In the digital age, the right phone system is vital for the smooth operation of any small to medium-sized business (SMB). It's not just about making and receiving calls; it's about integrating your communication needs with your business processes. Two of the leading contenders in the market are Ring Central and Microsoft Teams Phone System. Each has its strengths and is favored in different scenarios, especially for businesses that are already within the Microsoft 365 ecosystem. Here's a comprehensive look into both systems to help you make an informed decision.

Introduction to the Contenders

Ring Central: A prominent player in cloud communications, Ring Central offers a comprehensive suite of features including voice, fax, text, conferencing, and online meetings. It's designed to be flexible and scalable, accommodating the growing needs of modern businesses.

Microsoft Teams Phone System: As part of the Microsoft 365 ecosystem, Microsoft Teams provides an integrated solution combining chat, video meetings, file storage, and telephony. It's particularly well-suited for businesses looking for a unified communication and collaboration platform.

Feature Comparison

Cost and Usage:

  • Ring Central's pricing can vary based on features and the number of users, but it generally offers a per-user per-month cost structure. It's known for providing a comprehensive set of features even at its basic tier.
  • Microsoft Teams is cost-effective for businesses already invested in the Microsoft ecosystem. Its phone system is an add-on to the Teams app, offering significant savings especially for businesses that can leverage Microsoft's all-in-one communication platform.

Phone System Capabilities:

Ring Central:

  • Flexibility: Allows users to make and receive calls from computers, VoIP phones, or mobile devices.
  • Integration: Offers extensive integration with CRM, productivity tools, and email clients.
  • Advanced Features: Includes video conferencing, auto-receptionist, IVR, customizable extensions, call recording, and analytics.
  • Global Reach: Enables businesses to establish a local presence internationally with global numbers.

Microsoft Teams:

  • Unified Experience: Combines chat, video, and telephony in one app.
  • Deep Integration: Works seamlessly with Microsoft 365 apps.
  • Cost Savings: Particularly beneficial for those already using Microsoft 365.
  • Flexibility and Scalability: Offers various plans catering to different business needs.

Advantages and Disadvantages

Ring Central Advantages:

  • Comprehensive features make it a one-stop-shop for all communication needs.
  • Highly customizable and scalable to fit business growth.
  • Extensive customer support and reliability.

Microsoft Teams Advantages:

  • Unified communication reduces the need for multiple apps.
  • Cost-effective for Microsoft 365 users.
  • Seamless integration with Microsoft ecosystem enhances productivity.


  • For Ring Central, the wide array of features might be overwhelming for small teams, and the cost can accumulate with add-ons.
  • Microsoft Teams lacks certain telephony features like SMS texting and may require a shift in hardware for full functionality.

Real-World Business Scenarios

Imagine a business previously paying around $9,553.35 annually for 22 phone lines with a service similar to Ring Central. If this business transitions to Microsoft Teams, they might enjoy a 40% to 67% reduction in their monthly phone system expenses, especially if they already utilize Microsoft 365 services. However, they would need to consider the initial investment in compatible hardware or training for new software.

On the other hand, a business with a need for extensive international calling, intricate call handling, or deep integration with a CRM might find Ring Central's expansive feature set and flexibility more aligned with their needs, despite the potential higher cost.


Choosing between Ring Central and Microsoft Teams Phone System comes down to your business's specific needs, size, and existing infrastructure. If your business is heavily invested in the Microsoft ecosystem and looking for cost-effective, integrated communication solutions, Microsoft Teams might be the way to go. However, if you need a more robust, feature-rich system that offers extensive customization and integration, Ring Central could be the ideal choice.

In making your decision, consider not only the immediate costs and benefits but also how each system can scale with your business and adapt to your evolving needs. A well-chosen phone system is more than just a tool; it's a long-term investment in your business's efficiency, productivity, and growth.

PRONKO possesses the essential expertise in navigating the complex landscape of modern telephony systems. Our IT support agents are adept at identifying the optimal communication solutions tailored to your business needs. Whether you seek guidance in choosing between Ring Central and Microsoft Teams Phone System, or need assistance integrating these systems with your current Microsoft 365 setup, PRONKO is here to help.
Our team of experts is equipped with the knowledge and skills to provide the best-fit solutions, ensuring a seamless transition and efficient operation. Reach out to our PRONKO support team to learn more about how we can enhance your business communication with our tailored telephony solutions.
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