Microsoft Teams Plan Comparison: Free vs M365 Business vs Teams Essentials

Jack Wetson-Catt • Jun 20, 2022

The shift to remote work over the last two years has caused companies to realign their digital tools. Now, many meetings default to being via video conference rather than in person, and working from home has become commonplace.


Seventy-seven percent of remote workers say they’re more productive working from home (a big reason is fewer distractions). Plus 85% of surveyed managers expect that having teams with remote workers will be the new normal.


But for remote working to work without employees feeling disconnected and customers feeling you’re hard to reach, you need to use cloud communication tools. One of the most popular, which has skyrocketed in popularity, is Microsoft Teams.


Between April 2020 and April 2021, the Microsoft Teams daily active users count rose from 75 million to 145 million


Teams is an all-in-one communication platform, providing more than just video conferencing or chat. It combines several capabilities into an online work hub for collaboration and communication. 


Some of the key features of MS Teams include:



  • Video and audio calls
  • Webinar registration & attendance reporting
  • Channeled team chat
  • File storage and sharing
  • In-app collaboration in Word, Excel, PPT, and more
  • In-app collaboration in 3rd party applications
  • Tabs that allow teams to link apps and websites inside a channel
  • Status notification and alerts
  • Use on all devices

MS Teams Evolution

Originally, Microsoft Teams was available only through a Microsoft 365 Business subscription. Then, to improve the popularity of Teams and compete with video conferencing platforms like Zoom, Microsoft brought out a free version with fewer features in 2018.



This helped the service increase its user base, however, there was a wide gap between the capabilities of the paid version with a Microsoft 365 subscription and the free version. Such as much less support, fewer features, etc.


Microsoft noted that it was missing a vital audience, the small business. Small business owners had a more difficult time fitting into either the free model, with very limited group meeting timing, or the paid model, which required a full M365 subscription.


So, in December of 2021, it brought out the third plan for MS Teams that it is hoping is “just right” for smaller companies that need the same collaboration and communication tools as everyone else. This plan is called Teams Essentials, and you don’t need to sign up for Microsoft 365 to get it.

Comparison of Teams Essentials vs Teams Free vs Teams with an M365 Business Plan

Next, we’ll go through the differences between these three MS Teams plans so you can identify the one that may make the most sense for your company.

Microsoft Teams Free Version

The free version of MS Teams was really brought out to reach the residential and home user crowd. An audience that had been completely missing from the Teams userbase up to that point.


This plan has the following capabilities:


  • Unlimited group meetings for up to 60 minutes
  • Up to 100 participants per meeting
  • 5GB of cloud storage per user
  • Unlimited chat
  • File sharing, tasks, and polling
  • Data encryption for calls, files, meetings, chats
  • Co-authoring capabilities
  • Ability to add tabs inside group channels



The biggest drawback of using the free version for your business is the 60-minute limit on group video meetings. The 5GB cloud storage also can be limiting for business use of Teams.

Microsoft Teams Essentials

Teams Essentials is $4/user/month and was designed specifically for small businesses that may not want to subscribe to M365, but still need a good cloud collaboration tool to keep their team connected and productive.


This plan has the following capabilities:


  • Everything in the free version, plus:
  • Unlimited group meetings for up to 30 hours
  • Up to 300 participants per meeting
  • 10GB of cloud storage per user
  • Anytime phone and web support



The additional group meeting time (up to 30 hours) is more than enough to fill any type of meeting need, even those that go on all day. Additionally, users get double the cloud storage space, and the phone and web support ensure your staff has help using the app when needed.

Teams with Microsoft 365

The version of Teams with Microsoft 365 is available with any business plan. The lowest cost plan is $6.00/user/month ($2 more than Essentials). However, the Basic package does not come with downloadable Office apps (Word, Excel, etc.), only the web versions.


The next step up would be M365 Business Standard at $12.50/user/month, which is quite a bit more than the price for Teams Essentials. This one does include the downloadable Office apps.


These plans have the following capabilities:


  • Everything in the Essentials version, plus:
  • Office applications (either web or web & downloadable)
  • All the many M365 cloud apps (OneDrive, Forms, SharePoint, OneNote, and many others)
  • 1TB of cloud storage per user
  • Webinar hosting
  • Customer appointment management
  • Premium security features


If you are planning to use Microsoft Office software and other applications, then it makes sense to get Teams along with an M365 subscription. However, if your business already owns the offline version of the Office suite or does not need it, then Teams Essentials offers a lot of capabilities with a lower price tag.

Need Help Getting MS Teams or Other Cloud Tools Set Up?

Today’s hybrid offices and remote teams need robust collaboration tools to compete. Contact us if you need help getting started with MS Teams or another cloud tool. We’ll be happy to facilitate a custom setup to ensure your staff can hit the ground running.



Featured Image Credit


This Article has been Republished with Permission from The Technology Press.

More from our blog

by Tanya Wetson-Catt 08 May, 2024
Back when you were a kid, living in a “smart home” probably sounded futuristic. Something out of Back to the Future II or The Jetsons. Well, we don’t yet have flying cars, but we do have video telephones as well as smart refrigerators and voice-activated lights. But even the most advanced technology can have analogue problems. Hackers can get past weak passwords. Bad connections can turn advanced into basic pretty quickly. Have you run into any issues with your smart home gadgets? Not to worry! We’ve got your back when it comes to troubleshooting several common smart home issues. Here are some of the most frequent problems. Along with simple steps to get your smart haven back on track. 1. Connectivity Woes Are your smart gadgets refusing to connect to Wi-Fi? The main claim to fame of smart devices is that you can access them wirelessly. An internet connection is also vital to integrate several devices into a smart home hub. If your device is having connection issues, check the basics first. Restart your router and your devices. If that doesn't work, ensure you've positioned your router centrally. This gives you optimal signal strength. Consider a mesh network for large houses. Or invest in a Wi-Fi extender for better coverage. 2. Device Unresponsiveness Now that we have voice-activated devices, we expect them to always answer. It can be frustrating when a device won’t respond to its “wake word.” We might even raise our voice and ask again… only to be ignored. Are you having trouble with your smart devices not responding to commands? A simple power cycle (turning them off and on) can often do the trick. Check for software updates on your devices. As well as the corresponding apps. Updating software can fix bugs and improve performance. 3. Battery Drain Smart devices, especially those battery-powered, can drain quickly. Adjust settings to reduce power consumption. Disable features you don't use. Such as notification lights or constant background updates. Consider replacing batteries with high-quality ones for optimal performance. 4. Incompatibility Issues Not all smart devices are created equal. Just because it says “smart” on the box doesn’t mean it plays well with others. When a new device won’t interact with your network, it can mean money down the drain. Before you buy, check to ensure your devices are compatible with each other. Build your devices around your smart home platform. Review the manufacturer's specifications thoroughly to avoid compatibility headaches. 5. Security Concerns Security is paramount in a smart home. There have been horror stories about hacked baby monitors. These stories can get real very fast. You need to pay attention to securing your devices. Rather than getting caught up in plugging them in as fast as possible. Use strong and unique passwords for all your devices and accounts. Enable two-factor authentication wherever available. Keep your devices and apps updated with the latest security patches. A few other smart device security tips include: Change the default device name on your network. Choose something generic. Put smart devices on a separate “guest” network. This keeps them separated from devices with more sensitive data. Turn off unnecessary sharing features. These are often enabled by default. 6. App Troubles Are you running into sporadic problems? Bugs that crop up intermittently? Sometimes, the problem might lie with the app itself. Check if any app updates are available and install them. Try logging out and logging back in to refresh the connection. If issues persist, uninstall and reinstall the app. 7. Automation Gone Wrong Smart home automations can be convenient, but sometimes they malfunction. Review your automation rules and ensure they're set up correctly. Test them individually to identify any faulty triggers or actions. 8. Limited Range Some smart devices have a limited range. Check the manufacturer’s guide so you know what to expect. Move your devices closer to the hub or router for better communication. Consider using repeaters or extenders if the distance is an issue. 9. Ghost Activity Ever experienced your smart lights turning on or off randomly? This could be due to factors such as: Accidental voice commands Faulty sensors Scheduled automations you forgot about A hacked device Review your automation settings and disable any you don't need. Investigate if your devices are picking up unintended voice commands from other sources. Change passwords and watch out for breaches. 10. Feeling Overwhelmed It’s easy to get overwhelmed when you’re dealing with several smart devices. Don't hesitate to consult your device manuals and online resources. You can also get help from our IT experts for specific troubleshooting steps. These resources can offer more guidance tailored to your situation. Need Help Securing Your Smart Home Office? A smart device should simplify your life, not complicate it. These simple solutions can help you navigate common issues. It’s also important to get a smart home security assessment to keep you, your family and your business protected. Contact us today to schedule a security check-up for your smart home and gain peace of mind.
by Tanya Wetson-Catt 01 May, 2024
With cyber threats evolving at an alarming pace, staying ahead of the curve is crucial. It’s a must for safeguarding sensitive information. Data security threats are becoming more sophisticated and prevalent. The landscape must change to keep up. In 2024, we can expect exciting developments alongside persistent challenges. Over 70% of business professionals say their data privacy efforts are worth it. And that their business receives “significant” or “very significant” benefits from those efforts. Staying informed about these trends is crucial. This is true whether you’re an individual or a business safeguarding valuable data. Here are some key areas to watch. 1. The Rise of the Machines: AI and Machine Learning in Security Artificial intelligence (AI) and machine learning (ML) are no longer futuristic concepts. They are actively shaping the cybersecurity landscape. This year, we'll likely see a further rise in their application: Enhanced Threat Detection: AI and ML algorithms excel at analysing massive datasets. This enables them to identify patterns and anomalies that might escape human notice. This translates to a quicker detection of and reaction to potential cyber threats. Predictive Analytics: AI can predict potential vulnerabilities and suggest proactive measures. It does this by analysing past cyberattacks and security incidents. Automated Response: AI can go beyond detection and analysis. Professionals can program it to automatically isolate compromised systems as well as block malicious activity and trigger incident response procedures. This saves valuable time and reduces the potential impact of attacks. AI and ML offer significant benefits. But it's important to remember they are tools, not magic solutions. Deploying them effectively requires skilled professionals. Experts who can interpret the data and make informed decisions. 2. Battling the Ever-Evolving Threat: Ransomware Ransomware is malicious software that encrypts data and demands a ransom for decryption. It has been a persistent threat for years. Unfortunately, it's not going anywhere in 2024. Hackers are constantly refining their tactics, targeting individuals and businesses alike. Here's what to expect: More Targeted Attacks: Hackers will likely focus on meticulously selecting high-value targets. Such as critical infrastructure or businesses with sensitive data. They do this to maximize their impact and potential pay-out. Ransomware-as-a-Service (RaaS): This enables those with limited technical expertise to rent ransomware tools. This makes it easier for a wider range of actors to launch attacks. Double Extortion: Besides encrypting data, attackers might steal it beforehand. They then may threaten to leak it publicly if the ransom isn't paid, adding pressure on victims. 3. Shifting Strategies: Earlier Data Governance and Security Action Traditionally, companies have deployed data security measures later in the data lifecycle. For example, after data has been stored or analysed. But a new approach towards earlier action is gaining traction in 2024. This means: Embedding Security Early On: Organisations are no longer waiting until the end. Instead, they will integrate data controls and measures at the start of the data journey. This could involve setting data classification levels as well as putting in place access restrictions. They will also be defining data retention policies early in the process. Cloud-Centric Security: More organisations are moving towards cloud storage and processing. As they do this, security solutions will be closely integrated with cloud platforms. This ensures consistent security throughout the entire data lifecycle. Compliance Focus: Data privacy regulations like GDPR and CCPA are becoming increasingly stringent. As this happens, companies will need to focus on data governance to ensure compliance. 4. Building a Fortress: Zero Trust Security and Multi-Factor Authentication We're in a world where traditional perimeter defences are constantly breached. This is why the "Zero Trust" approach is gaining prominence. This security model assumes that no user or device is inherently trustworthy. Users and programs need access verification for every interaction. Here's how it works: Continuous Verification: Every access request will be rigorously scrutinized. This is regardless of its origin (inside or outside the network). Systems base verification on factors like user identity, device, location, and requested resources. Least Privilege Access: Companies grant users the lowest access level needed to perform their tasks. This minimizes the potential damage if hackers compromise their credentials Multi-Factor Authentication (MFA): MFA adds an important extra layer of security. It requires users to provide extra factors beyond their password. 5. When Things Get Personal: Biometric Data Protection Biometrics include facial recognition, fingerprints, and voice patterns. They are becoming an increasingly popular form of authentication. But this also raises concerns about the potential for misuse and privacy violations: Secure Storage Is Key: Companies need to store and secure biometric data. This is ideally in encrypted form to prevent unauthorised access or breaches. Strict Regulation: Expect governments to install stricter regulations. These will be around the collection, use, and retention of biometric data. Organisations will need to ensure they adhere to evolving standards. They should also focus on transparency and user consent. How to Prepare for Evolving Data Security Trends Feeling a bit overwhelmed? Don't worry, here are some practical steps you and your organisation can take: Stay Informed Invest in Training Review Security Policies Embrace Security Technologies Test Your Systems Schedule a Data Security Assessment Today! The data security landscape of 2024 promises to be both intriguing and challenging. We can help you navigate this evolving terrain with confidence.  A data security assessment is a great place to start. Contact us today to schedule yours.
by Tanya Wetson-Catt 26 Apr, 2024
It can be challenging to keep up with the ever-evolving cyber threat landscape. Companies need to process large amounts of data. As well as respond to incidents quickly and effectively. Managing an organisation's security posture is complex. That's where Microsoft Security Copilot comes in. Microsoft Security Copilot is a generative AI-powered security solution. It provides tailored insights that empower your team to defend your network. It works with other Microsoft security products. It also integrates with natural language to generate tailored guidance and insights. In this article, we will explain what Microsoft Security Copilot is. We’ll explore its benefits and whether it's the right choice to enhance your digital defenses. What Is Microsoft Security Copilot? Microsoft Security Copilot is a cutting-edge cybersecurity tool. It leverages the power of AI and machine learning for threat detection and response. Copilot aims to enhance the efficiency and effectiveness of cybersecurity operations. Microsoft Security Copilot helps security teams: Respond to cyber threats Process signals Assess risk exposure at machine speed It works with other Microsoft security products as well. A big benefit is that it integrates with natural language. This means you can ask questions plainly to generate tailored guidance and insights. Security Copilot can help with end-to-end scenarios such as: Incident response Threat hunting Intelligence gathering Posture management Executive summaries on security investigations How Does Microsoft Security Copilot Work? You can access Microsoft Security Copilot capabilities through a standalone experience. As well as embedded experiences available in other Microsoft security products. Copilot integrates with several tools, including: Microsoft Sentinel Microsoft Defender XDR Microsoft Intune Microsoft Defender Threat Intelligence Microsoft Entra Microsoft Purview Microsoft Defender External Attack Surface Management Microsoft Defender for Cloud You can use natural language prompts with Security Copilot. This makes it easy to ask for information or guidance on various security topics. For example, you can ask: What are the best practices for securing Azure workloads? What is the impact of CVE-2024-23905 on my organization? Generate a report on the latest attack campaign. How do I remediate an incident involving TrickBot malware? Should You Use Microsoft Security Copilot? The Pros: 1. Advanced Threat Detection Microsoft Security Copilot employs advanced algorithms. These detect and analyse threats that may go unnoticed by traditional security measures. It has the ability to adapt to new threats in real time. This enhances the security posture for organisations.

2. Operational Efficiency

Copilot automates threat analysis. This allows security teams to focus on strategic decision-making. It also reduces the time and effort spent on manual data analysis. The tool streamlines workflows, enabling quicker responses to potential threats. 3. Integration with Microsoft Products Microsoft Security Copilot seamlessly integrates with several Microsoft products. This creates a comprehensive cybersecurity ecosystem. The synergy between these tools enhances threat visibility as well as response capabilities. 4. Continuous Learning The AI and machine learning components of Copilot continuously learn from new data. This improves their ability to identify and mitigate emerging threats over time. This adaptive learning approach ensures that the tool evolves. Which is important to do alongside the ever-changing threat landscape. 5. Reduced False Positives Copilot's advanced algorithms contribute to a more accurate threat detection process. This minimises false positives that can overwhelm security teams. The result is a more focused and efficient response to genuine threats. The Considerations: 1. Integration Challenges Microsoft Security Copilot seamlessly integrates with Microsoft and other security products. But organisations using a diverse range of cybersecurity tools may face integration challenges. Consider the compatibility of Copilot with your existing cybersecurity infrastructure.

2. Resource Requirements The deployment of advanced AI and machine learning technologies may demand extra resources. Companies should check if their existing infrastructure supports the requirements of the tool. 3. Training and Familiarization Successfully leveraging the benefits of Copilot requires training. As well as familiarisation with the tool's functionalities. Ensure that your security team is adequately trained. This will maximize the potential of this cybersecurity solution. The Bottom Line Microsoft Security Copilot represents a leap forward in the realm of AI-driven cybersecurity. It has an advanced capacity for real-time threat detection and operational efficiency. As well as extensive integration capabilities. These factors make it a compelling choice. Especially for businesses seeking to fortify their digital defences. Your unique business needs should guide the decision to adopt Microsoft Security Copilot. Consider factors such as existing cybersecurity infrastructure and resource availability. As well as the commitment to ongoing training. Get Expert Microsoft Product Support Here! Microsoft is a vast ecosystem of interconnected business tools. Security Copilot is one of the newest to help you secure your online landscape. If you need some help leveraging these tools for your company, let us know. We are experienced Microsoft service providers. Our team can help you make the most of these tools.  Contact us today to schedule a consultation.

Share by: