A Simple Guide to Using Microsoft Teams for Your Small Business

Microsoft Teams for Small Business: Simple Tips to Get Started with your Orange County, CA business

Why Small Businesses Should Consider Microsoft Teams

Running a small business means balancing communication, meetings, and file sharing. Microsoft Teams brings it all together in one app—chat, video calls, document collaboration, and integrations with the tools you already use.

For business owners and operations managers, Teams can reduce email clutter, improve productivity, and keep your team aligned without extra software.

How Much Does Microsoft Teams Cost?

Microsoft Teams is available in both free and paid plans:

• Free version – Includes unlimited chat, video meetings (up to 60 minutes), and 5GB of file storage per user.

• Microsoft 365 Business Basic – About $6 per user/month, includes Teams and cloud-based Office apps.

• Microsoft 365 Business Standard – About $12.50 per user/month, adds desktop Office apps.

• Microsoft 365 Business Premium – About $22 per user/month, with advanced security and device management.

👉 If your company already uses Microsoft 365, you likely have Teams included at no extra cost.

How to Start Using Microsoft Teams in Your Business

Getting started with Microsoft Teams is simple:

1. Check your subscription – Log into Microsoft 365 and see if Teams is included.

2. Download Teams – Use the desktop app, mobile app, or browser version.

3. Set up Teams and Channels – Create teams for departments (Sales, Operations, HR) and channels for topics within those teams (Leads, Projects, Training).

4. Invite your staff – Add team members with their work email addresses.

5. Replace internal emails with chat – Use Teams chat and meetings instead of long email chains.

6. Organize files inside Teams – Upload documents to channels so everyone always has the latest version.

5 Simple Tips to Get More from Microsoft Teams

1. Pin your top channels so they’re easy to find.

2. Use @mentions to make sure the right person sees your message.

3. Integrate apps like Planner and To Do to manage tasks directly in Teams.

4. Record meetings so absent team members can catch up later.

5. Set guidelines (e.g., “all project files go in Teams”) to keep workflows consistent.

Microsoft Teams vs Slack: Which Is Better?

Both Teams and Slack are powerful collaboration tools. The best choice depends on your business setup.

• Microsoft Teams

  • Best for businesses already using Microsoft 365 (Word, Excel, Outlook).

  • Strong built-in video meetings and file sharing.

  • Cost-effective if you already pay for Microsoft 365.

• Slack

  • Simple, clean interface with great app integrations.

  • Best for businesses using Google Workspace or a mix of cloud tools.

  • Paid plans start at $8.75 per user/month.

👉 For most small businesses already using Microsoft Office, Teams is the smarter, more cost-effective choice.

Final Thoughts

Microsoft Teams is more than just a chat app—it’s a central hub for communication, collaboration, and file sharing. With affordable pricing (or free if bundled in your Microsoft 365 plan), it’s an easy win for small businesses looking to improve productivity and teamwork.

If you’re deciding between Microsoft Teams vs Slack, choose Teams if you already use Microsoft 365. If not, Slack might be a lightweight alternative. Either way, centralizing your team’s communication will save time and reduce stress.

About Newport Solutions

Newport Solutions has been helping small businesses in Orange County, CA for almost 20 years. Our dedicated team provides comprehensive IT services, ensuring your business operates smoothly and efficiently. From IT support to cybersecurity, we've got you covered. Discover how we can become your business's IT department today.

We proudly serve the following areas: Newport Beach, Irvine, Costa Mesa, and the greater Orange County region.

Contact Us to learn more.