Introduction
Team messaging apps are digital tools that allow groups of people to talk, share files, and work together in one organized place. Instead of using slow emails or personal text messages, these apps create a shared space where conversations are easy to find and history is saved for everyone. They are designed to help teams stay connected whether they are sitting in the same office or working from different parts of the world. By using these tools, a business can make sure that everyone is on the same page, information is shared instantly, and important decisions are documented clearly. They act as the central heartbeat of a modern workplace, bringing together chat, video calls, and project work into a single window on your computer or phone.
Using these tools is very important because the speed of modern work requires instant communication. Emails can often get buried or ignored, and phone calls can be disruptive. A messaging app allows people to answer when they are ready while still keeping the conversation moving. They are used in the real world for everything from small startups launching a new product to massive global companies managing thousands of employees. For example, a marketing team might use a dedicated channel to discuss a new campaign, while a software team uses another to track bugs in their code. When choosing a tool, you should look for things like how easy it is to search for old messages, how well it connects to other software you use, and how safely it protects your company secrets.
Finding the right fit involves looking at a few simple criteria. You want a tool that feels natural to your team so they actually enjoy using it every day. It should be reliable, meaning it doesn’t crash or lose messages when you need them most. Security is also a huge factor because you are putting your company’s private discussions into a third-party system. Finally, consider the cost and whether the features you get are worth the price you are paying. A great messaging app should feel like a helpful assistant that makes your work day smoother, not a complicated puzzle that adds more stress to your life.
Best for:
These tools are best for project managers, software developers, creative agencies, and any business that has remote or hybrid employees. They benefit teams of all sizes, from a small three-person local shop to a massive enterprise with offices in multiple countries. Any industry that relies on fast communication and digital file sharing will see a massive boost in productivity by moving their talks into a dedicated messaging app.
Not ideal for:
These platforms are not ideal for solo workers who never have to collaborate with others or for very traditional businesses that only communicate through in-person meetings and physical paperwork. They might also be a distraction for teams that do not have clear rules about when to “unplug,” as the constant notifications can sometimes make it hard to focus on deep work. If your team is already happy with a simple shared folder and occasional emails, a complex messaging system might just be extra noise you don’t need.
Top 10 Team Messaging Apps Tools
1 — Slack
Slack is often considered the pioneer of the modern team messaging world and is widely used by tech companies and creative teams. It is designed to replace internal email by using “channels” for different topics, projects, or departments, which keeps conversations very organized. It is built for teams that want a fun, flexible, and highly connected environment where they can integrate almost any other software they use. Because it has been around for a long time, it has a very polished feel and a massive library of extra features that can be added as your team grows. It is the go-to choice for those who want the most powerful and well-known tool on the market.
Key Features:
- Organized channels for public, private, and shared conversations.
- Huddles for quick, informal audio and video chats without scheduling a meeting.
- Slack Connect for talking securely with people outside your own company.
- Powerful search that can find words inside uploaded files and documents.
- Thousands of integrations with tools like Google Drive, Zoom, and Trello.
- Workflow Builder to automate repetitive tasks like onboarding or requests.
- Canvas for creating and sharing documents directly within the chat app.
Pros:
- It is extremely intuitive and has a personality that makes work feel a bit more social and enjoyable.
- The search functionality is top-tier, making it very hard to lose important information.
Cons:
- The pricing is generally higher than most other competitors, especially for large teams.
- The free version hides older messages, which can be a big problem if you don’t want to pay.
Security & Compliance: Offers enterprise-grade security including SSO, data encryption at rest and in transit, and audit logs. It is compliant with SOC 2, GDPR, HIPAA, and ISO standards.
Support & Community: Provides a massive help center with detailed guides, 24/7 priority support for paid users, and a very large global community of developers and experts.
2 — Microsoft Teams
Microsoft Teams is the primary communication tool for businesses that are already using the Microsoft Office suite of products. it is designed to be much more than just a chat app, acting as a complete hub where you can write documents, have video meetings, and manage files all in one place. It is best suited for medium to large organizations that need deep integration with tools like Word, Excel, and PowerPoint. Because it is often included in the business plans people already pay for, it is a very cost-effective choice for many companies. It focuses on a very professional and structured way of working that fits well in a corporate setting.
Key Features:
- Deep integration with Microsoft Office apps for real-time collaboration on files.
- High-quality video conferencing and webinar capabilities for large groups.
- Dedicated tabs in every channel to pin important documents or apps.
- Secure guest access to bring in partners or clients for specific projects.
- Powerful “Together Mode” for video calls to make it feel like you are in one room.
- Integrated task management through tools like Planner and To Do.
- Advanced phone system capabilities to replace traditional office desk phones.
Pros:
- If you already pay for Microsoft Office, you basically get this powerful tool for no extra cost.
- The ability to edit a document with a teammate inside the chat window is a massive time saver.
Cons:
- The interface can feel a bit heavy and slow compared to simpler, more lightweight apps.
- Setting it up correctly can be quite complicated and usually requires a professional IT person.
Security & Compliance: Top-tier enterprise security including multi-factor authentication, SSO, and advanced threat protection. Compliant with HIPAA, GDPR, and SOC 2.
Support & Community: Backed by Microsoft’s global support network with extensive documentation, certified partners, and a massive community of IT professionals.
3 — Discord
Discord started as a tool for people playing video games, but it has quickly become a favorite for modern teams and large online communities. It is designed to be “always on,” focusing heavily on high-quality voice channels where people can jump in and out whenever they want to talk. It uses “servers” instead of simple accounts, which allows for very detailed permissions and a lot of different channels for chat, images, and files. It is perfect for teams that want a more casual, high-energy environment and rely heavily on voice and video communication throughout the day. It is a very fast and responsive app that works well on both computers and phones.
Key Features:
- Permanent voice channels that allow for instant “drop-in” audio conversations.
- Low-latency screen sharing and video streaming for showing your work to others.
- Highly customizable roles and permissions for managing large groups of people.
- Integrated “stages” for hosting live events or town hall meetings with many listeners.
- Fun and expressive tools like custom emojis, stickers, and soundboards.
- Threads to keep side conversations from cluttering the main chat channels.
- Support for “bots” that can automate almost anything from moderation to music.
Pros:
- The voice quality is often better than many dedicated professional business tools.
- It is free for many core features, making it a great choice for teams on a budget.
Cons:
- It does not have as many professional business integrations as Slack or Microsoft Teams.
- The interface is very “busy” and can take some time for older or less tech-savvy users to learn.
Security & Compliance: Offers basic encryption and 2FA. It does not focus as heavily on enterprise compliance like HIPAA or SOC 2 compared to business-first tools.
Support & Community: Large online help center and a massive community of users who create and share custom tools and bot scripts.
4 — Google Chat
Google Chat is the messaging tool built directly into the Google Workspace environment, making it a natural choice for teams that live in Docs and Drive. It is designed to be a simple, fast, and no-frills way to talk to your teammates without leaving your email or your document. It focuses on “spaces” where groups can collaborate on specific projects, share files from Google Drive, and assign tasks to each other. Because it is part of the Google ecosystem, the search is incredibly powerful and it feels very familiar to anyone who has used a Gmail account. It is a great choice for those who want a simple tool that just works.
Key Features:
- Native integration with Google Drive for easy file sharing and permission management.
- Smart Reply and search features powered by Google’s advanced technology.
- The ability to open a chat window directly inside a Google Doc or Sheet.
- Task assignment features within “Spaces” to keep projects on track.
- Secure guest access for people outside your organization using their Google accounts.
- Side-by-side view to chat while looking at a shared file or a calendar invite.
- Automated bots for things like meeting scheduling and simple work requests.
Pros:
- If your company uses Gmail, you already have this tool set up and ready to go for free.
- It is very lightweight and starts up almost instantly on any device or web browser.
Cons:
- It lacks some of the “fun” and advanced customization features found in Slack or Discord.
- The notification settings can sometimes be a bit confusing to set up correctly across devices.
Security & Compliance: Leverages Google’s enterprise security including SSO and data loss prevention. Compliant with GDPR, HIPAA, and SOC 2 standards.
Support & Community: Provides standard Google Workspace support with extensive online documentation and a massive global network of administrators.
5 — Mattermost
Mattermost is a tool built specifically for technical teams and organizations that need absolute control over their own data. It is an open-source platform, which means a company can install it on their own private servers instead of relying on a cloud provider. It is designed to look and feel very much like Slack, so it is easy for people to use, but it offers much more power “under the hood” for developers. It is perfect for industries like finance, healthcare, or government where security and privacy are the most important things. It allows for deep customization and can be modified to fit the exact needs of a technical workflow.
Key Features:
- Self-hosting options to keep all your data on your own internal company network.
- Full access to the source code for creating custom features or security audits.
- Playbooks to create structured processes for things like incident response or releases.
- Boards for managing tasks and projects in a visual way within the chat app.
- Secure mobile apps that can be managed through enterprise mobile security tools.
- Advanced search that can scan through years of history on your own servers.
- Integration with developer tools like GitHub, GitLab, and Jira.
Pros:
- You have 100% ownership of your data, which is a massive win for high-security companies.
- It is very affordable compared to the enterprise versions of the big cloud-based apps.
Cons:
- You need a technical team to set it up and keep the servers running smoothly.
- It doesn’t have as many “ready-to-use” third-party app integrations as the major players.
Security & Compliance: Highly secure with options for end-to-end encryption and private cloud hosting. Can be configured for HIPAA, FINRA, and GDPR compliance.
Support & Community: Offers professional support for paid versions and has a very active community of developers who contribute to the open-source project.
6 — Rocket.Chat
Rocket.Chat is another powerful open-source platform that focuses on being the “universal” communication hub for a business. It is designed to handle not just internal team talk, but also customer chat from your website or social media channels. It is extremely flexible and can be customized to look exactly like your own brand, which makes it popular for companies that want to build their own custom chat experience. Like other open-source tools, it can be hosted on your own servers or used in the cloud. It is a great choice for businesses that want one tool to talk to their employees and their customers at the same time.
Key Features:
- Omnichannel capabilities to manage chat from WhatsApp, Instagram, and your website.
- Unlimited message history and file storage when hosted on your own servers.
- Built-in translation tools to talk to teammates or customers in different languages.
- Highly customizable user interface with your own colors, logos, and features.
- Voice and video conferencing that can be integrated with tools like Jitsi or BigBlueButton.
- Advanced user management with detailed roles and permission settings.
- Marketplace for adding extra features and integrations as your team needs them.
Pros:
- It is incredibly flexible and can be shaped into almost any kind of communication tool you need.
- It is a very cost-effective way to get high-end features for a large number of users.
Cons:
- The user interface can sometimes feel a bit less polished than the expensive commercial tools.
- Setting up the advanced omnichannel features can take some time and technical effort.
Security & Compliance: Offers strong security with self-hosting options and end-to-end encryption. Supports GDPR compliance and advanced audit trails.
Support & Community: Provides professional enterprise support and has a large, global community of developers and translators.
7 — Pumble
Pumble is a newer team messaging app that is quickly becoming popular because it offers something very rare: unlimited message history for free. It is designed to look and feel very similar to Slack, making it incredibly easy for teams to switch over without any extra training. It focuses on the basics of chat, channels, and file sharing, and it does them very well without being overly complicated. It is a perfect choice for small businesses or startups that want a professional-looking tool but don’t want to pay high monthly fees just to see their old messages. It is a simple, reliable, and very affordable way to get your team connected.
Key Features:
- Unlimited message history and search even on the completely free plan.
- Organized channels for different projects and direct messages for private talk.
- Simple file sharing with the ability to search for documents easily.
- User roles and permissions to manage who can join specific channels.
- Web, desktop, and mobile apps that all stay in sync automatically.
- Threaded conversations to keep the main chat clean and focused.
- Integration with common tools to bring your work into the chat window.
Pros:
- Not having a limit on your message history for free is the best value in the market.
- It is so simple that your team can be up and running in literally five minutes.
Cons:
- It lacks some of the very advanced automation and “power user” features of Slack.
- It is a newer tool, so it doesn’t have a massive library of third-party integrations yet.
Security & Compliance: Uses secure data centers and encryption for all messages. It follows standard privacy rules like GDPR to keep your information safe.
Support & Community: Offers a helpful help center and email support, with a growing community of small business users.
8 — Flock
Flock is a messaging app that is built specifically for speed and productivity, with many tools like to-do lists and polls built right into the chat. It is designed to be a “lean” app that doesn’t slow down your computer and keeps the focus on getting things done. It uses a clean and simple interface that makes it easy to find what you are looking for without getting distracted. It is a great choice for fast-moving teams that want to manage their small tasks and their conversations in the same window. It feels very responsive and is built to help you move from a “talk” to an “action” as quickly as possible.
Key Features:
- Integrated to-do lists that can be assigned to specific team members.
- Built-in polling tool for making quick decisions as a group.
- Shared notes for brainstorming and keeping important info in one place.
- Process automation tools to create simple workflows for your team.
- Deep search that can find people, messages, and files instantly.
- Video conferencing and screen sharing built directly into the app.
- A “sidebar” for keeping track of your most important apps and websites.
Pros:
- Having task management built-in means you don’t need a separate app for your daily to-do list.
- The app is very fast and doesn’t use much memory, so it works well on older computers.
Cons:
- The interface can feel a bit cramped if you use many of the built-in productivity tools at once.
- It isn’t quite as well-known as Slack, so it can be harder to find help from others outside your company.
Security & Compliance: Offers standard enterprise security with SSO and encryption. Compliant with GDPR and SOC 2 requirements for data protection.
Support & Community: Provides a solid help center and responsive customer support for all paid business plans.
9 — Chanty
Chanty is a messaging app that focuses on being “simple and fast” by using an AI-powered search and a very clean design. It is designed for small to medium-sized teams that want a tool that isn’t overwhelming and focuses on the core parts of working together. It includes a “Teambook” which is a single place where you can find all your tasks, files, and links without scrolling through old chats. It is a very affordable choice that feels very modern and easy to use. It is perfect for teams that want a tool that stays out of their way and helps them find what they need in just a few clicks.
Key Features:
- Teambook for a centralized view of all your shared content and tasks.
- Integrated task management with a Kanban board view for visual planning.
- Voice messages and high-quality audio calls for quick check-ins.
- AI-powered search and suggestions to help you find info faster.
- Unlimited message history on all plans, including the free version.
- Simple guest access for collaborating with people outside your team.
- Integration with major tools like Zapier, Trello, and Google Drive.
Pros:
- The “Teambook” feature is a great way to stay organized without having to search through channels.
- It is very affordable and offers a lot of features in its free version.
Cons:
- It lacks the very deep “enterprise” customization found in tools like Microsoft Teams.
- The video call features are a bit more basic than some of the dedicated video tools.
Security & Compliance: Uses secure encryption and provides standard privacy protections. It follows GDPR rules for all users and data handling.
Support & Community: Offers helpful email support and a clear library of guides to help new teams get started.
10 — Element (Matrix)
Element is a messaging app built on a decentralized network called Matrix, which means it is designed for absolute privacy and security. It is unique because it uses “end-to-end encryption” for every single message, making it impossible for even the company that makes the app to see your talks. It is designed for teams that prioritize security above everything else and want to be sure their data is safe from hackers or government snooping. It can be used as a cloud service or hosted on your own servers for even more control. It is a very professional and high-tech choice for teams that work with very sensitive information every day.
Key Features:
- Default end-to-end encryption for all messages, files, and calls.
- Decentralized architecture that doesn’t rely on one single company or server.
- The ability to “bridge” with other apps like Slack or WhatsApp to talk to people elsewhere.
- Cross-signed device verification to ensure you are talking to the right person.
- Secure video and voice conferencing with no limit on the number of participants.
- Full ownership of your data with self-hosting options for businesses.
- Open-source code that anyone can audit for security and privacy.
Pros:
- This is the most secure tool on the list, hands down, for teams that need absolute privacy.
- The ability to talk to people on other messaging apps from inside Element is a very cool feature.
Cons:
- The decentralized nature can make it a little slower and more complex to set up at first.
- It lacks some of the “fun” social features and polish found in the major commercial apps.
Security & Compliance: The highest level of security with end-to-end encryption and self-hosting. Supports GDPR and strict privacy standards.
Support & Community: Offers professional support for enterprise users and has a very active, mission-driven community of privacy experts.
Comparison Table
| Tool Name | Best For | Platform(s) Supported | Standout Feature | Rating (Gartner / TRN) |
| Slack | Startups & Tech | Web, iOS, Android, Mac, PC | Massive Integration Library | N/A |
| Microsoft Teams | Office Users | Web, iOS, Android, Mac, PC | Live Office Doc Collaboration | N/A |
| Discord | Voice Communities | Web, iOS, Android, Mac, PC | Drop-in Voice Channels | N/A |
| Google Chat | Google Workspace | Web, iOS, Android | Integrated Google Drive Search | N/A |
| Mattermost | Technical Teams | Web, iOS, Android, Self-Host | Open-Source Self-Hosting | N/A |
| Rocket.Chat | Omnichannel | Web, iOS, Android, Self-Host | Customer & Team Chat Combined | N/A |
| Pumble | Value / Small Teams | Web, iOS, Android, Mac, PC | Free Unlimited Message History | N/A |
| Flock | Productivity | Web, iOS, Android, Mac, PC | Built-in Shared To-Do Lists | N/A |
| Chanty | Simple Task Work | Web, iOS, Android, Mac, PC | Teambook Hub for All Links | N/A |
| Element | Maximum Privacy | Web, iOS, Android, Self-Host | End-to-End Encryption | N/A |
Evaluation & Scoring of Team Messaging Apps
To help you understand how we look at these tools, we have created a scoring system. This shows you which parts of the software are the most important for a successful experience for any team.
| Evaluation Category | Weight | What We Look For |
| Core Features | 25% | Chat speed, file sharing, and voice/video call quality. |
| Ease of Use | 15% | How quickly your team can learn the tool and use it daily. |
| Integrations | 15% | How well it talks to your email, calendars, and other work apps. |
| Security & Compliance | 10% | Is your data safe and does the tool follow privacy laws? |
| Performance | 10% | Is the app fast and does it work without crashing? |
| Support & Community | 10% | Is there someone to help when you have a problem? |
| Price / Value | 15% | Does the cost make sense for the features you are getting? |
Which Team Messaging Apps Tool Is Right for You?
Choosing a tool is a big decision for your team, but it doesn’t have to be a scary one. You should start by looking at the size of your organization and the tools you already use. If you are a solo user or a very small team just starting out, you should look for something simple and affordable like Pumble or Chanty. These tools give you all the basic features for free and are very easy to learn in just a few minutes. They help you stay organized without any extra stress or cost.
For mid-market groups and growing businesses, tools like Slack or Discord are often the best choice. These systems provide a more professional and “fun” way for your team to stay connected and can handle more complex work. They give you a lot of power to automate your daily tasks and integrate with all the other software you use. If your team is more casual and talks a lot, Discord is a fantastic choice. If you want the most polished and professional experience, Slack is the way to go.
If you are a very large organization or an enterprise with strict rules, you need the heavy lifting of Microsoft Teams, Google Chat, or Mattermost. These tools are built to handle thousands of users and can manage very complex security and privacy needs. They are a solid investment in the long-term knowledge and safety of your company. If you are already paying for Microsoft or Google, these tools are often the most logical and cost-effective choice for your entire business.
Finally, think about your specific mission and how you work. If you are a technical team that needs to own your data, Mattermost or Rocket.Chat are your best friends because they let you run your own servers. If you need absolute privacy from everyone, Element is a unique choice that keeps every single word you say locked and safe. Always pick the tool that matches your “daily reality” rather than just the one with the most buttons on its list.
Frequently Asked Questions (FAQs)
1. What is the most important feature to look for?
For most teams, the most important feature is “Ease of Use.” If the software is too hard to learn, people will just go back to using old emails or personal texts, which makes your team more disorganized.
2. Can this software help me get more work done?
Yes, by putting all your talks and files in one place, you spend less time searching and more time doing. Many tools also have to-do lists and polls built-in to help you make decisions faster.
3. Is my team’s data safe in these systems?
Almost all modern tools use high-level encryption and secure cloud storage. You should always look for terms like “GDPR compliant” or “SOC 2” to make sure they follow strict security rules to protect your info.
4. How long does it take to set up?
Simple tools like Pumble or Chanty can be ready in five minutes. Very complex systems for large corporations can take several weeks or even months to get exactly right for every department.
5. Do I need to be a tech expert?
No. Most of these tools are “Plug and Play,” meaning you just sign up and start chatting. If you can use a phone and a web browser, you can use these tools with almost no training.
6. Can I move my old chat history into a new app?
Many tools allow you to “import” your history from other apps like Slack. This is a very common feature and most companies provide a simple guide to help you move your data without losing anything.
7. Does it work on my phone?
Most modern tools have a “mobile-first” design, and almost all of the ones on this list have a dedicated app for your phone so you can stay connected even when you are not at your desk.
8. Can I talk to people outside my company?
Yes, most professional tools offer “guest access” or specific features like Slack Connect to let you chat with clients or partners in a safe and controlled way.
9. What happens if the internet goes down?
Most cloud apps won’t work without the internet, but some tools like Mattermost can be hosted on your own internal network so you can still talk to people in the same office even if the web is out.
10. Is there a free version available?
Yes, almost every tool on this list has a free version that works perfectly for small teams. This is a great way to try the software and see if your team likes it before you spend any money.
Conclusion
Finding the right team messaging app is all about knowing what your organization needs most to thrive. There is no such thing as a “perfect” tool that works for every single group in the world. A small local school foundation has very different needs than a global engineering firm. The key is to find the software that makes your life easier, keeps your records safe, and helps your team feel like they are working toward the same goal every single day. When you choose the right partner, you spend less time on paperwork and more time on the work that actually matters.
As you look at your options, remember to involve the people who will actually be using the software every day. Their feedback is more important than any fancy sales video or complex list of features. Look for a company that feels like a partner, not just a vendor. A good software team will provide you with the training and support you need to be successful for many years. By making a smart choice today, you are building a strong foundation for your team’s future. Every organization is unique, so take your time, use the free trials, and pick the tool that feels right for your unique team.