Why Teams Switch from Microsoft Teams
| Microsoft Teams Limitation | Trilo Solution |
|---|---|
| Requires SharePoint for files | Built-in knowledge base |
| Requires Planner for tasks | Built-in task management |
| Requires Loop for collaboration | Built-in docs & whiteboards |
| Requires Outlook for calendar | Built-in calendar & booking |
| Copilot costs $30/user extra | AI coworkers included |
| Complex licensing tiers | Simple flat pricing |
Before You Start
Create your Trilo workspace
Sign up for Trilo and set up your workspace.
Structure Mapping
| Microsoft Teams | Trilo |
|---|---|
| Teams (organization) | Workspace |
| Teams (groups) | Areas |
| Channels | Projects |
| Channel tabs | Project resources |
| Planner plans | Tasks |
| SharePoint files | Pages & Spreadsheets |
| Loop components | Pages |
Exporting from Microsoft Teams
Export Chat History (Limited)
Microsoft Teams chat export is limited. For compliance exports, you need admin access and eDiscovery tools. For most migrations:We recommend a fresh start for chat. Old Teams conversations often include outdated context. Export for reference if needed, but start clean in Trilo.
Export Files from SharePoint
Export Planner Tasks
Setting Up Trilo
Creating Structure
Migrating Content
For Documents (from SharePoint):
For Tasks (from Planner):
Feature Comparison
One App vs. Five
| Need | Microsoft | Trilo |
|---|---|---|
| Chat | Teams | Built-in |
| Tasks | Planner (separate app) | Built-in |
| Docs | Loop/Word (separate apps) | Built-in Pages |
| Files | SharePoint (separate system) | Built-in resources |
| Calendar | Outlook (separate app) | Built-in |
| Video | Teams | Built-in |
| AI | Copilot ($30/user extra) | Included |
What’s Better in Trilo
| Feature | Microsoft Teams | Trilo |
|---|---|---|
| Learning curve | Complex | Intuitive |
| App count | 5+ apps | 1 app |
| Performance | Resource-heavy | Lightweight |
| Microsoft account | Required | Not required |
| AI cost | $30/user/month extra | Included |
| Search | Fragmented across apps | Unified |
What You Gain by Switching
Simplicity
Microsoft Teams requires:- Teams for chat
- SharePoint for files (clunky interface)
- Planner for tasks (separate app)
- Loop for collaboration (yet another app)
- Outlook for calendar (separate app)
AI Without the Tax
Microsoft Copilot costs $30/user/month on top of your Microsoft 365 license:- 10 users = $300/month just for AI
- Requires premium Microsoft 365 licensing
- Still fragmented across apps
- Chat with AI in any conversation
- AI transcribes meetings
- AI creates tasks from discussions
- Works across your entire workspace
Escape Ecosystem Lock-in
Microsoft Teams ties you to:- Microsoft accounts for everyone
- SharePoint’s complex permission system
- Microsoft 365 licensing
- The entire Microsoft ecosystem
Migration Checklist
Pre-migration
Pre-migration
- Create Trilo workspace
- Map Teams structure to Trilo
- Invite team members
- Download files from SharePoint
- Export Planner tasks
- Set cutover date
During migration
During migration
- Create Areas and Projects
- Upload important documents
- Recreate active tasks
- Configure calendar integrations
- Test video calls
Post-migration
Post-migration
- Announce the switch
- Train team on Trilo features
- Keep Teams read-only for 2-4 weeks
- Gather feedback
- Plan Microsoft 365 license changes
Tips for Microsoft-to-Trilo Migration
Don't try to replicate the Microsoft structure
Don't try to replicate the Microsoft structure
Microsoft’s ecosystem evolved organically over decades. Your Trilo workspace can be simpler. Use Areas and Projects that match how your team actually works, not how Microsoft organized things.
Connect calendars rather than migrate
Connect calendars rather than migrate
Instead of exporting Outlook calendar data, just connect Google Calendar or Outlook to Trilo. Events sync automatically—no manual migration needed.
Start with one team
Start with one team
Pick a pilot team to migrate first. Learn from that experience before rolling out to the whole organization. This is especially important coming from Microsoft’s complex ecosystem.
Highlight the simplicity
Highlight the simplicity
Teams users often don’t realize how complex their setup is. Show them: “Instead of 5 apps, here’s one.” The simplification is usually the biggest selling point.
Common Questions
What about OneDrive files?
What about OneDrive files?
Download files you need and upload them to Trilo. For ongoing storage, Trilo supports file attachments in tasks and resources. You don’t need OneDrive’s complexity.
Can I keep using Outlook for email?
Can I keep using Outlook for email?
Absolutely. Trilo is for team collaboration, not email. Keep using Outlook (or Gmail, or any email) for email. Trilo replaces Teams/SharePoint/Planner, not Outlook email.
What about Teams meetings I have scheduled?
What about Teams meetings I have scheduled?
Trilo has its own video calling. New meetings can be scheduled in Trilo. For existing calendar events with Teams links, they’ll continue to work until you reschedule them as Trilo calls.
Do my team members need to cancel Microsoft 365?
Do my team members need to cancel Microsoft 365?
That’s a separate decision. Trilo replaces the collaboration apps (Teams, SharePoint, Planner, Loop), not the productivity apps (Word, Excel, PowerPoint). Many teams keep Microsoft 365 for Office apps but stop using Teams.