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Moving from Microsoft Teams to Trilo means escaping the Microsoft ecosystem complexity. Instead of navigating Teams, SharePoint, Planner, Loop, and Outlook, you get one workspace with chat, tasks, docs, calendar, and AI coworkers. This guide walks you through the switch.

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Why Teams Switch from Microsoft Teams

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Before You Start

1

Create your Trilo workspace

Sign up for Trilo and set up your workspace.
2

Map your structure

Identify how Teams teams/channels map to Trilo Areas/Projects.
3

Invite your team

Add team members to Trilo (they don’t need Microsoft accounts).
4

Choose migration approach

Decide what to migrate vs. what to leave behind.

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Structure Mapping

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Exporting from Microsoft Teams

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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 Old Teams conversations often include outdated context.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.

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Export Files from SharePoint

1

Open the Files tab

In your Teams channel, click Files.
2

Open in SharePoint

Click Open in SharePoint to access the full file library.
3

Download files

Select files and download them to your computer.
4

Upload to Trilo

Upload files to your Trilo project resources.

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Export Planner Tasks

1

Open Planner in browser

Go to tasks.office.com and find your plan.
2

Export to Excel

Use the menu to export the plan to Excel.
3

Review the data

Open the Excel file and identify tasks to migrate.

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Setting Up Trilo

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Creating Structure

1

Create Areas

Map your Teams “teams” to Trilo Areas.
2

Create Projects

Each Teams channel becomes a Trilo Project.
3

Add team members

Invite people to relevant projects.
4

Configure settings

Enable AI features, set project prefixes.

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Migrating Content

For Documents (from SharePoint):
1

Download from SharePoint

Get files from your Teams file storage.
2

Create Pages in Trilo

For text documents, create Pages and paste content.
3

Upload files

For other files, upload to task attachments or descriptions.
For Tasks (from Planner):
1

Review Planner export

Open the Excel export of your Planner tasks.
2

Create tasks in Trilo

Use the T shortcut for quick task creation.
3

Set properties

Map Planner bucket → Trilo status, assignments, due dates.

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Feature Comparison

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One App vs. Five

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What’s Better in Trilo

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What You Gain by Switching

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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)
Trilo gives you one app where everything connects.

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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
Trilo includes AI coworkers at no extra cost:
  • Chat with AI in any conversation
  • AI transcribes meetings
  • AI creates tasks from discussions
  • Works across your entire workspace

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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
Trilo works with any email, any calendar, any tools you choose.

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Migration Checklist

  • Create Trilo workspace
  • Map Teams structure to Trilo
  • Invite team members
  • Download files from SharePoint
  • Export Planner tasks
  • Set cutover date
  • Create Areas and Projects
  • Upload important documents
  • Recreate active tasks
  • Configure calendar integrations
  • Test video calls
  • Announce the switch
  • Train team on Trilo features
  • Keep Teams read-only for 2-4 weeks
  • Gather feedback
  • Plan Microsoft 365 license changes

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Tips for Microsoft-to-Trilo Migration

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.
Instead of exporting Outlook calendar data, just connect Google Calendar or Outlook to Trilo. Events sync automatically—no manual migration needed.
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.
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.

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Common Questions

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.
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.
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.
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.

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Next Steps

Set Up Team Chat

One place for all communication.

Learn Task Management

Tasks without Planner’s limitations.

Explore the Knowledge Base

Docs without SharePoint’s complexity.

Meet AI Coworkers

AI that’s included, not $30/user extra.