How to Choose the Right Tool

We’ve all paused before hitting send and wondered — should this go in an email, or would a quick Teams message work better? Both tools are great, but they serve different purposes. Knowing when to use each one helps your team communicate clearly and keeps conversations from getting lost.

When to use Teams

Teams is best for quick, conversational communication. If you’d normally walk over to someone’s desk to ask a question, that’s a good sign it belongs in Teams.
Use Teams when you:

• Need a fast answer or want to chat back and forth
• Are working on a shared file or project
• Want to tag someone with an @mention
• Need to share updates that don’t require formal documentation
• Want to keep your inbox from filling up

Teams also makes it easy to turn a message into a call or video meeting when typing it out just isn’t cutting it.

When to use Email

Email still has its place — especially when communication needs to be more formal, detailed, or shared outside your organization.
Use email when you:

• Are writing to clients, vendors, or partners outside your company
• Need to send detailed instructions or reports
• Want to keep a record of approvals or decisions
• Are summarizing a conversation or confirming next steps
• Know the recipient doesn’t use Teams regularly

A simple rule

If it’s a conversation, use Teams.
If it’s a record, use email.

The best communication strategy usually uses both when face-to-face communication isn’t feasible.  Teams keeps day-to-day collaboration moving quickly, while email helps preserve the important details. Knowing when to use each tool helps everyone stay organized and informed — without missing a message.