Online collaboration apps help teams work together better, regardless of whether members are all in one physical location or remote. Typically, the best collaboration software keeps you in the loop about relevant team activity and helps you communicate your progress to others. Through these apps, you can access the information and assets you need to pick up your part of the work at the right time without someone else telling you to do so. Collaboration software is a subcategory of productivity software, which we have been covering for more than a decade. Here, we collect the top team collaboration tools based on our analysis and testing. The lines between collaboration software and project management, work management, task management, and whiteboard apps (among others) aren't always clear, so our picks span several categories.
Overview
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![Todoist]()
Best for Task ManagementTodoist
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![Slack]()
Best for Team MessagingSlack
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![Asana]()
Best for Work ManagementAsana
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![Canva]()
Best for Graphic DesignCanva
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![Figma]()
Best for Collaborative Interface Design and PrototypingFigma
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![Microsoft 365]()
Best Office SuiteMicrosoft 365
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![Lucidchart]()
Best for DiagrammingLucidchart
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![Microsoft OneNote]()
Best for Taking NotesMicrosoft OneNote
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![Miro]()
Best for Whiteboard CollaborationMiro
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![GoTranscript]()
Best for TranscriptionGoTranscript
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![Zoom Workplace]()
Best for Video ConferencingZoom Workplace
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![GanttPro]()
Best for Project ManagementGanttPro
You Can Trust Our Reviews
Deeper Dive: Our Top Tested Picks
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Credit: Todoist
![Todoist]()
Best for Task ManagementTodoist
Pros & Cons
Why We Picked It
Todoist is wonderful for writing down what your team needs to do and assigning tasks to the right people. It offers stellar apps for every major platform (and the web) and even generates productivity reports. A paid Pro account is reasonably affordable, too, especially considering it offers an AI assistant and unlimited activity history.
Who It's For
Multi-platform users: Even if your workflows span multiple platforms, Todoist can keep up, thanks to its widespread availability.
Small and growing teams: If you need to work collaboratively but don't need the depth of a dedicated project management app, Todoist is the perfect compromise. It offers enough functionality to keep your team organized without ever becoming overwhelming.
Specs & Configurations
Android App API Available for Customers Collaboration Features Collaboration in Free Version Free Account Offered Free Version Available Guest Accounts iOS App Location-Based Reminders Number of Collaborators in Free Account 5 Pre-Built Templates Price Per Month From $5 per person Recurring Tasks Learn More Todoist Review -
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Credit: Slack
![Slack]()
Best for Team MessagingSlack
Pros & Cons
Why We Picked It
Slack is easily the most beloved team messaging app available, despite costing more than others. People love its layout and the ability to deeply personalize their settings and tailor the experience. It even takes the win over Microsoft Teams in our head-to-head comparison.
Who It's For
All professionals: No matter the size of your team, you need a reliable way to communicate with everyone that's not email. Slack's accessibility and robust feature set make it the top option.
Budget-conscious users: If you don't want to spend a dime on business messaging, Slack's generous free plan lets you set up a custom workspace. You also get the core abilities to access 90 days of messaging history, create channels, and share files.
Specs & Configurations
Android App API Available for Customers Audio Calls Free Account Offered Free Version Guest Accounts iOS App Price Per Month $7.25 per user, billed annually Price Per Person Per Month $7.25 per month, billed annually Video Calls Learn More Slack Review -
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Credit: Asana
![Asana]()
Best for Work ManagementAsana
Pros & Cons
Why We Picked It
Asana is among the most capable and customizable work management tools we've tested. You can use it to make and track lists, manage workflows and ideas, and much more. You can even configure it as a full-fledged project management app, even if that's not necessarily how you can get the most out of it.
Who It's For
Multidisciplinary companies: Asana's incredible flexibility makes it one of the best apps for managing teams with diverse sets of needs, whether you're a big company or a startup with just a few people.
Teams on a strict budget: Not only are Asana's premium plans affordable, starting at just $10.99 per user per month, billed annually, but its excellent free plan works for small teams of up to two members.
Specs & Configurations
Android App Automation Collaboration Features Collaboration in Free Version Free Account Offered Free Version Available Gantt Charts iOS App Number of Collaborators in Free Account 10 Pre-Built Templates Recurring Tasks Time Tracking Learn More Asana Review -
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Credit: Canva
![Canva]()
Best for Graphic DesignCanva
Pros & Cons
Why We Picked It
Canva is an all-in-one platform for creating graphics, from branded assets to slide decks and much more. You get a ton of functionality for free, including limited access to Canva's AI tools and millions of templates. Premium accounts include even more animations, audio files, fonts, graphics, photos, and videos to fuel your creativity.
Who It's For
AI fanatics: Canva offers an entire suite of AI functionality, called the Magic Studio, that encompasses everything from an AI copywriting assistant that can embody your brand's style to the ability to turn prompts into entire presentations, and much more.
Small teams: If your team doesn't have a dedicated graphic designer, Canva makes it easy for just about anyone to quickly create attractive graphics.
Specs & Configurations
Android App API Available for Customers Can Add Audio Data-Driven Charts Desktop App Edits Raster Graphics Free Account Offered Free Version Guest Accounts iOS App Mobile Editing App Mobile Presenter App Pre-Built Templates Price Per Month $14.99 per Person per Month Pricing Model Subscription Real-Time Collaboration Touch Interface Support Web App Learn More Canva Review -
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Credit: Figma
![Figma]()
Best for Collaborative Interface Design and PrototypingFigma
Pros & Cons
Why We Picked It
Figma is a collaborative interface design and live prototyping platform. It works much like a virtual whiteboard app, enabling you and your team to work together in real time. The different modes for designers, developers, and presenters all work seamlessly to create a single environment for conceptualizing, planning, creating, and finalizing interface design projects.
Who It's For
Designers and developers: If you have a team of designers and developers who need to work together to plan out a complex interface design project, Figma should be your first choice. It should support just about any third-party app in your workflows, too.
Educators and students: Although Figma's premium plans can get expensive, educators and students can access a more complete version of Figma than what's available to regular users for free.
Specs & Configurations
Data-Driven Charts Edits Vector Graphics Pricing Model Subscription Pro-Level Typography Touch Interface Support Learn More Figma Review -
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Credit: Microsoft
![Microsoft 365]()
Best Office SuiteMicrosoft 365
Pros & Cons
Why We Picked It
Microsoft’s productivity apps are the best at what they do, bar none. You might find Google Docs more familiar for collaboration, but Microsoft 365 is just as capable for real-time coauthoring. Microsoft’s suite is not merely worth the money; it's an amazing bargain considering all you get (including 1TB of OneDrive storage).
Who It's For
Individuals or small businesses: While Microsoft 365 is an excellent suite of software for individuals or even small teams, we recommend Microsoft 365 Business for larger companies, thanks to its array of administrative tools and business-focused apps.
Microsoft users: If you already use some Microsoft software, be it an old copy of Microsoft Word, Copilot, or Windows, Microsoft 365 is a natural, familiar choice.
Specs & Configurations
Android App Cloud-Based Apps Desktop Apps Free Version Available Imports From PDF iOS App Links to Live Web Data Mac App Mail App Included Mobile Apps Online Collaboration Opens/Saves Microsoft Formats Pre-Built Templates Price Per Month $6.99 Records Macros Windows App Learn More Microsoft 365 Review -
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Credit: Lucidchart
![Lucidchart]()
Best for DiagrammingLucidchart
Pros & Cons
Why We Picked It
Lucidchart is an online diagramming tool that can help you build out a floor plan and design the app of your dreams. Thanks to a huge object library and a similarly impressive variety of templates, it's easy to use Lucidchart to plan out almost anything. Its rich collaboration features also make it simple to work on diagrams with teammates.
Who It's For
Established teams: Lucidchart's free plan is limited, so to get the most out of Lucidchart, you need to pay for a premium plan, starting at $12 per person per month for teams. The good news is that this tier unlocks commenting features, premium templates, unlimited objects, and more.
Online collaborators: Lucidchart doesn't have any desktop apps, and its mobile apps don't work offline, so you need an internet connection to use the app. Of course, no one would be able to work with you remotely in real time otherwise.
Specs & Configurations
Free Version Real-Time Collaboration Sharing Features Yes Web App Learn More Lucidchart Review -
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Credit: Microsoft
![Microsoft OneNote]()
Best for Taking NotesMicrosoft OneNote
Pros & Cons
Why We Picked It
Microsoft's OneNote comes close to perfecting digital note-taking. It supports everything from free-form sketching to voice notes, alongside cross-platform syncing and easy-to-use organizational tools. It's the first app you should try if you want to take notes, and its free version is very capable. OneNote lets you share notes at the Notebook level, and it supports co-authoring.
Who It's For
Beginner note-takers: If you don't have any specific note-taking needs, OneNote is a major upgrade over typing something into the Notes app on your iPhone or a text document.
Microsoft users: As a Microsoft app, OneNote works seamlessly with OneDrive storage and other Microsoft 365 apps. If you sign up for a Microsoft account for any reason, it's at least worth checking out OneNote.
Specs & Configurations
Android App Audio Note-Taking Collaboration Tools Email Forwarding Free Storage 5GB iOS App Mac App Max File Upload 100MB OCR PDF Annotation Product Category Productivity Product Category Software Scanning Sketching Supported Storage for Price Listed 1TB Web App Web Clipper Windows App Learn More Microsoft OneNote Review -
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Credit: Miro
![Miro]()
Best for Whiteboard CollaborationMiro
Pros & Cons
Why We Picked It
Miro has the best feature set of any whiteboard app, including tools for asynchronous and real-time collaboration. We especially appreciate Miro's ease of use and its wonderful templates, which help you see all the ways you might incorporate it into your work. Subscriptions are also fairly affordable.
Who It's For
Remote teams: If your team spans different time zones or has different working hours, Miro's asynchronous collaboration tools help keep everyone involved. Remote work arrangements make this likely.
Visual learners: Not everyone enjoys brainstorming in a text document or spreadsheet. Miro makes visual-first collaboration accessible and intuitive for entire teams.
Specs & Configurations
Android App API Available for Customers Free Account Offered Guest Accounts iOS App Pre-Built Templates Price Per Month $10 per person Learn More Miro Review -
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Credit: GoTranscript
![GoTranscript]()
Best for TranscriptionGoTranscript
Pros & Cons
Why We Picked It
GoTranscript is a highly accurate transcription service offering both AI- and human-generated transcripts. Thanks to its affordable pricing structure, accessible interface, and support for a wide variety of languages, GoTranscript is worth a look for beyond-basic transcription work. Teams leads can set up Workspaces in which coworkers can edit, share, and upload documents.
Who It's For
Academics, lawyers, and medical professionals: GoTranscript's human-based transcription service is a great choice if you work in fields in which the highest level of accuracy is necessary. It also offers HIPAA-compliant transcriptions if you need them.
Non-English speakers: With support for an impressive 140+ languages, chances are good that GoTranscript has specialists who can transcribe recordings from speakers of any nationality.
Specs & Configurations
Automated/Human-powered Automated Automated/Human-powered Human Cloud-Based Apps Collaboration Features Web Editing Learn More GoTranscript Review -
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Credit: Zoom
![Zoom Workplace]()
Best for Video ConferencingZoom Workplace
Pros & Cons
Why We Picked It
Zoom is the biggest name in video conferencing for good reason, and Zoom Workplace builds on top of that core meeting functionality to create a capable, robust collaboration platform. It has an accessible interface, a feature-rich free version, a helpful AI companion that can summarize or transcribe meetings, and a long list of integrations, among other features.
Who It's For
Teams with diverse communication needs: If your team requires more than email or a business messaging app to communicate, Zoom Workplace is the most advanced video meeting platform you can use. There's a good chance that most people already know how to use it, too.
Remote teams: If your team is entirely remote, Zoom Workplace has all the tools you might expect, including breakout rooms, polls, screen sharing, remote mouse and keyboard control, and more. All of those features make online collaboration seamless.
Specs & Configurations
24/7 Phone Support Audio Recordings Blur Backgrounds Calendar Integration Cloud Storage Free Version Offered In-App Messaging In-App Private Chat Multi-Language Support Share Desktop Share Mouse / Keyboard Social Media Integration Transcription Video Recordings Virtual Backgrounds Whiteboard Tools Learn More Zoom Workplace Review -
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Credit: GanttPro
![GanttPro]()
Best for Project ManagementGanttPro
Pros & Cons
Why We Picked It
With a good balance of features, an interface that anyone can learn to use, and reasonable pricing, GanttPro is one of the best project management apps for beginners. We appreciate that it includes a critical path feature, custom task fields, a kanban board view, and a Save History feature that allows multiple undos.
Who It's For
Beginners: GanttPro's intuitive design makes it ideal for teams new to project management. However, seasoned project managers might want to look elsewhere.
Fans of Gantt charts: Although GanttPro has other display options, it organizes your projects into Gantt charts by default. It lets you add a good amount of data to tasks and customize what you see at a high level.
Specs & Configurations
Budgeting Customizable Roles/Permissions Dependencies Gantt Charts Guest/Client Access In-App Task Timer Number of Projects in Free Account N/A Price Per Person Per Month $8 Resource Management Storage Included at Price Listed N/A Storage Space for Free Accounts N/A Time Estimates Learn More GanttPro Review -
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Rating |
5.0 Exemplary |
4.5 Outstanding |
4.5 Outstanding |
4.5 Outstanding |
4.5 Outstanding |
4.5 Outstanding |
4.5 Outstanding |
4.5 Outstanding |
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4.5 Outstanding |
5.0 Exemplary |
4.5 Outstanding |
4.5 Outstanding |
Best For | Best for Task Management | Best for Team Messaging | Best for Work Management | Best for Graphic Design | Best for Collaborative Interface Design and Prototyping | Best Office Suite | Best for Diagramming | Best for Taking Notes | Best for Whiteboard Collaboration | Best for Transcription | Best for Task Management | Best for Team Messaging | Best for Work Management |
Price Per Month | From $5 per person | $7.25 per user, billed annually | $14.99 per Person per Month | $6.99 | $10 per person | From $5 per person | $7.25 per user, billed annually | ||||||
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Buying Guide: The Best Online Collaboration Software for 2026
What Is the Best Visual Collaboration App?
Visual collaboration apps are growing in popularity, and our current favorite is Miro. It works like a digital whiteboard or canvas that multiple people can join simultaneously and lets collaborators add all kinds of content, including documents, drawings, images, sticky notes, videos, and more. Miro offers video calling, so you can chat with colleagues while simultaneously brainstorming and working on visual projects. Finally, the app offers a healthy library of objects and templates for making charts, diagrams, and other visual aids you can reuse in other business materials, such as presentations.
What Is the Best Collaborative To-Do List App?
Todoist is our Editors' Choice winner for to-do list apps, but it's also a highly valuable collaboration tool. If your team needs an inexpensive app that helps a group of people manage, prioritize, and write down everything they need to get done, it's unbeatable.
What makes Todoist better than other collaborative to-do list apps? For starters, it has apps for every major platform that all work reliably and sync effortlessly. It also gives you a ton of tools for organizing tasks, such as priority ratings and labels, without creating a cluttered interface. That keeps the app easy to use and highly accessible to newcomers.
Culture Is the Key to Collaboration
One important point about all tools for team collaboration and communication is that they must have a company culture behind them. Throwing a new tool at a bunch of people and telling them to use it instead of email doesn't work. To start using a collaboration tool successfully, all the key players on the team need to buy into it.
When you're up and running with a collaboration app that fits your needs, and everything starts clicking, it might amaze you how much more productive and organized your team becomes.