> ## Documentation Index
> Fetch the complete documentation index at: https://docs.trilo.chat/llms.txt
> Use this file to discover all available pages before exploring further.

# Migrate from Microsoft Teams

> Step-by-step guide to migrate from Microsoft Teams to Trilo

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.

## 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

<Steps>
  <Step title="Create your Trilo workspace">
    [Sign up for Trilo](https://app.trilo.chat) and set up your workspace.
  </Step>

  <Step title="Map your structure">
    Identify how Teams teams/channels map to Trilo Areas/Projects.
  </Step>

  <Step title="Invite your team">
    Add team members to Trilo (they don't need Microsoft accounts).
  </Step>

  <Step title="Choose migration approach">
    Decide what to migrate vs. what to leave behind.
  </Step>
</Steps>

## 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:

<Info>
  We recommend a fresh start for chat. Old Teams conversations often include outdated context. Export for reference if needed, but start clean in Trilo.
</Info>

### Export Files from SharePoint

<Steps>
  <Step title="Open the Files tab">
    In your Teams channel, click **Files**.
  </Step>

  <Step title="Open in SharePoint">
    Click **Open in SharePoint** to access the full file library.
  </Step>

  <Step title="Download files">
    Select files and download them to your computer.
  </Step>

  <Step title="Upload to Trilo">
    Upload files to your Trilo project resources.
  </Step>
</Steps>

### Export Planner Tasks

<Steps>
  <Step title="Open Planner in browser">
    Go to tasks.office.com and find your plan.
  </Step>

  <Step title="Export to Excel">
    Use the menu to export the plan to Excel.
  </Step>

  <Step title="Review the data">
    Open the Excel file and identify tasks to migrate.
  </Step>
</Steps>

## Setting Up Trilo

### Creating Structure

<Steps>
  <Step title="Create Areas">
    Map your Teams "teams" to Trilo Areas.
  </Step>

  <Step title="Create Projects">
    Each Teams channel becomes a Trilo Project.
  </Step>

  <Step title="Add team members">
    Invite people to relevant projects.
  </Step>

  <Step title="Configure settings">
    Enable AI features, set project prefixes.
  </Step>
</Steps>

### Migrating Content

**For Documents (from SharePoint):**

<Steps>
  <Step title="Download from SharePoint">
    Get files from your Teams file storage.
  </Step>

  <Step title="Create Pages in Trilo">
    For text documents, create Pages and paste content.
  </Step>

  <Step title="Upload files">
    For other files, upload to task attachments or descriptions.
  </Step>
</Steps>

**For Tasks (from Planner):**

<Steps>
  <Step title="Review Planner export">
    Open the Excel export of your Planner tasks.
  </Step>

  <Step title="Create tasks in Trilo">
    Use the `T` shortcut for quick task creation.
  </Step>

  <Step title="Set properties">
    Map Planner bucket → Trilo status, assignments, due dates.
  </Step>
</Steps>

## 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)

Trilo gives you one app where everything connects.

### 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

### 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.

## Migration Checklist

<AccordionGroup>
  <Accordion title="Pre-migration">
    * [ ] Create Trilo workspace
    * [ ] Map Teams structure to Trilo
    * [ ] Invite team members
    * [ ] Download files from SharePoint
    * [ ] Export Planner tasks
    * [ ] Set cutover date
  </Accordion>

  <Accordion title="During migration">
    * [ ] Create Areas and Projects
    * [ ] Upload important documents
    * [ ] Recreate active tasks
    * [ ] Configure calendar integrations
    * [ ] Test video calls
  </Accordion>

  <Accordion title="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
  </Accordion>
</AccordionGroup>

## Tips for Microsoft-to-Trilo Migration

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

## Common Questions

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols={2}>
  <Card title="Set Up Team Chat" icon="comments" href="/chat/overview">
    One place for all communication.
  </Card>

  <Card title="Learn Task Management" icon="list-check" href="/tasks/overview">
    Tasks without Planner's limitations.
  </Card>

  <Card title="Explore the Knowledge Base" icon="book" href="/knowledge-base/overview">
    Docs without SharePoint's complexity.
  </Card>

  <Card title="Meet AI Coworkers" icon="robot" href="/ai-coworkers/overview">
    AI that's included, not \$30/user extra.
  </Card>
</CardGroup>