With businesses going digital, being a team lead involves running meetings online, from stand-ups to client presentations with C-level executives. The platform you use determines whether these meetings run smoothly.
Microsoft Teams and Zoom dominate the global video conferencing market, accounting for more than 88% of the total. Therefore, the choice of an online meeting tool usually comes down to these two options. But how do you know which tool best suits your team?
That’s what this guide covers. We’ll compare Microsoft Teams vs Zoom, covering pricing, features, and the situations where each platform is the better choice. By the end, you will know where to host your next video conference.
Microsoft Teams vs Zoom: At a glance
Zoom leads the global video conferencing market with a 55.9% market share, while Microsoft Teams accounts for 32.3%. The table below highlights the differences between these two platforms:
| Features | Microsoft Teams | Zoom |
| Daily active users (2025) | 320 million | 300 million |
| Complexity | Steep learning curve | Easy to use |
| Free plan | Yes | Yes |
| Pricing | Bundled with Microsoft 365 | From $16.99 per user per month |
| Integrations | Deep Microsoft 365 integration | Nearly 3,000 third-party integrations |
| Security | Enterprise-grade, tied to Microsoft’s ecosystem | Strong, but less enterprise-centric |
| Best for | Project management | External meetings |
Teams vs Zoom: Pricing and plans
Microsoft Teams and Zoom have free versions with a 100-participant capacity. These are their paid tiers per user:
Microsoft Teams pricing
- Essentials ($4.80 per month): Adds more meeting tools, cloud storage, and support
- Business Basic ($7.20 per month): Includes desktop versions of Microsoft Office apps, custom email, advanced collaboration features, and 10+ business apps
- Business Standard ($15 per month): Adds video editing and design tools and collaborative workspaces
Teams is budget-friendly, especially if you are already using Microsoft 365.
Zoom pricing
- Pro ($16.99 per month): Extends the meeting limit to 30 hours with live support and workflow automation
- Business ($21.99 per month): Supports up to 300 participants, plus unlimited whiteboards and managed domains
Zoom costs more, but the call quality is worth the price if you run frequent external meetings.
Microsoft Teams vs Zoom: Feature comparison (for team leaders)
The real value of any meeting tool comes down to the features your team uses.
Here’s how Microsoft Teams vs Zoom compare across key features:
Security
Zoom and Teams prioritize data security. Teams leans on Microsoft’s enterprise protections, with encryption and multi-factor authentication built in. Zoom tightened its approach after the wave of Zoom-bombing incidents in 2020. It now offers end-to-end encryption and strict administrative controls, including waiting rooms and passcodes.
If your organization handles sensitive data, Teams’ deeper integration with Microsoft’s security framework gives it a slight edge.
Number of participants
Teams and Zoom both support large meetings, but the details differ. Teams allows up to 10,000 participants in higher-tier plans. Zoom caps its standard meetings at 300 participants, but you can increase this limit to 5,000 with the Large Meeting add-on. For most teams, either option will be more than enough.
Time limit
If your team often runs long strategy sessions or client workshops, Teams is the safer pick since its free plan allows up to 60 minutes. Zoom caps free meetings at 40 minutes, which can feel restrictive. On paid plans, both raise limits, so the real question is how often you rely on the free version.
Choose Teams if you want more flexibility without upgrading; choose Zoom if the shorter limit isn’t a deal breaker.
Meeting recording
Recording and transcripts are built into both tools, but storage is handled differently. Teams places everything in Microsoft 365, keeping files in the same ecosystem you already use. Zoom stores them in its own cloud, which can be easier when you want to send links quickly. If most of your work lives in Microsoft’s ecosystem, Teams feels more natural. If you need a straightforward call archive, Zoom does the job.
Neither tool helps with in-person conversations, which are often just as important. An assistant like Plaud Note fills the gap by attaching to your device and capturing whole conversations without adding load to your meeting software.
Screen sharing
Both platforms handle screen sharing well. Teams integrates it tightly with Microsoft apps like PowerPoint, which is a plus if you often present documents. Zoom is known for its simple and reliable screen-sharing, even when participants join from outside your company.
Collaboration tools
Teams is a comprehensive collaboration hub where chat, file sharing, and project work all occur. Zoom focuses narrowly on meetings but has added tools like Zoom Team Chat and shared documents to close the gap. Leaders seeking an all-in-one solution often lean toward Microsoft Teams.
Captions
Both platforms provide live subtitles, improving accessibility. For distributed teams with global members, these features help reduce misunderstandings.
AI features
AI now powers much of the meeting experience. Teams and Zoom use it for real-time captions, background noise reduction, and meeting summaries. But again, these benefits only cover virtual sessions. Leaders who rely on face-to-face discussions can bridge that gap with Plaud.ai, which brings AI transcription and bespoke summaries into real-world conversations, not just online ones.
Devices
Teams works seamlessly across desktops, tablets, and mobile devices. Zoom does the same, with an edge in third-party hardware, such as Zoom Rooms, for conference spaces.
Integrations
If your company already runs on Microsoft 365, Teams is the natural fit. However, Zoom has a vast marketplace of nearly 3,000 third-party apps and integrations, which can be a significant advantage if you want flexibility beyond Microsoft’s ecosystem.
Customer support
Both offer tiered support, depending on your plan. Enterprise customers get faster response times and dedicated help. For smaller teams, support is adequate but can feel limited on the free tiers.
Whiteboards
Teams has a built-in Microsoft Whiteboard, which comes in handy for brainstorming directly in the platform. Zoom also offers whiteboarding, although many users pair it with third-party apps for more advanced features.
Team chat
Teams excels at chat because it’s built as part of the broader collaboration hub. Zoom’s chat is functional but not as central to the experience. If persistent team communication is a big need, Teams holds the advantage.
Teams vs Zoom: Which should you choose as a team leader?
Both platforms can support your team, but each one is better suited for different situations. Here’s a simple breakdown to guide your decision.
Teams is best for
- Organizations with an active Microsoft 365 subscription
- Leaders who want one hub for meetings, chat, files, and collaboration
- Teams that work closely on projects and need everything in one place
- Companies that require strong security and compliance features out of the box
Teams is not right for
- Small teams looking for a straightforward meeting tool
- Leaders who want a simple setup without extra features
- Groups that rely heavily on non-Microsoft apps and tools
Zoom is best for
- Businesses that run frequent external meetings with clients or partners
- Leaders who value reliable video and audio quality
- Teams that don’t need deep integration with Microsoft 365
- Companies with mixed devices or third-party conference room systems
Zoom is not right for
- Teams that want one platform for chat, projects, and file sharing
- Organizations are looking to minimize costs, since Zoom’s paid plans run higher
- Companies with strict data privacy laws
Beyond Teams vs Zoom: Complement your choice with Plaud Note
Some of the most important conversations don’t happen online but in hallways, during site visits, or over coffee with a client. That’s where Plaud Note comes in. It’s a slim, attachable AI note-taking tool designed to capture those moments. Instead of relying on memory or scribbled notes, you get an accurate record you can share with your team.
Here’s what Plaud Note offers:
- Advanced AI transcription and summaries
- Professional templates for meetings, interviews, and lectures
- Support for 112 transcription languages
- Dual-mode recording for calls and in-person talks
- Unlimited cloud storage for safe access anywhere
- Lightweight, attachable design for easy use
Plaud Note doesn’t replace Teams or Zoom but rather complements them. While your video platform handles scheduled online meetings, Plaud Note ensures that unplanned, in-person discussions are also documented.
Conclusion
The choice between Microsoft Teams and Zoom depends less on features and more on your workflow. Teams works best if you already use Microsoft 365 and want everything in one place. Zoom is ideal if you need a straightforward, reliable tool for video calls with clients and partners.
To cover what happens outside of online meetings, add Plaud Note AI. It captures in-person conversations, transcribes them, and gives you clear summaries.
Ready to work smarter? Buy Plaud Note today, and get the free Starter Plan, which includes 300 transcription minutes to enhance your note-taking experience.
FAQ
What Are the Drawbacks of Microsoft Teams?
Teams can feel bulky if your team needs a simple meeting app. It works best when you are already tied into Microsoft 365; otherwise, you may spend money on extra tools you don’t use.
Why do people use Zoom over Teams?
Most people prefer Zoom because it’s easy to use. Anyone can join a Zoom call with just a link, and the video usually runs smoothly. That makes it a favorite for client meetings and quick check-ins.
Is Teams or Zoom bigger?
Teams has more users overall since it comes bundled with Microsoft 365. Zoom still holds its ground, especially outside the corporate world, where people need a reliable way to meet online.
