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Microsoft Teams vs When2meet: Pricing Comparison 2026

Side-by-side pricing comparison of Microsoft Teams and When2meet. See all plans, features, and costs at a glance.

Bottom line: Microsoft Teams starts at $4/mo, making it $1/mo cheaper than When2meet ($5/mo). When2meet offers a free plan.

Last updated: March 16, 2026

Data compiled by Arthur Jacquemin
Updated March 16, 2026
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Microsoft Teams vs When2meet: Quick Pricing Facts

FeatureMicrosoft TeamsWhen2meet
Starting Price$4/mo$5/mo
Number of Plans34
Free TierNoYes
Pricing Modelper-seatfreemium
Annual DiscountN/AN/A

Microsoft Teams is the more affordable option, starting at $4/mo compared to When2meet's $5/mo. Both are Communication tools with 7 combined pricing plans and 18 features compared.

When2meet stands out with a free plan for getting started. Microsoft Teams uses per-seat pricing while When2meet uses freemium pricing, which may affect your total cost at scale.

Review the detailed tier-by-tier comparison above to see exactly which features are included at each price point and find the best fit for your Communication needs.

Pricing Plans
Microsoft Teams
Microsoft Teams
Try it free
When2meet
When2meet
Try it free
Tier 1
Microsoft Teams EssentialsPopular
$4/month
Includes
  • Chat, call, and video conferencing
  • Real-time collaboration with file sharing, tasks, and polling
  • Team meeting recordings with transcripts and live captions (English)4
  • 10 GB of cloud storage per user
  • Data encryption for meetings, chats, calls, and files
  • Anytime phone and web support
Start with Microsoft Teams Essentials
Free
$0/monthCheapest
Includes
  • No contact or billing information required
Start with Free
Tier 2
Microsoft 365 Business Basic
$6/month
Includes
  • Identity and access management for up to 300 users
  • Web and mobile versions3 of Word, Excel, PowerPoint, and Outlook apps
  • Custom business email (you@yourbusiness.com)
  • 1 TB of cloud storage per user
  • 10+ additional apps for your business needs (including Microsoft Bookings, Planner, and Forms)
  • AI chat experience with web grounding, writing assistance, data analysis, and access to agents5
  • Automatic spam and malware filtering
Start with Microsoft 365 Business Basic
Basic
$5/monthCheapest
$0 / year
Start with Basic
Tier 3
Microsoft 365 Business Standard
$13/month
Includes
  • Desktop, web, and mobile versions3 of Word, Excel, PowerPoint, Outlook, and other apps
  • Webinars with attendee registration and reporting
  • Collaborative workspaces to co-create using Microsoft Loop
  • Video editing and design tools with Microsoft Clipchamp
Start with Microsoft 365 Business Standard
Standard
$10/monthCheapest
$1 / year
Start with Standard
Tier 4
—
Premium
$20/monthCheapest
$2 / year
Start with Premium

Swipe to compare plans →

Microsoft Teams

Team collaboration hub with chat, meetings, and file sharing

View all Microsoft Teams plans

When2meet

Free simple group availability scheduling tool

View all When2meet plans

What Reviewers Say

Our Pick

When2meet

When2meet offers a free plan, offers 4 tiers vs 3.

Based on pricing data only. Review the full comparison below for your specific needs.

Best value: When2meet

Try When2meet free

Which Should You Choose?

Choose Microsoft Teams if:

  • •You want lower per-user costs—Microsoft Teams starts at $4/mo, saving $1/mo compared to When2meet at $5/mo
  • •You want more features built-in—Microsoft Teams offers 16 additional features across its plans
  • •You prioritize Microsoft Teams's user experience and interface over price (both tools are similarly priced)

Choose When2meet if:

  • •You need a free plan with No contact or billing information required—When2meet offers no-cost access with no credit card required
  • •You need 4 pricing tiers for flexible team sizing—more options mean less overpaying for features you don't need
  • •You prioritize When2meet's user experience and interface over price (both tools are similarly priced)

When2meet offers a free plan [1], eliminating the cost barrier for evaluation, while Microsoft Teams requires paid subscription from the start. This gives When2meet a significant advantage for teams with budget constraints or extended trial periods. Once you outgrow When2meet's free tier, upgrading to a paid plan at approximately $5/mo provides substantial additional functionality. Compare this pricing path against Microsoft Teams' tiering starting at $4/mo to assess total cost of ownership over 12 months. When2meet's 4 tiers provide flexibility at different budgets, while Microsoft Teams' 3 tiers structure may force you into higher-cost plans than necessary for your use case. If evaluation cost matters to your decision, When2meet is the obvious starting point with zero financial commitment. Use the free tier to validate core functionality before committing to paid plans from either tool.

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Frequently Asked Questions: Microsoft Teams vs When2meet

Which is cheaper, Microsoft Teams or When2meet?
As of March 2026, Microsoft Teams starts at a lower price point. Microsoft Teams starts at $4/mo while When2meet starts at $5/mo. However, the best value depends on the features you need at each tier.
How many pricing plans does Microsoft Teams have vs When2meet?
Microsoft Teams offers 3 pricing plans, while When2meet offers 4 plans. More plans typically means more flexibility to match your exact needs and budget.
Does Microsoft Teams or When2meet offer a free plan?
When2meet offers a free plan, while Microsoft Teams does not. If budget is a concern, When2meet lets you get started at no cost.
Can I save money by paying annually for Microsoft Teams or When2meet?
Both Microsoft Teams and When2meet offer annual billing options. Check each plan's yearly pricing for potential savings compared to monthly billing.
What is the most popular Microsoft Teams plan?
The Microsoft Teams Essentials plan is Microsoft Teams' most popular tier, priced at $4/mo. Key features include Chat, call, and video conferencing, Real-time collaboration with file sharing, tasks, and polling, Team meeting recordings with transcripts and live captions (English)4.
What pricing models do Microsoft Teams and When2meet use?
Microsoft Teams uses a per-seat pricing model, while When2meet uses freemium pricing. The right model depends on your team size and usage patterns.
How do Microsoft Teams and When2meet compare for Communication?
Both Microsoft Teams and When2meet are Communication tools. Microsoft Teams offers 3 plans starting at $4/mo, while When2meet offers 4 plans starting at $5/mo. Review the feature breakdowns above to see which better fits your Communication needs.

Sources

  1. Microsoft Teams Official Pricing— Vendor pricing page
  2. When2meet Official Pricing— Vendor pricing page

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