute meeting limit) |
| Microsoft 365 Business Basic: £4.50 per user/month | Zoom Pro: £11.99 per user/month | |
| Microsoft 365 Business Standard: £9.40 per user/month | Zoom Business: £15.99 per user/month | |
| Microsoft 365 Business Premium: £16.60 per user/month | Zoom Enterprise: Contact for pricing | |
| Best for | Businesses integrated with Microsoft 365 | Businesses prioritising easy, high-quality video meetings |
| Teams needing a comprehensive collaboration platform | Organisations focused on video conferencing |
Features comparison
Both Microsoft Teams and Zoom offer a wide array of features, but the way these features are packaged and how they integrate into business operations can vary significantly. Let’s break down the core offerings of each platform.
1. Video conferencing
- Microsoft Teams: Teams offers robust video conferencing capabilities, supporting up to 1,000 participants in meetings, with the ability to host webinars for up to 10,000 attendees. Teams also offers breakout rooms, custom backgrounds, and live reactions, making meetings interactive. Teams’ video quality is high, but its performance can sometimes be dependent on your organisation’s wider use of Microsoft’s cloud services.
- Zoom: Zoom is widely known for its ease of use and high-quality video performance. Zoom meetings can host up to 1,000 participants, with webinars accommodating up to 10,000 attendees. One of its standout features is the virtual background and filters, which are more polished than Microsoft Teams. Zoom also offers breakout rooms, making it ideal for segmented group discussions.
2. Collaboration tools
- Microsoft Teams: Teams is deeply integrated with the wider Microsoft 365 ecosystem, making it a comprehensive collaboration hub. Alongside video meetings, Teams includes features like file sharing, live co-editing of documents (Word, Excel, PowerPoint), and a powerful chat function. The integration with SharePoint, OneDrive, and other Microsoft applications makes document management and version control seamless.
- Zoom: Zoom primarily focuses on video conferencing but has added some collaboration tools over time, such as chat, file sharing, and whiteboarding features. However, its collaboration tools are not as extensive as Teams. For businesses already using other Zoom tools (like Zoom Phone or Zoom Rooms), there is improved integration, but this still pales in comparison to Teams’ more robust integration with Microsoft 365.
3. Chat and messaging
- Microsoft Teams: Teams is often praised for its strong chat capabilities, allowing threaded conversations, channels, and direct messaging within one interface. Channels can be customised for specific departments or projects, making it easy to manage communications in a structured manner. Additionally, integration with Microsoft 365 enables users to schedule meetings directly from chat conversations, enhancing workflow efficiency.
- Zoom: Zoom offers a basic chat feature, but it lacks the depth and customisation available in Teams. Zoom’s chat works well for messaging during a meeting but is less suitable as an all-purpose communication tool for ongoing team collaboration. If your business requires persistent messaging and conversation threads, Teams is a better fit.
4. Integration with other tools
- Microsoft Teams: The standout feature for Microsoft Teams is its deep integration with the entire Microsoft 365 suite. If your organisation relies on Outlook, Word, Excel, SharePoint, and OneDrive, Teams will seamlessly integrate with these tools. This integration extends to third-party apps through the Teams App Store, with over 700 apps available.
- Zoom: Zoom’s integration portfolio includes a range of popular third-party applications such as Slack, Google Drive, and Salesforce. It also offers Zoom Apps for in-meeting experiences, but this integration is less extensive compared to the vast range of Microsoft-compatible apps available within Teams.
5. Security
- Microsoft Teams: Security is a key strength of Microsoft Teams, which leverages Microsoft 365’s robust security protocols, including encryption, multi-factor authentication, and compliance with a wide range of industry regulations such as GDPR. Teams offers enterprise-level security by default, making it a strong choice for businesses dealing with sensitive data.
- Zoom: Zoom has made significant improvements in its security features since it came under scrutiny for privacy concerns in 2020. The platform now includes end-to-end encryption for meetings, multi-factor authentication, and compliance with major regulatory standards, including GDPR. While its security has improved, some organisations may still prefer Microsoft Teams for its enterprise-grade security.
Microsoft Teams vs Zoom costs comparison
Pricing is a critical factor when deciding between Microsoft Teams vs Zoom, especially for businesses with budget constraints. Let’s look at the pricing structure for both platforms in the UK.
Microsoft Teams pricing
Microsoft Teams offers several pricing tiers, depending on the level of Microsoft 365 integration your business needs:
- Microsoft Teams (Free): Includes video conferencing, chat, file sharing, and limited integration with other Microsoft apps. This tier is ideal for small businesses or teams with basic needs.
- Microsoft 365 Business Basic (£4.50 per user per month): Includes Microsoft Teams along with access to web versions of Office apps, 1 TB of OneDrive storage, and business-class email.
- Microsoft 365 Business Standard (£9.40 per user per month): Offers the full suite of Microsoft 365 apps, including desktop versions of Word, Excel, and PowerPoint, alongside all the features of Teams.
- Microsoft 365 Business Premium (£16.60 per user per month): In addition to all the features in Business Standard, this tier includes advanced security and compliance tools such as Azure Information Protection.
Zoom pricing
Zoom’s pricing structure is simpler, focusing primarily on video conferencing and meeting-related features:
- Zoom Basic (Free): Limited to 40-minute meetings for up to 100 participants, making it suitable for personal use or small teams.
- Zoom Pro (£11.99 per user per month): Includes unlimited group meetings, cloud recording, and up to 100 participants.
- Zoom Business (£15.99 per user per month): Supports meetings with up to 300 participants, custom email domains, and enhanced administration features.
- Zoom Enterprise (Contact for pricing): Designed for larger businesses, Zoom Enterprise supports up to 1,000 participants and includes unlimited cloud storage, advanced analytics, and a dedicated customer success manager.
Choosing the right platform for your business
When deciding between Microsoft Teams vs Zoom, the right choice will depend on your business’s unique needs, budget, and existing software ecosystem.
- Choose Microsoft Teams if: Your business is already deeply integrated into the Microsoft 365 ecosystem, or if you require a comprehensive collaboration platform that combines video conferencing, file sharing, document co-editing, and robust chat features. Teams is ideal for businesses looking for a centralised communication hub with high-level security and extensive app integrations.
- Choose Zoom if: Your business prioritises ease of use and high-quality video conferencing. Zoom is a great option for organisations that need a simple, reliable platform for virtual meetings and webinars but don’t necessarily need the additional collaboration features that Teams provides.
Conclusion
Microsoft Teams and Zoom are both powerful tools that can enhance communication and collaboration within your business. Microsoft Teams stands out for its extensive integration with Microsoft 365, making it the go-to option for businesses already using Microsoft services. On the other hand, Zoom is an excellent choice for companies focused primarily on high-quality video conferencing with a straightforward user interface.
FAQ
Both platforms support up to 1,000 participants with high-quality video, but Zoom is often praised for its ease of use and reliable video quality, while Teams integrates better with Microsoft 365, offering more robust collaboration features alongside video conferencing.
Microsoft Teams benefits from enterprise-grade security due to its integration with Microsoft 365, offering encryption, multi-factor authentication, and compliance with GDPR. Zoom has significantly improved its security since 2020, now offering end-to-end encryption and other essential security features.
Microsoft Teams excels in collaboration, with deep integration into Microsoft 365 for co-editing documents, file sharing, and threaded chats. Zoom focuses primarily on video meetings but has added basic collaboration tools like whiteboards and in-meeting chat, making Teams the stronger option for ongoing teamwork.
Zoom offers integrations with popular third-party apps like Slack, Google Drive, and Salesforce. However, Microsoft Teams integrates deeply with the entire Microsoft 365 suite and offers over 700 third-party apps, making Teams the more versatile platform for businesses relying on multiple tools.
Microsoft Teams offers more affordable pricing for small businesses, especially through its integration with Microsoft 365. The free version of Teams includes comprehensive collaboration features, while Zoom’s free version has a 40-minute meeting limit, and the Pro version starts at £11.99 per user per month.
Microsoft Teams offers advanced chat features with channels, threaded conversations, and direct messaging, all tightly integrated with collaboration tools. Zoom’s chat functionality is more basic, intended primarily for messaging during meetings, making Teams the superior option for persistent, structured communication.
Both platforms allow hosting webinars with up to 10,000 attendees. Microsoft Teams offers additional features such as live events, audience interaction tools, and built-in analytics, while Zoom is known for its simple setup and reliable performance during large-scale webinars.
Zoom is often favoured for its simplicity and intuitive user interface, especially for video meetings. Microsoft Teams, while slightly more complex, offers more robust features, particularly for organisations already using Microsoft 365, making it a more powerful tool for collaboration and communication.
Both Microsoft Teams and Zoom offer mobile apps with solid performance. Zoom’s app is generally praised for its ease of use and clean interface. Microsoft Teams’ mobile app integrates deeply with the full suite of Microsoft 365 apps, making it more useful for collaboration beyond meetings.
For businesses already using Microsoft 365, Teams provides an all-in-one hub for remote work, offering file sharing, video conferencing, and project management. Zoom excels as a standalone video conferencing tool but lacks the comprehensive collaboration features that Teams offers, making Teams more suitable for integrated remote work.