The Real Question
Zoom became synonymous with video calls during the pandemic. Microsoft Teams is baked into Microsoft 365. Both work. Neither is objectively "better"—the right choice depends on what you already use and what you actually need.
This guide cuts through the marketing to help you decide.
Quick Decision Framework
**Choose Teams if:**
- You use Microsoft 365 (you may already have it)
- You want chat + calls + files in one place
- Your clients/partners primarily use Teams
- You want one platform for everything
**Choose Zoom if:**
- You're not in the Microsoft ecosystem
- Video quality is paramount
- You host many external attendees
- Your clients/partners expect Zoom links
- You want the best webinar features
**Consider both if:**
- Some clients prefer Teams, others prefer Zoom
- You're comparing costs and neither is obviously better
Feature Comparison
Video Meeting Quality
| Feature | Teams | Zoom |
|---------|-------|------|
| Max participants (business) | 300 | 300 |
| Video quality | 1080p | 1080p |
| Gallery view | Up to 49 | Up to 49 |
| Background blur/replace | ✓ | ✓ |
| Noise suppression | ✓ | ✓ |
| Breakout rooms | ✓ | ✓ |
| Recording | ✓ | ✓ |
| Transcription | ✓ | ✓ |
| Live captions | ✓ | ✓ |
| Whiteboard | ✓ | ✓ |
**Real-world quality**: Both platforms perform similarly on good internet. Zoom historically handled poor connections slightly better, but Teams has improved significantly. For most businesses, you won't notice a difference.
Beyond Meetings
| Feature | Teams | Zoom |
|---------|-------|------|
| Persistent chat | ✓ (central feature) | ✓ (Team Chat add-on) |
| File sharing/storage | ✓ (SharePoint integrated) | ✓ (basic, or Zoom Docs) |
| Phone system | ✓ (Teams Phone add-on) | ✓ (Zoom Phone add-on) |
| Channels/organisation | ✓ (comprehensive) | ✓ (Team Chat) |
| Task management | ✓ (Planner integration) | Limited |
| Third-party integrations | Extensive | Extensive |
| Webinars | ✓ (add-on) | ✓ (excellent) |
**Key difference**: Teams is designed as a collaboration platform with meetings as a feature. Zoom is designed as a meetings platform with collaboration add-ons. This shapes the entire experience.
Admin Controls
For IT administrators managing the platform:
| Control | Teams | Zoom |
|---------|-------|------|
| User management | Via Microsoft 365 admin | Zoom admin portal |
| Meeting policies | Granular | Granular |
| Guest access controls | ✓ | ✓ |
| Data residency options | UK/EU available | UK/EU available |
| SSO integration | ✓ (Azure AD) | ✓ (SAML/OIDC) |
| Compliance/retention | Via Microsoft Compliance | Zoom compliance tools |
| Usage reporting | ✓ | ✓ |
**If you're already managing Microsoft 365**: Teams administration is integrated—no separate portal to learn.
Pricing Reality Check
Microsoft Teams
**"Free" with Microsoft 365**: If you have Microsoft 365 Business Basic or higher, you already have Teams at no extra cost.
| Microsoft 365 Plan | Monthly Cost | Teams Included |
|-------------------|--------------|----------------|
| Business Basic | £4.90/user | ✓ |
| Business Standard | £10.30/user | ✓ |
| Business Premium | £18.70/user | ✓ |
**Teams Essentials** (standalone, no Microsoft 365): £3.30/user/month
Zoom
| Plan | Monthly Cost | Key Limits |
|------|--------------|------------|
| Basic (free) | £0 | 40-min limit on group calls |
| Pro | £11.99/user | 100 participants, 30hr meetings |
| Business | £15.99/user | 300 participants, admin features |
| Business Plus | £19.99/user | Phone, translated captions |
The Hidden Cost Comparison
**Scenario 1: You have Microsoft 365 Business Standard**
- Teams cost: £0 (included)
- Zoom Pro cost: £11.99/user/month extra
**Scenario 2: You have no existing platform**
- Teams Essentials: £3.30/user/month (meetings and chat only)
- Zoom Pro: £11.99/user/month
- Microsoft 365 Business Basic: £4.90/user/month (includes Teams + email + storage)
**Scenario 3: You need full Office apps + meetings**
- Microsoft 365 Business Standard: £10.30/user (everything included)
- Google Workspace Standard + Zoom Pro: £9.20 + £11.99 = £21.19/user
Pricing Traps to Avoid
**Teams trap**: Assuming Teams is free when you need add-ons (Teams Phone, webinars, premium features).
**Zoom trap**: Annual billing is heavily pushed—monthly pricing is significantly higher. Also, "Zoom One" bundles include features you may not need.
Real-World Considerations
External Meeting Experience
When you send a meeting invite to clients/partners:
**Teams**: Recipients without Teams can join via browser (no download required). Experience is good but not as polished as the app. Some external users find Teams confusing.
**Zoom**: Download prompted but browser option available. External attendees generally find Zoom easier to join. More universally recognised.
**Verdict**: For frequent external meetings, especially with non-technical attendees, Zoom's simplicity is an advantage.
Integration With Your Workflow
**If you use Microsoft 365**:
- Teams integrates seamlessly (calendar, files, email)
- Meetings scheduled from Outlook auto-link to Teams
- Chat and files are together
**If you use Google Workspace**:
- Google Meet is built in (similar position to Teams in Microsoft)
- Zoom integrates well via add-ons
- Teams works but feels like an add-on
**If you're platform-agnostic**:
- Either works, choose based on other factors
Reliability and Uptime
Both platforms are highly reliable:
- Microsoft: Part of Azure infrastructure, 99.9% SLA
- Zoom: Dedicated infrastructure, 99.9% SLA
Historically, Teams has had more reported issues (as part of broader Microsoft 365 outages), but both are dependable for business use.
Feature Deep-Dive: What Actually Matters
Meeting Scheduling
**Teams**: Integrates with Outlook and Microsoft 365 calendar. Schedule directly from calendar, attendees get Teams link automatically.
**Zoom**: Plugin for Outlook, Google Calendar integration. Works well, but requires the plugin.
Recording and Transcription
**Teams**: Recordings save to OneDrive/SharePoint. Auto-transcription included. Easy to share within organisation.
**Zoom**: Recordings save to cloud or local. Transcription included. Separate sharing process.
**Both work well**, but Teams keeps everything in Microsoft's ecosystem.
Chat and Messaging
**Teams**: Chat is central. Persistent conversations, channels, file sharing, threaded replies. Designed for ongoing collaboration.
**Zoom Team Chat**: Capable but feels like an afterthought compared to meetings. Fine for quick messages, less robust for ongoing work.
Webinars and Large Events
**Teams webinars**: Available as add-on. Good for internal events. Fewer features than Zoom for external marketing webinars.
**Zoom webinars**: Industry-leading. Better registration, branding, Q&A management, and marketing integrations.
**Verdict**: For serious webinars (marketing, lead generation), Zoom wins.
Phone System Integration
**Teams Phone**: Add-on to replace desk phones. Integrates calls into Teams. UK numbers available.
**Zoom Phone**: Standalone VoIP service. Can integrate with meetings. UK numbers available.
**Both are capable**. If you're all-in on either platform, using their phone system simplifies things.
Security Comparison
| Security Feature | Teams | Zoom |
|-----------------|-------|------|
| End-to-end encryption | Optional (limits features) | Optional (limits features) |
| Encryption in transit | ✓ | ✓ |
| Encryption at rest | ✓ | ✓ |
| Waiting rooms | ✓ | ✓ |
| Meeting passwords | ✓ | ✓ |
| Lock meetings | ✓ | ✓ |
| Remove participants | ✓ | ✓ |
| UK data residency | ✓ | ✓ |
| ISO 27001 certified | ✓ | ✓ |
| SOC 2 Type II | ✓ | ✓ |
**Zoom's history**: Zoom had security issues in 2020 ("Zoombombing," encryption misrepresentation). They've addressed these comprehensively. Modern Zoom is secure.
**Teams' advantage**: Being part of Microsoft's security ecosystem (Defender, Compliance, etc.) can simplify security management if you're already in that world.
Making the Decision
Choose Teams When:
1. **You already pay for Microsoft 365**: Teams is included—adding Zoom is extra cost for overlapping features.
2. **You want one platform**: Chat, files, meetings, and calls in one place reduces context-switching.
3. **Your clients use Teams**: If most of your meetings are with enterprises, they likely use Teams.
4. **You need compliance features**: Microsoft Compliance Centre integrates retention, eDiscovery, and legal holds.
5. **You're Microsoft-centric**: Outlook, OneDrive, SharePoint all integrate seamlessly.
Choose Zoom When:
1. **You're not in the Microsoft ecosystem**: No point paying for Microsoft 365 just for Teams.
2. **Video quality is critical**: Zoom's video optimisation is slightly better on poor connections.
3. **You host many external meetings**: Zoom is more familiar to most people.
4. **You need serious webinars**: Zoom Webinars is the market leader.
5. **You use Google Workspace**: Google Meet is included, but if you need more, Zoom integrates better than Teams.
Use Both When:
Some organisations use both:
- Teams for internal collaboration and meetings
- Zoom for external client meetings and webinars
This adds complexity but can be practical if client expectations vary.
Authority Resources
- **Microsoft Teams Documentation**: [docs.microsoft.com/en-us/microsoftteams](https://docs.microsoft.com/en-us/microsoftteams)
- **Zoom Support**: [support.zoom.us](https://support.zoom.us)
- **NCSC Video Conferencing Security**: [ncsc.gov.uk/guidance/video-conferencing-services-security-guidance](https://www.ncsc.gov.uk/guidance/video-conferencing-services-security-guidance-organisations)
Quick Decision Checklist
**Answer these questions:**
1. Do you have Microsoft 365? → If yes, try Teams first (it's included)
2. Do you use Google Workspace? → Google Meet is included; Zoom integrates better than Teams
3. Do most clients use Teams or Zoom? → Match their preference
4. Do you need robust chat/collaboration? → Teams
5. Do you host public webinars? → Zoom
6. Is budget constrained? → Whichever you already have access to
The Bottom Line
**For most UK small businesses using Microsoft 365**: Start with Teams. It's included, it's integrated, and it works. Only add Zoom if you have a specific need it doesn't meet.
**For businesses using Google Workspace**: Google Meet covers basic needs. Add Zoom if you need more features or clients expect Zoom links.
**For everyone else**: Teams Essentials at £3.30/user is hard to beat on value. Zoom Pro at £11.99/user is more expensive but better for external-focused businesses.
Don't overthink it. Pick one, use it consistently, and only reconsider if it's genuinely not working.