Collaboration is the backbone of any successful team, whether you’re managing a small group or a large-scale project.
While small teams thrive on close-knit communication, modern projects often demand sprawling ‘mega cross-functional teams’ with dozens or even hundreds of members.
As teams grow, collaboration challenges multiply—but the solution isn’t scaling back. Instead, it’s about equipping teams with the right tools. Microsoft’s suite of collaboration tools is designed to break down silos, improve communication, and boost productivity as teams work together, no matter the size.
This blog post explores the 11 best Microsoft collaboration tools to help your team stay connected, improve efficiency, and achieve more.
11 Best Microsoft Collaboration Tools to Improve Productivity
- What Should You Look for in Microsoft Collaboration Tools?
- 11 Best Microsoft Collaboration Tools
- 1. Microsoft Teams (Best for team communication and meetings)
- 2. Microsoft SharePoint (Best for document sharing and collaboration)
- 3. Microsoft Outlook (Best for email and calendar management)
- 4. Microsoft Whiteboard (Best for brainstorming and visual collaboration)
- 5. Microsoft Project (Best for project management)
- 6. Microsoft OneDrive for Business (Best for cloud storage and file sharing)
- 7. Microsoft To Do (Best for task management)
- 8. Microsoft Loop (Best for real-time co-authoring)
- 9. Microsoft Viva Engage (Best for employee engagement)
- 10. Microsoft OneNote (Best for note-taking and organization)
- 11. Microsoft 365 Groups (Best for team collaboration spaces)
- Other Microsoft Collaboration Tools
- Choosing the Right Collaboration Platform
Summarize this article for me please⏰ 60-Second Summary
Here are 11 of the best Microsoft collaboration tools to improve productivity:
- Microsoft Teams (Best for team communication and meetings)
- Microsoft SharePoint (Best for document sharing and collaboration)
- Microsoft Outlook (Best for email and calendar management)
- Microsoft Whiteboard (Best for brainstorming and visual collaboration)
- Microsoft Project (Best for project management)
- Microsoft OneDrive for Business (Best for cloud storage and file sharing)
- Microsoft To Do (Best for task management)
- Microsoft Loop (Best for real-time co-authoring)
- Microsoft Viva Engage (Best for employee engagement)
- Microsoft OneNote (Best for note-taking and organization)
- Microsoft 365 Groups (Best for team collaboration spaces)
But if you’re looking for other Microsoft collaboration tools to enhance productivity, idea-sharing, and project management, ClickUp is your best choice.
Summarize this article for me pleaseWhat Should You Look for in Microsoft Collaboration Tools?
The right Microsoft collaboration tools will enable you to share ideas effortlessly and run projects like clockwork.
Here are a few key features to keep in mind:
- Features: Match the tool’s capabilities with your specific needs. For example, Microsoft Project excels in detailed project tracking, while Microsoft Loop enables modular content collaboration
- Scalability: Whether using Microsoft for personal productivity or enterprise-wide collaboration, look for a tool that can scale to accommodate growing data and user demands without compromising performance
- Integration: Opt for tools that integrate seamlessly with core Microsoft apps such as Outlook, OneDrive, and Power BI
- Ease of use: Look for tools that minimize onboarding time, making them accessible even to non-technical users
- Cost-effectiveness: Assess whether the tool’s pricing matches your organization’s budget while considering its long-term ROI. Microsoft 365 plans bundle multiple tools, often providing better value than standalone solutions
Summarize this article for me please11 Best Microsoft Collaboration Tools
Now that you know what features to look for in Microsoft collaboration tools, we’ve curated a list of the best ones, each offering powerful features to help you.
1. Microsoft Teams (Best for team communication and meetings)
Microsoft Teams is a unified communication and collaboration platform that excels in real-time chat and video conferencing. Its native integration with Office 365 apps makes it the go-to hub for teamwork.
Teams chat allows you to share and edit content simultaneously in group chat, with everyone’s changes automatically saved. You can collaborate on files directly within the platform, minimizing the need for lengthy communication threads.
Microsoft Teams best features
- Enable video and audio conferencing with up to 1,000 participants on Teams
- Communicate with large groups dedicated to projects using the Channels functionality
- Record and transcribe meetings automatically for future reference
- Use Together Mode to make virtual meetings feel more engaging
Microsoft Teams limitations
- Managing and organizing files shared within channels or chats can become increasingly difficult as the volume grows
- Another major Microsoft Teams con is that it limits teams to 200 public channels and 30 private channels
Microsoft Teams pricing
- Microsoft Teams Essentials: $4/user per month
- 365 Business Basic: $6/user per month
- 365 Business Standard: $12.5/user per month
Microsoft Teams ratings and reviews
- G2: 4.3/5 (15,500+ reviews)
- Capterra: 4.5/5 (9,500+ reviews)
What are real-life users saying about Microsoft Teams?
👀 Did You Know? According to research by Gartner, nearly 80% of workers now rely on collaboration tools for work.
2. Microsoft SharePoint (Best for document sharing and collaboration)
Known for document collaboration, Microsoft SharePoint enables teams to co-author documents in real time while maintaining strong version control.
You can choose from a document library of over 100+ SharePoint templates or design a custom flow from scratch to integrate with SharePoint. Its standout feature is the ability to automate workflows using Power Automate.
Microsoft SharePoint best features
- Create customized intranet portals for internal communication
- Manage permissions and access controls for better security
- Use metadata tagging for easy document categorization and search
Microsoft SharePoint limitations
- Some people may need some time to figure out how to grant access to others
- There is some lag when uploading files or moving files to other folders
Microsoft SharePoint pricing
- Free: One-month trial
- SharePoint (Plan 1): $6/user per month
- Microsoft 365 Business Standard: $15/user per month
Microsoft SharePoint ratings and reviews
- G2: 4/5 (8,000+ reviews)
- Capterra: 4.3/5 (5,000+ reviews)
3. Microsoft Outlook (Best for email and calendar management)
A powerful email management tool that goes beyond basic communication, Microsoft Outlook offers integrated shared team calendars and a built-in task manager to keep teams organized. Renowned for its enterprise-grade security, Outlook ensures your communications remain private and secure.
Its scheduling features, including meeting planning and email scheduling, make it an excellent tool for business and for staying ahead in a busy work environment.
Microsoft Outlook best features
- Automatically prioritize emails with the Focused Inbox feature
- Manage shared mailboxes for team collaboration
- Keep your sentences concise and polished with suggestions as you write (intelligent spelling and grammar checks)
- Sync across desktop and mobile for on-the-go productivity
Microsoft Outlook limitations
- The search function can sometimes be slow, especially when dealing with a large volume of emails
- Outlook does not work well on smartphones, and sometimes, there is a delay in receiving emails
Microsoft Outlook pricing
- Free
- Microsoft 365 Business Basic: $7.20/user per month
- Microsoft 365 Business Standard: $15/user per month
- Microsoft 365 Business Premium: $26.40/user per month
Microsoft Outlook ratings and reviews
- G2: 4.5/5 (2,500+ reviews)
- Capterra: 4.5/5 (2,000+ reviews)
What are real-life users saying about Microsoft Outlook?
4. Microsoft Whiteboard (Best for brainstorming and visual collaboration)
Microsoft Whiteboard provides a digital canvas for teams to collaborate creatively. It’s ideal for brainstorming, planning, and sketching ideas in real time. A unique feature is its automatic shape recognition, which turns hand-drawn shapes into polished diagrams.
Microsoft Whiteboard best features
- Use sticky notes and text boxes for structured brainstorming
- Stay in the flow with Loop components in Whiteboard that sync across chats, meetings, emails, and documents
- Enjoy a natural writing and drawing experience with Microsoft’s Surface Hub with dual-pen active inking
- Innovate and design faster with 60+ prebuilt templates
Microsoft Whiteboard limitations
- Glitches in the display have been reported when more than one user works on the same file
Microsoft Whiteboard pricing
- Free with a Microsoft 365 account/subscription
Microsoft Whiteboard ratings and reviews
- G2: 4/5 (40+ reviews)
- Capterra: 4.4/5 (140+ reviews)
Also Read: Brainstorming Templates & Techniques
5. Microsoft Project (Best for project management)
If you want a tool to help with planning, tracking, and managing complex projects, Microsoft Project is the one for you. It’s ideal for resource allocation and timeline management. This predictive scheduling engine uses AI to suggest optimal timelines and resource allocation.
Microsoft Project best features
- Integrate with Planner for simplified task management
- Plan your projects with dynamic scheduling based on effort needed, project duration, and allotted team members
- Create interactive dashboards to view overall status and drill down into the details of your projects and programs, using Power BI visualization
- Automate workflows on desktop and mobile with a flexible, secure platform built on Azure cloud
Microsoft Project limitations
- Some users have reported the need for extensive experimentation to understand the interface fully
Microsoft Project pricing
- Microsoft Planner: Included in Microsoft 365
- Planner Plan 1: $10/user per month
- Planner and Project Plan 3: $30/user per month
- Planner and Project Plan 5: $55/user per month
Microsoft Project ratings and reviews
- G2: 4/5 (1,500+ reviews)
- Capterra: 4.4/5 (2,000+ reviews)
👀 Did You Know? A Microsoft study found that 85% of employees surveyed said collaboration tools are essential for their company’s digital transformation.
6. Microsoft OneDrive for Business (Best for cloud storage and file sharing)
OneDrive for Business offers secure cloud storage and allows secure file sharing anywhere. It’s especially valuable for teams working remotely and in hybrid work setups. A key highlight is its 30-day file recovery feature, which provides a layer of data protection.
Microsoft OneDrive for Business best features
- Automatically back up files, photos, and videos across devices
- Share files externally with secure links and expiration dates
- Protect sensitive data with advanced encryption and compliance tools
- Scan important documents using the Microsoft OneDrive mobile app
Microsoft OneDrive for Business limitations
- Limited collaboration features for non-Office documents
- Higher cost for advanced features
Microsoft OneDrive for Business pricing
- OneDrive for Business (Plan 1): $6/month per user
- Microsoft Business 365 Basic: $7.20/month per user
- Microsoft Business 365 Standard: $15/month per user
Microsoft OneDrive for Business ratings and reviews
- G2: 4.3/5 (9,500+ reviews)
- Capterra: 4.5/5 (12,000+ reviews)
What are real-life users saying about Microsoft OneDrive for Business?
💡Pro Tip: Integrate cloud collaboration tools with your project management system to speed up workflows and reduce context-switching for your team.
7. Microsoft To Do (Best for task management)
A cross-platform task management app, Microsoft To Do uniquely combines simplicity and cross-platform synchronization. It allows you to break tasks down into simple steps, add due dates, and set reminders for your daily checklist to keep you on track.
Microsoft To Do best features
- Assign tasks to team members for shared accountability
- Attach files or notes directly to tasks for context
- Sync individual or shared task lists across all devices for seamless updates
- Integrate with Outlook Tasks to manage all kinds of Tasks in one place
Microsoft To Do limitations
- Highly dependent on the Microsoft ecosystem
- Limited customization features in terms of marking the tasks
Microsoft To Do pricing
- Free with Microsoft 365 accounts/subscriptions
Microsoft To Do ratings and reviews
- G2: 4.4/5 (80+ reviews)
- Capterra: 4.6/5 (3,000+ reviews)
What are real-life users saying about Microsoft To Do?
Also Read: Microsoft To Do Alternatives and Competitors
8. Microsoft Loop (Best for real-time co-authoring)
Microsoft Loop improves collaboration by enabling real-time, dynamic content sharing through its fluid components like tables, lists, or notes.
These can be edited simultaneously across Microsoft apps like Teams and Outlook, eliminating silos and encouraging transparency for cross-functional teams. Loop’s modular structure adapts to evolving project needs, offering flexibility and clarity.
Microsoft Loop best features
- Co-create, stay informed, and pick up where others left off with Copilot in Loop
- Track component changes with built-in version history
- Manage projects with linked pages for comprehensive documentation
- Get only the notifications you care about and stay focused on what needs your attention
Microsoft Loop limitations
- No option to create relational databases or to link pages inside another page
- Some users struggle with granting guests access to files
Microsoft Loop pricing
- Free with Microsoft 365 account/subscription
Microsoft Loop ratings and reviews
- G2: Not enough ratings
- Capterra: Not enough ratings
9. Microsoft Viva Engage (Best for employee engagement)
Specially designed for enterprises, Microsoft Viva Engage connects employees through a social networking-style platform.
It promotes open and collaborative communication and knowledge sharing. A unique feature is its Storyline capability, which mines corporate data and lets employees share updates and insights, ensuring a sense of community.
Microsoft Viva Engage best features
- Host virtual events to encourage team engagement
- Generate and refine a post, add details, and choose the tone with Copilot in Viva Engage
- Post polls and surveys to gather team feedback
- Recognize achievements with badges and leaderboards
- Share organizational updates with stylized feeds
Microsoft Viva Engage limitations
- Some users report the need for better customization options for the dashboard and analytics reports
- Users who are not familiar with Microsoft Teams and Viva Connections have a hard time learning the platform
Microsoft Viva Engage pricing
- Microsoft Viva Employee Communications and Communities: $2/user per month
- Microsoft Viva Workplace Analytics and Employee Feedback: $6/user per month
- Microsoft Viva Suite: $12/user per month
Microsoft Viva Engage ratings and reviews
- G2: 4.5/5 (40+ reviews)
- Capterra: 4.2/5 (800+ reviews)
🧠 Fun Fact: According to a Salesforce survey, 75% of workers prefer to interact with colleagues as a friend, and more than one-third prefer to interact even with external customers or partners as they would a friend.
10. Microsoft OneNote (Best for note-taking and organization)
With support for rich content like text, images, and audio recordings, Microsoft OneNote allows team members to contribute and access real-time information. It can sync across devices and integrate with Microsoft 365, making it ideal for brainstorming, sharing ideas, and working together effectively.
You can add audio recordings to capture meeting details and highlight important content with built-in drawing tools.
Microsoft OneNote best features
- Recreate the feel of a physical binder with separate sections and pages in the Digital Notebook Layout
- Combine the use of digital ink with the natural feel of a pen to sketch out your inspirations and present them to your team members
- Capture your notes quickly using voice transcription and review them later
Microsoft OneNote limitations
- Lack of advanced task management features
- No Gantt charts or timeline views
Microsoft OneNote pricing
- Free trial with limited features
- Available as an add-on in Microsoft 365 plans starting at $7.20 user/month
Microsoft OneNote ratings and reviews
- G2: 4.5/5 (1,800+ reviews)
- Capterra: 4.6/5 (1,500+ reviews)
What are real-life users saying about Microsoft OneNote?
11. Microsoft 365 Groups (Best for team collaboration spaces)
Microsoft 365 Groups is a cross-application membership service in Microsoft 365. It creates a shared space for teams to collaborate across apps like Outlook, Teams, and SharePoint. Its integration with Microsoft Planner is a unique feature that provides a unified view of tasks and schedules.
Microsoft 365 Groups best features
- Create shared calendars for coordinated scheduling
- Use a unified task list for cross-functional projects
- Manage permissions easily for secure collaboration
- Sync with OneDrive for shared file access
Microsoft 365 Groups limitations
- Users report that the excessively easy way of creating 365 Groups leads to confusing and repetitive group names across an organization
Microsoft 365 Groups pricing
- Available with a Microsoft 365 subscription starting at $12/user per month
Microsoft 365 Groups ratings and reviews
- G2: No ratings available
- Capterra: No ratings available
Also Read: How to Use Microsoft OneNote Effectively
Summarize this article for me pleaseOther Microsoft Collaboration Tools
Microsoft’s ecosystem extends beyond its native tools, offering opportunities to integrate with powerful platforms like Slack, Asana, and ClickUp.
Let’s take a closer look at them.
1. ClickUp (Best for comprehensive project management and collaboration)
Work today is broken. And we’re all working in too many disconnected apps, killing team productivity. Convergence is a compelling solution to that problem.
ClickUp is the everything app for work—an all-in-one project management and productivity platform. It converges all crucial collaboration and work management features under one roof.
Let’s see how it is the single best alternative to all Microsoft collaboration tools.
ClickUp Microsoft Teams integrations
Its ClickUp Microsoft Teams integrations allow you to create, assign, and track tasks without switching platforms.
This integration ensures real-time updates and centralized communication across team sites while benefiting from Microsoft Teams features and adjusting workflows for hybrid and remote teams.
The integration with Outlook lets you sync your emails, tasks, and calendar events, ensuring that nothing slips through the cracks. And with OneDrive, you can easily share documents and collaborate without leaving the ClickUp platform.
ClickUp Goals
ClickUp Goals helps your team stay on track with goal setting and progress tracking. You can visualize timelines, set clear objectives, and bring your entire team together to hit significant milestones.
ClickUp Whiteboards
When it comes to brainstorming, ClickUp Whiteboards take the lead. They go beyond basic visuals by letting you immediately turn ideas into actionable tasks, making collaboration visual, smarter, and more effective.
ClickUp Chat
ClickUp Chat redefines how you communicate and collaborate. Unlike MS Teams, ClickUp Chat doesn’t just stop at messaging—it integrates communication directly into your work.
ClickUp Chat takes teamwork to the next level and offers you the following:
- Unified communication
- Real-time updates
- Voice and video calls
- Centralized notifications
ClickUp best features
- Use ClickUp Collaboration Detection to stay updated when someone else is editing the same task or document, ensuring changes are not overwritten
- Centralize and organize information with ClickUp Brain and access critical insights and resources within the workspace
- Attach meeting notes, agendas, and follow-up tasks directly to the meeting event on ClickUp Meetings
- Record and share video messages to provide detailed explanations or updates using ClickUp Clips
ClickUp limitations
- New users might experience a learning curve due to the extensive features
ClickUp pricing
- Free Forever
- Unlimited: $7/month per user
- Business: $12/month per user
- Enterprise: Contact for pricing
- ClickUp Brain: Add to any paid plan for $7 per member per month
ClickUp ratings and reviews
- G2: 4.7/5 (9,500+ reviews)
- Capterra: 4.6/5 (4,000+ reviews)
What are real-life users saying about ClickUp?
📮ClickUp Insight: Our survey found that knowledge workers maintain an average of 6 daily connections at their workplace. This probably entails multiple pings back and forth across emails, chat, and project management tools. What if you could converge all these conversations in one place?
With ClickUp, you can! It’s the everything app for work that combines projects, knowledge, and chat in one place—all powered by AI that helps you and your team work faster and smarter. Seamless collaboration is just a click away with ClickUp.
2. Slack (Best for collaborating with external organizations)
Slack is a channel-based messaging platform that facilitates team communication and collaboration in the workplace. It integrates seamlessly with Microsoft tools like Teams, Outlook, and OneDrive, allowing you to share files, schedule meetings, and sync calendars across platforms.
Slack best features
- Automate repetitive tasks within Slack using its no-code workflow builder
- Collaborate securely with external organizations by creating shared channels
- Automate actions like creating channels and sending DMs using Slack Agentforce—a platform for AI agents
- Find messages, files, and links with pinpoint accuracy using filters and keywords
- Take meeting notes using Slack AI
Slack limitations
- Slack is primarily designed for messaging and doesn’t offer built-in tools for task and project management
Slack pricing
- Free
- Pro: $7.25/user per month
- Business+: $12.50/user per month
- Enterprise Grid: Custom pricing
Slack ratings and reviews
- G2: 4.5/5 (33,500+ reviews)
- Capterra: 4.7/5 (23,500+ reviews)
3. Asana (Best for managing work updates)
Primarily a project management tool, Asana’s customizable inbox provides a smoother way to handle work-related notifications, helping you stay focused and minimize distractions. With features to sort, filter, and prioritize messages, it is easier to focus on what truly matters.
Additionally, Asana helps configure default notification settings for projects, such as receiving updates for new messages, status changes, or when tasks are assigned to specific team members.
Asana best features
- Visualize project schedules and dependencies in an interactive Gantt chart format
- Monitor multiple projects in one dashboard to ensure alignment with goals
- Generate project progress reports and sync them with Power BI for deeper insights
Asana limitations
- Large projects can be difficult to handle
- No built-in document and knowledge management
Asana pricing
- Personal: Free forever
- Starter: $8.50/user per month
- Advanced: $19.21/user per month
- Enterprise: Custom pricing
- Enterprise+: Custom pricing
Asana ratings and reviews
- G2: 4.4/5 (10,500+ reviews)
- Capterra: 4.5/5 (13,000+ reviews)
What are real-life users saying about Asana?
Summarize this article for me pleaseChoosing the Right Collaboration Platform
Choosing the right workplace collaboration platform can feel overwhelming, but with careful consideration, you can find the perfect fit.
ClickUp stands out as the everything app for work, allowing you to improve your communication strategies and keep all your collaboration in one centralized hub.
This unified approach allows teams to streamline their workflows, enhance asynchronous collaboration, and boost productivity.
Whether working on a simple project or managing a complex initiative, ClickUp offers all the tools you (and your team) need to stay organized, communicate clearly, and achieve your goals.
What are you waiting for? Try ClickUp today!
Everything you need to stay organized and get work done.
