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In a time when 75% of employees say collaboration in the workplace is “very important”, it is crucial that business leaders procure the right collaboration solutions to enable flexible work and company operations. While there are plenty of options in the market for you to choose from, Microsoft collaboration tools ought to be the solutions at the top of your list.

With its ability to connect employees and foster seamless collaboration and communication, Microsoft Teams is a business staple. Available in free and paid versions, every version of Microsoft Teams can offer users value, but knowing their differences can help you choose the right solution for your company.

What is Microsoft Teams?

Microsoft Teams (also known as Teams) is a cloud-based workplace collaboration and communication platform that facilitates open communication and more effective teamwork. It can be procured as one of several solutions in the Microsoft Office 365 suite—a productivity toolset that supplies you with office apps, such as Word and PowerPoint—and it can also be sourced on its own.

Combining the functionality of communication technologies with the hands-on capabilities of collaboration tools, Teams offers users a central hub to stay connected, share documents, organize and host video calls, and more. The platform is designed to make task and project management easier, ensuring employees can access the resources they need to work.

What is the free version of Teams?

Teams (free) offers users basic Microsoft collaboration tools and functionality. This includes instant messaging, file sharing, and more. Despite it not being as advanced as other versions of Teams, it leverages the core features of the platform, making it a fine tool for organizations that want to lay the groundwork for a Microsoft-powered work environment.

Specifically, Teams (free) will offer you the following features:

  • One-on-one meetings: Unlimited/30-hour limit per meeting.
  • Group meetings: Unlimited/60-minute limit per meeting.
  • Meeting participants: A limit of 100.
  • Cloud storage: 5 GB for each user.
  • Unlimited chat: With customers and team members.
  • Project management: Polls, task management, and file sharing abilities.
  • Data encryption: For calls, chats, files, and meetings.

Due to its basic nature, the free version of Microsoft Teams is a fine choice for small companies that are looking to elevate their collaboration and communication efforts with a reliable, secure platform. From tailoring the solution with third-party programs to organizing team meetings, Teams (free) is fully capable of supporting companies as they begin their journeys or are already operating in smaller capacities.

What is Microsoft Teams' paid version?

Microsoft Teams Essentials supplies users with more advanced Microsoft collaboration tools for a more streamlined employee experience. Requiring you to pay per user/per month, Teams Essentials is designed to give staff more capabilities to work from anywhere, allowing them to optimize their communication and collaboration channels.

With Essentials supporting your company’s day-to-day correspondences and management processes, you can feel confident knowing that you and your team will be supported by a reliable platform.                     

Some of Essentials’ offerings include:

  • Functionality: Users can access the same features that are available in Teams (free).
  • Group meetings: Unlimited/30-hour limit per meeting.
  • Meeting participants: A limit of 300.
  • Cloud storage: 10 GB for each user.

Teams Essentials can be a useful tool for businesses that want to leverage Microsoft’s collaboration and communication solutions with added functionality. While there are other subscriptions that offer Teams (Microsoft 365 Business Basic and Business Standard), Essentials can serve as a secure, budget-friendly solution for organizations as they scale up their operations. 

What is Microsoft Teams Premium?

Microsoft Teams Premium (also known as Teams Premium) refers to an add-on license businesses can use to enhance their Teams platform with additional advanced features. Microsoft says, “[t]o use Teams Premium … [you must] own or subscribe to a paid version of Teams.”

Some features that come with the add-on include:

  • Intelligent recap
  • Advanced webinars (with virtual green rooms included)
  • Advanced meeting protection
  • Live translations (supplied as captions)

The add-on is designed to cater to the needs of companies that want to have more autonomy over the Teams platform. With Premium, you can deploy additional security and customization features to further secure your meetings.

Tips for choosing between Microsoft Teams (free) and paid

To ensure that you settle on the right Teams platform and Microsoft collaboration tools, consider the following tips:

  • Consider the size of your organization: Which version makes the most sense for the size of your employee base?
  • Evaluate the features and functionality you need: Research the specific capabilities of each version of Teams and consider how they will improve your collaboration and communication.
  • Determine your budget for collaboration tools: You should not be overspending or underspending at any moment.
  • Review the numbers: From cloud storage to meeting participants, knowing the numerical limits of each version of Teams will help you make the right decision.
  • Take into account any security requirements: What security features are present within the different versions of Teams? How will they impact your data?
  • Keep in mind your organization's goals: What do you want to accomplish with Teams, and how will each version help push you toward your overall company objectives?
  • Do not forget the employee experience: While all versions of Teams are intuitive and reliable, your employees may have different expectations and needs for their platform.

Microsoft Teams (free) vs paid: Seek advice from Teams specialists

From video conferencing to real-time collaboration on files, Microsoft Teams can streamline collaboration and communication for more efficient work environments. 

The Microsoft professionals at Davenport Group have the Microsoft expertise and business mindset to help you choose a version of Teams that will offer your employees maximum support. Talk to the team today and take advantage of Microsoft collaboration tools to enhance your operational efficiency.