Today’s workforce is geographically diverse, with people working from a combination of office, home, or both. That necessitates a variety of tools that can make communicating and collaborating from anywhere not just possible, but easy and convenient.

Two of the most common choices are Microsoft Teams and Zoom. In this article, we’re exploring Teams vs. Zoom to see how the platforms stack up across functionality, cost, and several other categories. While the best video conferencing for you is going to be based on your unique set of needs, we are hoping to give you a head start with your decision.

Microsoft Teams Vs. Zoom: Comparing Categories

Video and Audio Quality

Microsoft Teams generally offers high-quality video and audio options, especially on Enterprise plans. The tool utilizes adaptive bitrate streaming to optimize quality based on bandwidth conditions.

On the other hand, Zoom is known for its excellent audio and video quality, even in potentially lower bandwidth conditions. Zoom also provides features like HD video, background noise suppression, and various voice layouts.

Compatibility and App Integration

When it comes to compatibility with other devices and platforms, both systems work well. The ability to integrate with other apps is also important, so that you can make the most of the tools that you rely on every day. In many cases, having a great user experience with your video-conferencing won’t matter if you cannot use it alongside other technologies.

Microsoft Teams integrates seamlessly with the Microsoft 365 suite (Word, Excel, Outlook, etc.), as well as numerous third-party applications through its app store. Many workplaces rely on the entire Microsoft suite of products, so this is incredibly helpful and a big benefit when it comes to things like scheduling meetings or attaching documents.

Zoom also offers a broad range of integrations with popular tools such as Google Workspace, Slack, and project management software. It also supports API access for custom integrations.

Room Features

Personal meeting rooms can offer a lot of functionality and versatility. Depending how you use rooms for your meetings, you will want to understand the specifics that each option offers.

Speaking broadly, Microsoft Teams and Zoom have several similarities in their room systems such as breakout rooms, whiteboards, screen sharing, webinars, etc. That being said, Zoom provides additional features such as multiple hosts, secure login, certified integrators, and hardware to ensure more users a quality user experience.

Sizes and Scalability

Microsoft Teams supports large meetings with up to 1,000 participants in standard meetings and up to 20,000 in view-only mode. Zoom offers scalable solutions for up to 1,000 video participants in a meeting and up to 10,000 view-only attendees, depending on the plan.

Additionally, Teams lets you add around 300 people (paid account) for one session, and you can broadcast it to 10,000 people at a time. You can also schedule individual or group meetings on the calendar or hold one at a moment’s notice. All your meeting recordings will be uploaded to your Onedrive or SharePoint account, and its links will get added to the chat.

Role-based Access Controls

Microsoft Teams provides robust role-based access controls with permissions that can be finely tuned based on organizational needs. Zoom also offers role-based access, allowing hosts to manage participant permissions effectively.

More specifically, ​​Microsoft Teams allows only one meeting organizer for a room or video conference. That means that no one else can control the Microsoft Teams rooms in that individual’s absence. The host can also participate in an individual breakout room and see their chat history.

On the other hand, Zoom also lets you assign hosts and co-hosts, making it easier to facilitate group meetings. Additionally, Zoom certifies both integrators and hardware providers to offer a quality Zoom room experience.

Video/Audio Options

MS Teams provides high-quality 1080p for most formats except for its live events, while Zoom delivers the same quality only in Zoom Business and Zoom Enterprise plans. Teams includes features like live captions, background blur, and Together Mode, enhancing the overall user experience. With Zoom, you can take advantage of virtual backgrounds, touch-up features, and various gallery views, making it very user-friendly and attractive to many presenters.

Zoom Rooms

Something else worth noting is a newer technology called Zoom Rooms. Zoom Rooms and Zoom meetings share a lot of functionality, but they aren’t the same. Zoom Meetings is just software, but Zoom Rooms use the video conferencing software along with dedicated spaces where meetings occur.

Zoom Rooms work by integrating video conferencing equipment into a specific room to create a seamless user experience for in-person and remote participants. This option is specific to Zoom and Teams doesn’t offer the same proprietary blend of in-person and internet-based meeting functionality.

Related Post: Zoom vs. Google Meet

Ease of Use

User interface is probably one of the most reliable indicators of how the user experience will go. When it comes to Teams or Zoom, both platforms are pretty easy to navigate, with some small differences.

Teams has focused more on a comprehensive collaboration experience, which means it had to sacrifice a bit on ease of use. Zoom, on the other hand, consistently offers an intuitive and clear interface that users can operate quickly.

On MS Teams, users need to navigate a series of features like different channels, teams, the Microsoft Office ecosystem, and more. Therefore, it tends to take a little extra time to become familiar with the app and its extensive collaboration features. There is also an upside, though: in an increasingly virtual work environment, these features improve cooperation and help a virtual office run smoothly.

Zoom’s user interface is very simple and easy to use. It embeds the additional features into settings, leaving the home screen with just the essential user features. This means there is less of a learning curve for new users. The home screen also uses a visual hierarchy for color, size, position, etc. This means users can more easily find what they need, quickly. Many people who have never used Zoom before (or have limited technology expertise) can start using Zoom immediately. That makes it a great choice for sending meeting invites outside your organization.

Security

As more and more work shifts online, it’s essential to ensure that all of your personal or professional information is well-protected. This is particularly important for people working for an organization who deals with sensitive information.

Microsoft Teams promises a secure collaboration platform that is built on Microsoft365’s enterprise-grade cloud. They also recommend some third-party cloud protection tools for enhanced security. You can also take advantage of team and organization-wide two factor authentication, data encryption, and single sign-on through Active Directory. Teams also provides advanced threat protection (ATP) for Teams and content shared across all integrated apps. For instance, if you receive a file that is malicious, ATP will help detect it and block users’ access.

Zoom has had a few unfortunate security scares over the past few years, but they’ve worked diligently on privacy and security to provide a better user experience. Zoom now encrypts all voice calls, video chat, and screen sharing with a 256-bit Advanced Encryption Standard. Users can also choose to turn on end to end encryption for every video meeting. This assures that no third party (including Zoom) can access your sessions. Zoom chats are also subjected to Advanced Chat Encryption so that only the intended recipient receives the message.

Generally speaking, Microsoft has established Teams as a reliable and secure platform, while Zoom continues to make efforts to enhance security features.

Cost

For most organizations, budget is going to come into play. How different are the pricing options for each platform?

Teams is included in Microsoft 365 subscriptions, making it cost-effective for organizations already using Microsoft services. There is also a free version available with limited features. Zoom offers a free tier with limitations (40-minute cap on group meetings) and various paid plans that cater to different needs, often seen as more expensive for larger teams.

Microsoft Teams

Free Plan:

• 60-minute video call sessions
• Supports 100 members per session
• Chat and collaboration for 500k members.

Microsoft 365 Business Basic ($6 user/month)

• Meetings of 300 attendees
• Web and mobile versions of Office apps
• Cloud storage of 1TB

Microsoft 365 Business Standard ($12.50 user/month)

• Webinars
• Premium desktop versions of Office 365
• Attendee registration and reporting tools

Microsoft 365 Premium ($22 user/ month)

• Advanced security
• Cyber threat protection
• Advanced device management options

Microsoft Teams also offers a 30-day free trial.

Zoom

Free plan:

• Unlimited 1:1 calls
• 100 participants per meeting
• 40-minute group meetings

Zoom Pro ($12.49 user/month)

• Unlimited whiteboards
• 30-hour group meetings
• Large Meeting add-on lets you add 1000 members for $50 a month

Zoom Business ($18.32 user/month)

• 300 participants per session
• Managed domains
• Company branding

Zoom Enterprise (Contact sales)

• All features of Business and Pro plans
• Supports 1000 participants

MS Teams is the better option for people already using Office365, or small organizations that are looking for a less expensive plan. Meanwhile, Zoom plans are slightly more expensive, but they offer more add-ons for more participants.

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Support

Both companies have strong support options that users can rely on. Teams provides support through Microsoft’s extensive network, including documentation, community forums, and direct support for enterprise users. Zoom also offers a variety of support options. Paid users can take advantage of a knowledge base, community forums, and live chat, but may have longer wait times during peak hours.

At the end of the day, both Microsoft Teams and Zoom have their strengths and weaknesses. Teams is better suited for organizations already embedded in the Microsoft ecosystem and seeking robust integrations, while Zoom excels in user experience and meeting quality, making it a top choice for standalone video conferencing needs. Your choice may ultimately depend on the specific requirements and existing infrastructure of your organization.

Other Features to Consider in Conferencing Features

Screen Sharing

For people who conduct presentations or webinars, screen sharing is important. You need to be able to share your screen as well as other apps on your desktop during a meeting. Then it’s easier for your video conference participants to follow the presenter.

Multiple Webcam Capabilities

When on a video conference it’s more impactful to see the faces of other individuals, especially the person speaking. In a business with a lot of remote workers, or in one where employees regularly have meetings on the go, you’ll want more dynamic webcam features. A best case scenario is a video conferencing solution that supports multiple webcams so that everyone can be seen and heard during sessions.

VoIP

As teams are increasingly remote, it makes sense to connect by phone or chat. With video conferencing through VoIP, communicating is seamless. Users can switch from voice calls to video calls or group meetings by pushing a button. There’s no need to establish a new connection or pause communication to change channels or add participants.

Chat Features

A robust chat feature can prove very valuable. Check for chat capabilities that allow your video conference users to share messages, including text and emojis, during a meeting or online event. Whether you are broadcasting to a large group or holding a private meeting, your users can have a better experience if they are able to interact with others.

Remote Control

Participants can have more control with this video conferencing feature. For collaborative meetings, you can let people have direct control over your computer keyboard or mouse. This makes it possible to edit or make changes to shared documents in real time.

Unlimited Recording

How much will you need to record sessions for future uses? Most video conferencing platforms make recording easy, but you may also want a feature that offers unlimited storage in the cloud. You might also want to look for easy sharing capabilities. A best case scenario is being able to record a meeting or webinar and share it with one click.

You may also want to look for advanced features, higher video quality, enhanced sharing or storage capabilities, etc. Think about what matters to you and your daily efforts, and create a requirements list that aligns with your business needs. Then use that when reviewing video conferencing options.

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