Online collaboration tools are cloud-based applications that enable teams to work together on documents, communicate in real time, manage projects, and share files regardless of physical location. The right combination of tools keeps remote and hybrid teams productive without the friction of email chains and disconnected workflows.
We’ve used dozens of collaboration platforms across our teams over the past several years. This guide covers the 22 best tools we’ve found, organized by function: document collaboration, communication, project management, design, cloud storage, and note-taking.
Table of Contents
- Key Terms
- Hallmarks of a Great Online Collaboration Tool
- The Essential Online Collaboration Tools Every Team Needs
- Tools for Team Communication
- Tools for Project and Task Management
- Tools for Graphic Design Collaboration
- Tools for Cloud Storage and File Transfer
- Tools for Note Taking and Sharing
- Comparison Table: Online Collaboration Tools at a Glance
- Start Here: Your Collaboration Toolkit Checklist
- Frequently Asked Questions
- What are online collaboration tools?
- What is the best free online collaboration tool?
- Which online collaboration tools are best for remote teams?
- How much do online collaboration tools cost?
- What happened to Google Jamboard?
- Is InVision still available?
- What is the difference between Slack and Microsoft Teams?
Important Update
Since this article was first published, three tools on this list have been discontinued: Google Jamboard (December 2024), InVision (December 2024), and Adobe XD (maintenance mode, no longer sold). Additionally, Yammer has been rebranded to Microsoft Viva Engage. We’ve kept them in their original ranked positions and noted their current status with recommended alternatives.
Key Terms
Real-Time Collaboration: The ability for multiple users to work on the same document, board, or project simultaneously with changes visible instantly. Google Docs and Miro are examples of real-time collaboration tools.
Async Communication: Communication that doesn’t require all participants to be online at the same time. Slack messages, Loom videos, and email are all forms of async communication.
Cloud Storage: Remote file storage accessible via the internet from any device. Dropbox, Google Drive, and OneDrive are the most widely used cloud storage services for teams.
Version Control: A system that tracks changes to files over time, allowing users to restore previous versions. Google Docs, GitHub, and Dropbox all offer version control features.
Kanban Board: A visual workflow management method that organizes tasks into columns like “To Do,” “In Progress,” and “Done.” Trello popularized the Kanban approach for project collaboration.
Wireframe: A simplified visual layout of a web page or app screen, used to plan structure and functionality before design begins. Figma and Sketch are common wireframing tools.
Whiteboarding: A digital canvas for brainstorming, sketching, and visually organizing ideas. Miro is the most popular online whiteboarding platform.
Hallmarks of a Great Online Collaboration Tool
Not every collaboration tool is worth your team’s time. We’ve found that the best tools share five core traits.
Intuitive. The best collaboration tools can be learned by even the least tech-savvy team members. If onboarding takes more than a day, adoption will suffer.
Cloud-based. Cloud apps offer desktop, mobile, and web access from any device with an internet connection. They also provide automatic backups, so you never lose files.
Flexible. Collaboration plays out differently across teams. The best tools adapt to multiple use cases rather than forcing a single workflow.
Integrated. Most teams rely on a wide variety of apps. Your collaboration tools should integrate with your calendar, project management platform, and communication apps.
Secure. You need confidence that your collaborative work is protected. Look for permission controls, encryption, and compliance certifications. Just keep in mind that security is a shared responsibility, and you’ll need to practice good email security practices within your team.
The Essential Online Collaboration Tools Every Team Needs
1. Google Docs
Quick Summary
Google Docs is a free, cloud-based word processor that lets multiple people edit the same document simultaneously with real-time comments, suggestions, and version history.
If you’re collaborating on written content, Google Docs remains the gold standard. There are many Google Workspace tools worth using, but Docs stands out for its seamless multi-user editing. Multiple team members can write, comment, and suggest changes in the same document at the same time.
Google Docs is free for personal use and included in all Google Workspace plans. It auto-saves continuously, maintains a complete revision history, and supports export to PDF, Word, HTML, and other formats. The built-in grammar checker and Gemini AI writing assistance make it even more useful for teams.
Key Features:
- Real-time multi-user editing with cursor tracking for each collaborator
- Commenting, suggesting, and @mentioning for threaded discussions
- Complete version history with the ability to restore any previous version
- Export to PDF, Word, HTML, RTF, and OpenDocument formats
- Gemini AI integration for drafting, summarizing, and editing assistance
Who Should Choose Google Docs
- Teams that need free, real-time document collaboration with no user limits
- Content teams that rely on commenting and suggesting workflows for editing
- Organizations already using Google Workspace for email and storage
2. Google Sheets
Quick Summary
Google Sheets is a free, cloud-based spreadsheet tool with real-time collaboration, formulas, charts, and the ability for multiple users to work in the same sheet simultaneously.
Google Sheets brings the same collaborative power to spreadsheets. Multiple team members can edit cells, build formulas, and create charts together in one unified version. No more emailing spreadsheets back and forth and trying to merge conflicting edits.
Sheets is free for personal use and included in Google Workspace. It supports most Excel formulas, pivot tables, conditional formatting, and integrations with Google Forms for data collection. For teams managing budgets, tracking projects, or analyzing data, it’s the easiest collaborative spreadsheet to adopt.
Key Features:
- Real-time multi-user editing with cell-level collaboration
- Support for formulas, pivot tables, charts, and conditional formatting
- Integration with Google Forms for automatic data collection
- Auto-save with complete version history and rollback capabilities
- Compatible with Android, iOS, Windows, and macOS across web and mobile apps
Who Should Choose Google Sheets
- Teams that need shared spreadsheets for budgets, trackers, or project data
- Organizations that want to eliminate version-conflict issues from emailing Excel files
- Data teams that need a free, accessible spreadsheet with real-time collaboration
3. Google Jamboard (Discontinued)
Quick Summary
Google Jamboard was a digital whiteboard for brainstorming and visual collaboration. Google discontinued the Jamboard application on December 31, 2024. All Jam files have been permanently deleted.
Jamboard was Google’s collaborative whiteboard tool for sketching ideas, marking up Google Workspace documents, and brainstorming with team members. It allowed users to draw, add sticky notes, and import content from Docs, Sheets, and Slides.
Google shut down Jamboard at the end of 2024, citing the availability of better third-party alternatives. The recommended replacements are Miro (see #7 on this list), FigJam by Figma, and Lucidspark. All three integrate with Google Workspace and offer significantly more features than Jamboard did.
Recommended Alternatives:
- Miro (free plan available, Starter at $8/user/month): The most feature-rich whiteboarding platform with templates, sticky notes, and integrations
- FigJam (free plan available): Best for teams already using Figma for design
- Lucidspark (free plan available): Strong for structured brainstorming with voting and breakout boards
Who Should Switch To
- Former Jamboard users who need visual brainstorming tools should start with Miro
- Design teams already using Figma should adopt FigJam for whiteboarding
4. Microsoft 365
Quick Summary
Microsoft 365 (formerly Office 365) bundles Word, Excel, PowerPoint, Teams, and OneDrive into a subscription with real-time co-authoring and cloud storage. It’s the primary alternative to Google Workspace.
We lean toward Google Workspace around here, but Microsoft 365 remains a powerful suite of productivity apps. Real-time co-authoring in Word, Excel, and PowerPoint works well. OneDrive provides cloud storage, and Teams handles messaging and video calls.
Microsoft 365 Personal costs $6.99 per month (or $69.99/year) for one person with 1 TB storage. Family plans at $9.99 per month cover up to 6 people. Business plans start at $6 per user per month (Business Basic) and go up to $22 per user per month (Business Premium). Copilot AI features are now integrated across all business plans.
Key Features:
- Real-time co-authoring in Word, Excel, and PowerPoint across desktop and web
- Microsoft Teams for chat, video conferencing, and channel-based collaboration
- OneDrive cloud storage with 1 TB per user on most plans
- Copilot AI integration for drafting, summarizing, and data analysis
- Advanced security features including data loss prevention and encryption
Who Should Choose Microsoft 365
- Organizations with existing investments in Microsoft infrastructure and Active Directory
- Teams that need desktop versions of Word, Excel, and PowerPoint alongside cloud collaboration
- Enterprises requiring advanced security, compliance, and data loss prevention features
Tools for Team Communication
5. Slack
Quick Summary
Slack is a channel-based messaging platform that organizes team communication by topic, project, or department. It integrates with over 2,600 apps and supports instant messaging, audio, and video calls.
Slack has become the default communication layer for modern teams. Create channels by project, department, or topic. Direct message individuals or groups. Start huddles for quick audio or video calls. Built-in reminders, Workflow Builder, and Slackbot keep everyone on track.
The free plan supports unlimited users with 90 days of searchable message history. Pro at $8.75 per user per month (annual) adds unlimited history, group video calls, and workflow automation. Business+ at $12.50 per user per month includes SAML-based SSO and compliance features.
Key Features:
- Channel-based messaging organized by project, team, or topic
- Huddles for quick audio and video calls directly within channels
- Workflow Builder for automating routine processes without code
- Integration with 2,600+ apps including Google Workspace, Asana, and Zoom
- Powerful search with modifiers for finding messages and files quickly
Who Should Choose Slack
- Teams of any size that need organized, searchable real-time messaging
- Remote and hybrid teams communicating asynchronously across time zones
- Companies using multiple SaaS tools that benefit from Slack’s deep integration ecosystem
6. Zoom
Quick Summary
Zoom is a video conferencing platform for meetings, webinars, and team calls. It supports screen sharing, breakout rooms, recording, and virtual backgrounds.
Zoom remains one of the most reliable video conferencing tools available. Screen sharing quality is excellent, breakout rooms enable sub-meetings within a broader session, and the recording feature makes it easy to share meetings with absent team members.
The free plan allows unlimited one-on-one meetings and 40-minute group meetings for up to 100 participants. Workplace Business at $13.33 per user per month (annual) extends group meetings to 30 hours and adds cloud recording, whiteboarding, and AI companion features. Enterprise plans support up to 1,000 participants.
Key Features:
- HD video and audio with virtual backgrounds and noise cancellation
- Screen sharing with annotation tools for collaborative presentations
- Breakout rooms for splitting large meetings into smaller working groups
- Cloud recording with transcription on paid plans
- AI Companion for meeting summaries, smart recording highlights, and action items
Who Should Choose Zoom
- Teams that run frequent video meetings and need reliable, high-quality conferencing
- Organizations hosting webinars, town halls, or large-scale virtual events
- Remote teams that need breakout rooms for workshop-style collaboration
7. Miro
Quick Summary
Miro is an online whiteboarding platform for brainstorming, mind mapping, diagramming, and visual collaboration. It supports real-time teamwork on an infinite canvas with sticky notes, drawings, and templates.
Miro is the leading online whiteboard for visual collaboration. Teams use it to brainstorm with sticky notes, create mind maps, build flowcharts, plan agile workflows, and run workshops. The infinite canvas gives you room to think without constraints.
The free plan includes 3 editable boards, unlimited team members, and access to 5,000+ templates. The Starter plan at $8 per user per month (annual) adds unlimited boards and private boards. Business at $20 per user per month (annual) includes SSO, guest editing, and Jira integration. Miro AI features are included across paid plans.
Key Features:
- Infinite canvas with sticky notes, shapes, connectors, and freehand drawing
- 5,000+ templates for brainstorming, retrospectives, user story mapping, and more
- Real-time collaboration with cursor tracking and live video chat
- Miro AI for clustering ideas, generating summaries, and automating workflows
- Integrations with Slack, Jira, Asana, Google Drive, and 160+ apps
Who Should Choose Miro
- Teams that need a digital whiteboard for brainstorming, workshops, and visual planning
- Agile teams running retrospectives, sprint planning, and story mapping sessions
- Former Google Jamboard users looking for a full-featured replacement
Tools for Project and Task Management
8. Asana
Quick Summary
Asana is a work management platform for creating projects, assigning tasks, tracking progress, and automating workflows. Its free plan supports up to 10 users with unlimited tasks.
Asana is our favorite project management platform. Don’t miss our complete guide to Asana. It lets you create high-level projects, break them into tasks and subtasks, assign owners, set deadlines, and track everything from a single dashboard.
The free plan supports up to 10 teammates with unlimited tasks, projects, and messages. Starter at $10.99 per user per month (annual) adds Timeline/Gantt views, workflow automation, and custom fields. Advanced at $24.99 per user per month unlocks portfolios, workload management, and advanced reporting. All paid plans now include Asana AI.
Key Features:
- Multiple views: list, board, calendar, timeline, and Gantt charts
- Workflow Builder with unlimited automations on paid plans
- Asana AI for task summaries, status updates, and smart goal tracking
- Portfolios and workload management for cross-project visibility (Advanced)
- Integrations with Slack, Google Workspace, Microsoft 365, and 200+ apps
Who Should Choose Asana
- Small teams of up to 10 people who want a powerful free project management tool
- Growing companies that need task automation, timeline views, and custom workflows
- Managers who want workload balancing features to prevent team burnout
9. Trello
Quick Summary
Trello is a visual project management tool built around Kanban-style boards, lists, and cards. Its drag-and-drop simplicity makes it one of the easiest collaboration tools to adopt.
Trello’s card-based system makes task collaboration intuitive. Create a board, add lists for each workflow stage, then drag cards between lists as work progresses. Cards can hold comments, file attachments, checklists, due dates, and labels.
The free plan includes unlimited cards, up to 10 boards per workspace, and Butler automations. Standard at $6 per user per month adds unlimited boards and custom fields. Premium at $12.50 per user per month unlocks timeline, calendar, and dashboard views.
Key Features:
- Kanban-style boards with drag-and-drop card management
- Butler automation for creating rules, buttons, and scheduled commands
- Power-Ups for integrating with Slack, Google Drive, Jira, and other tools
- Timeline and calendar views for deadline-focused planning (Premium)
- Templates for common workflows: content calendars, hiring pipelines, and sprint boards
Who Should Choose Trello
- Visual thinkers who prefer Kanban-style organization over task hierarchies
- Teams that need fast, low-friction task management with minimal onboarding
- Managers running simple, repeatable workflows like editorial calendars or support queues
10. Viva Engage (Formerly Yammer)
Quick Summary
Viva Engage (formerly Yammer) is Microsoft’s enterprise social networking platform for company-wide communication, communities, and knowledge sharing. It’s now embedded within Microsoft Teams.
Yammer was rebranded to Microsoft Viva Engage in 2023. All features, data, and functionality carried over. The platform now lives inside Microsoft Teams rather than as a standalone app, making it easier to access alongside your other Microsoft 365 tools.
Viva Engage is included in most Microsoft 365 enterprise plans at no additional cost. Advanced features like Leadership Corner, analytics, and Answers in Viva require a Microsoft Viva suite license. The platform supports public and private communities, file sharing, live events, and AI-powered knowledge discovery.
Key Features:
- Community-based communication with public and private groups
- Storyline posts for leadership communication and company updates
- Live events and town halls with Q&A, polling, and moderation
- Answers in Viva for AI-powered knowledge discovery across the organization
- Deep integration with Microsoft Teams, SharePoint, and Outlook
Who Should Choose Viva Engage
- Organizations already using Microsoft 365 that want a company-wide social platform
- Large enterprises needing internal communication beyond team-level chat
- Companies running company-wide town halls, AMAs, and leadership communication programs
Tools for Graphic Design Collaboration
11. Canva
Quick Summary
Canva is a browser-based graphic design platform with thousands of templates, a drag-and-drop editor, and collaboration features for creating social media graphics, presentations, and marketing materials.
Canva democratizes graphic design for teams without dedicated designers. Choose from thousands of templates, customize with your brand colors and fonts, and share designs with team members for feedback. The Magic Studio AI suite now handles background removal, text generation, and image creation.
The free plan includes access to 2 million+ templates, basic design tools, and 5 GB storage. Canva Pro at $12.99 per month (or $119.99/year) adds 100 million+ premium assets, Brand Kit, background remover, and 1 TB storage. Teams plans start at $10 per user per month (annual, minimum 3 users) with approval workflows and shared brand controls.
Key Features:
- Drag-and-drop editor with thousands of customizable templates
- Brand Kit for maintaining consistent logos, fonts, and colors across designs
- Magic Studio AI for background removal, text-to-image, and content generation
- Real-time collaboration with commenting, sharing, and approval workflows
- Export to PNG, JPG, PDF, MP4, and direct publishing to social media platforms
Who Should Choose Canva
- Marketing teams that create social media graphics, presentations, and ads without a dedicated designer
- Small businesses that need professional-looking designs on a budget
- Teams that want collaborative design with brand consistency controls
12. Sketch
Quick Summary
Sketch is a vector-based design tool for macOS used primarily for UI/UX design, prototyping, and design collaboration. It now offers both subscription plans and a one-time Mac-only license.
Sketch remains a strong choice for UI/UX designers working on macOS. Its vector editing tools, symbol libraries, and plugin ecosystem make it ideal for designing interfaces and creating reusable design systems. The platform has evolved from a standalone Mac app into a full collaboration platform with a web app for viewing and handoff.
The Standard subscription costs $10 per editor per month (annual) and includes the Mac app, web app, real-time collaboration, and unlimited cloud storage. The Business plan at $22 per editor per month adds SSO, priority support, and advanced permissions. A Mac-only license at $120 (one-time) is available for designers who don’t need collaboration features. All plans include free viewer access. You can also create your own workflows to improve productivity.
Key Features:
- Vector editing tools optimized for UI/UX design with infinite canvas
- Symbols and Libraries for creating reusable design components
- Real-time collaboration with version control and design handoff
- Free viewer access for developers, PMs, and stakeholders in the web app
- Plugin ecosystem with hundreds of extensions for animation, icons, and code export
Who Should Choose Sketch
- UI/UX designers on macOS who prefer native app performance over browser-based tools
- Design teams maintaining design systems with reusable components and shared libraries
13. MindMeister
Quick Summary
MindMeister is an online mind mapping tool for brainstorming, organizing ideas, and creating visual maps collaboratively in real time.
MindMeister is the best dedicated mind mapping tool for teams. Create visual maps in real time together, connecting discrete ideas and exploring new approaches. It’s ideal for brainstorming sessions, planning content strategies, and breaking down complex problems visually.
The free plan allows up to 3 mind maps. The Personal plan starts at $6 per month with unlimited maps, file attachments, and export options. The Pro plan at $10 per month adds presentation mode, team collaboration features, and priority support.
Key Features:
- Real-time collaborative mind mapping with drag-and-drop nodes
- Presentation mode for turning mind maps into slideshows
- Import from and export to multiple formats including PDF, PNG, and MindManager
- History mode for replaying the evolution of a mind map over time
- Integration with MeisterTask for converting map nodes into actionable tasks
Who Should Choose MindMeister
- Teams that brainstorm visually and need a structured way to map out ideas
- Content strategists and product managers who plan hierarchical information architectures
- Educators and trainers building visual lesson plans or course structures
14. InVision (Shut Down)
Quick Summary
InVision was a design collaboration platform for prototyping, wireframing, and design feedback. InVision permanently shut down all services on December 31, 2024. All user data was deleted.
InVision was once the leading prototyping tool for UX/UI designers. At its peak, the company was valued at $2 billion. However, competition from Figma and other tools eroded its market share. InVision sold its Freehand whiteboarding product to Miro in late 2023, then announced the full shutdown of all remaining services.
All InVision prototypes, design specs, boards, and assets were permanently deleted on December 31, 2024. Former InVision users have migrated primarily to Figma for prototyping and to Miro for whiteboarding.
Recommended Alternatives:
- Figma (free plan for up to 3 projects): The industry-standard design and prototyping platform with real-time collaboration
- Miro (free plan with 3 boards): Best for whiteboarding and visual collaboration, with InVision Freehand features integrated
- Sketch ($10/editor/month): A strong alternative for macOS-based design teams
Who Should Switch To
- Former InVision users should adopt Figma for prototyping and design collaboration
- Teams that relied on InVision Freehand should migrate to Miro
Tools for Cloud Storage and File Transfer
15. Dropbox
Quick Summary
Dropbox is a cloud storage and file-sharing platform for uploading, syncing, and sharing files across devices. It’s one of the most reliable and widely integrated storage solutions available.
Dropbox makes file sharing effortless. Upload files, organize them in folders, share with team members or external contacts, and access everything from any device. It integrates with most other collaboration tools on this list, making it easy to share across apps.
The free plan provides 2 GB of storage. Dropbox Plus at $11.99 per month gives individuals 2 TB. Dropbox Business starts at $15 per user per month with 9 TB of shared storage, admin controls, and audit logs. All plans include version history, file recovery, and selective sync.
Key Features:
- File syncing across desktop, mobile, and web with offline access
- Version history and file recovery for restoring previous file versions
- Shared folders with granular permission controls for team collaboration
- Integration with Slack, Zoom, Google Workspace, Microsoft 365, and more
- Dropbox Paper for lightweight document collaboration within the platform
Who Should Choose Dropbox
- Teams that need reliable file syncing across multiple devices and operating systems
- Organizations sharing large files with external clients or contractors
- Companies that want a storage platform with deep third-party integration support
16. OneDrive
Quick Summary
OneDrive is Microsoft’s cloud storage service, integrated with Windows and Microsoft 365. It provides file syncing, sharing, and real-time co-authoring of Office documents.
OneDrive offers the same core functionality as Dropbox but is tightly integrated with Microsoft 365 apps. If your team uses Word, Excel, and PowerPoint, OneDrive provides seamless access and co-authoring. For Windows 10 and 11 users, OneDrive is built into the operating system.
The free plan includes 5 GB of storage. Microsoft 365 Personal at $6.99 per month includes 1 TB of OneDrive storage plus the full Office suite. Business plans with 1 TB per user start at $6 per user per month.
Key Features:
- Deep integration with Windows and Microsoft 365 for seamless file access
- Real-time co-authoring of Word, Excel, and PowerPoint files stored in OneDrive
- Automatic camera roll backup from mobile devices
- Personal Vault for storing sensitive files with extra security verification
- Sharing with drag-and-drop uploading and customizable link permissions
Who Should Choose OneDrive
- Teams already using Microsoft 365 who want seamless Office document integration
- Windows users who benefit from built-in OS-level file syncing
- Organizations needing 1 TB per user storage bundled with their productivity suite
17. WeTransfer
Quick Summary
WeTransfer is a simple file-transfer service for sending large files without registration. It’s designed for quick, one-time transfers rather than ongoing cloud storage.
WeTransfer solves a narrow but common problem: sending large files quickly. No account needed for the free tier. Upload files, enter the recipient’s email, and WeTransfer handles the delivery. It’s faster and simpler than setting up a shared folder for one-off transfers.
The free plan allows transfers up to 2 GB. WeTransfer Pro at $12 per month increases the limit to 200 GB per transfer, adds password protection, custom branding, and long-term storage. Teams plans are available for organizations needing shared workspaces.
Key Features:
- No-registration file transfers up to 2 GB on the free plan
- Transfers up to 200 GB per file on the Pro plan
- Password-protected transfers and custom branding (Pro)
- Download tracking to confirm recipients received files
- Apps for Android, iOS, and Mac for mobile and desktop transfers
Who Should Choose WeTransfer
- Teams that need to send large files occasionally without setting up shared storage
- Creative professionals sharing high-resolution images, video, or design files with clients
18. GitHub
Quick Summary
GitHub is the world’s largest code hosting and version control platform, used by over 100 million developers for collaborative software development and open source projects.
GitHub is the industry standard for developer collaboration. It provides Git-based version control, pull requests for code review, issue tracking, and CI/CD automation through GitHub Actions. If your team writes code, GitHub is where collaboration happens.
The free plan includes unlimited public and private repositories, 500 MB of Packages storage, and 2,000 GitHub Actions minutes per month. The Team plan at $4 per user per month adds advanced code review tools, required reviewers, and 3,000 Actions minutes. Enterprise at $21 per user per month includes SAML SSO, audit logs, and advanced security.
Key Features:
- Git-based version control with branching, merging, and pull request workflows
- GitHub Actions for automating CI/CD pipelines and workflow automation
- GitHub Copilot AI for code completion and generation (separate subscription)
- Issue tracking, project boards, and milestone management
- Advanced security scanning for vulnerabilities and dependency management
Who Should Choose GitHub
- Software development teams of any size collaborating on code
- Open source maintainers and contributors
- Engineering organizations that need CI/CD automation, code review, and security scanning
19. Adobe XD (Discontinued)
Quick Summary
Adobe XD was a UX/UI design and prototyping tool in the Adobe Creative Cloud suite. Adobe has discontinued active development, placing XD in maintenance mode with no new features. It’s no longer available for purchase as a standalone product.
Adobe XD was a capable vector design tool for creating wireframes, prototypes, and interactive designs. However, after Adobe’s attempted acquisition of Figma fell through in late 2023, Adobe stopped investing in XD. The tool entered maintenance mode in 2024 and is no longer sold to new customers.
Existing Creative Cloud All Apps subscribers can still access XD, but no new features are being developed. Adobe has not announced an official end-of-life date, but the product is effectively sunset.
Recommended Alternatives:
- Figma (free plan for up to 3 projects): The dominant design and prototyping tool with real-time collaboration, available on any platform via browser
- Sketch ($10/editor/month): Strong alternative for macOS users with powerful vector editing
- Penpot (free, open source): An open-source design platform for teams seeking a no-cost alternative
Who Should Switch To
- Current Adobe XD users should migrate to Figma for long-term platform viability
- macOS-only teams may prefer Sketch for its native Mac performance
Tools for Note Taking and Sharing
20. Pocket
Quick Summary
Pocket is a read-it-later app that lets you save articles, videos, and web pages for offline access. It’s useful for curating research and sharing resources with team members.
Pocket lets team members save content from any browser or app for later retrieval. Saved items are available offline, making it valuable for travel or spotty internet connections. The tagging system helps organize saved content by project or topic.
The free plan covers unlimited saving and reading. Pocket Premium at $4.99 per month (or $44.99/year) adds full-text search across saved articles, unlimited highlights, and suggested tags. Premium also provides permanent copies of saved articles, so content remains available even if the original page goes down.
Key Features:
- Save articles, videos, and web pages from any browser with one click
- Offline access to all saved content on mobile and desktop
- Tagging and organization for sorting saved items by project or topic
- Ad-free reading environment with customizable fonts and themes
- Full-text search and permanent article copies (Premium)
Who Should Choose Pocket
- Remote workers who curate research and need offline access to saved articles
- Team leads who collect and share resources with their teams asynchronously
21. Evernote
Quick Summary
Evernote is a cross-platform note-taking app for capturing ideas, organizing to-do lists, clipping web content, and sharing notebooks with team members.
Evernote remains a comprehensive note-taking platform for individuals and teams. Store text notes, images, audio recordings, web clippings, and files in organized notebooks. The powerful search indexes text within images and PDFs, making it easy to find anything you’ve saved.
Evernote’s pricing has changed significantly since this list was first published. The free plan now limits users to 50 notes and 1 notebook. Personal at $14.99 per month adds unlimited notes, notebooks, and devices, plus task management features. Professional at $17.99 per month includes team collaboration, shared spaces, and integrations with Google Calendar and Slack.
Key Features:
- Notes with rich text, images, audio recordings, and file attachments
- Web Clipper for saving full articles, simplified pages, or screenshots
- Powerful search that indexes text within images and scanned PDFs
- Task management with due dates, reminders, and Google Calendar sync
- Cross-platform syncing across desktop, mobile, and web
Who Should Choose Evernote
- Individuals who need a powerful personal knowledge base with cross-platform access
- Teams that share notebooks for meeting notes, research, and documentation
- Professionals who clip and organize web content for reference
22. Bit.ai
Quick Summary
Bit.ai is a document collaboration and knowledge management platform for creating, sharing, and tracking documents, wikis, and knowledge bases.
Bit.ai combines document creation with knowledge management. Create notes, documents, project plans, and wikis, then organize them into workspaces your team can access. The platform excels at building internal knowledge bases and onboarding documentation.
The free plan supports up to 5 members with up to 50 documents. The Pro plan at $8 per member per month adds unlimited documents, version history, and advanced tracking. Business plans at $15 per member per month include custom branding, priority support, and advanced analytics on document engagement.
Key Features:
- Smart document editor with auto-formatting and rich media embedding
- Workspace-based organization for team knowledge management
- Document tracking with analytics showing who viewed, how long, and what sections
- Wiki and knowledge base creation for SOPs and onboarding materials
- 50+ integrations for embedding content from Google Drive, YouTube, Airtable, and more
Who Should Choose Bit.ai
- Teams building internal knowledge bases, wikis, or SOPs
- Companies creating client-facing proposals or documentation with engagement tracking
- Organizations that need structured document workspaces beyond basic file storage
Comparison Table: Online Collaboration Tools at a Glance
| Tool | Category | Starting Price | Free Plan | Status | Best For |
|---|---|---|---|---|---|
| Google Docs | Document collaboration | Free | Yes | Active | Real-time document editing |
| Google Sheets | Document collaboration | Free | Yes | Active | Collaborative spreadsheets |
| Google Jamboard | Whiteboarding | N/A | N/A | Discontinued | Use Miro, FigJam, or Lucidspark instead |
| Microsoft 365 | Productivity suite | $6.99/mo | No | Active | Teams invested in Microsoft ecosystem |
| Slack | Communication | $8.75/user/mo | Yes | Active | Channel-based team messaging |
| Zoom | Video conferencing | $13.33/user/mo | Yes (40 min) | Active | Video meetings and webinars |
| Miro | Whiteboarding | $8/user/mo | Yes (3 boards) | Active | Visual brainstorming and workshops |
| Asana | Project management | $10.99/user/mo | Yes (10 users) | Active | Task and project management |
| Trello | Project management | $6/user/mo | Yes (10 boards) | Active | Visual Kanban task management |
| Viva Engage | Enterprise social | Included in M365 | No | Active | Company-wide communication |
| Canva | Design | $12.99/mo | Yes | Active | Non-designer graphics creation |
| Sketch | UI/UX design | $10/editor/mo | No (30-day trial) | Active | macOS UI/UX design |
| MindMeister | Mind mapping | $6/mo | Yes (3 maps) | Active | Collaborative mind mapping |
| InVision | Design prototyping | N/A | N/A | Shut down | Use Figma or Miro instead |
| Dropbox | Cloud storage | $11.99/mo | Yes (2 GB) | Active | Cross-platform file syncing |
| OneDrive | Cloud storage | $6.99/mo | Yes (5 GB) | Active | Microsoft 365 file storage |
| WeTransfer | File transfer | $12/mo | Yes (2 GB) | Active | Quick large-file transfers |
| GitHub | Code collaboration | $4/user/mo | Yes | Active | Software development collaboration |
| Adobe XD | UI/UX design | N/A | N/A | Maintenance mode | Use Figma or Sketch instead |
| Content saving | $4.99/mo | Yes | Active | Saving articles for offline reading | |
| Evernote | Note taking | $14.99/mo | Yes (50 notes) | Active | Cross-platform note organization |
| Bit.ai | Knowledge management | $8/member/mo | Yes (5 members) | Active | Wikis and knowledge bases |
Start Here: Your Collaboration Toolkit Checklist
- Pick your document collaboration layer. Google Docs and Sheets (free) or Microsoft 365 ($6.99+ per month). This decision shapes the rest of your stack. Choose based on where your team already works.
- Set up team communication. Install Slack for real-time messaging (free for most small teams). Add Zoom for video meetings. These two tools handle 90% of daily team communication.
- Organize your tasks. Choose Asana for structured project management or Trello for visual Kanban workflows. Both offer strong free plans. Start simple and add complexity as your team grows.
- Establish file storage. Use Google Drive (if Google Workspace) or OneDrive (if Microsoft 365). Add Dropbox only if you need cross-platform syncing beyond what your primary suite provides.
- Monitor your email channel. Connect EmailAnalytics to your team’s Gmail or Outlook accounts. Email is still the backbone of business communication, and most managers have no visibility into average response times or workload distribution.
Key Insight
The strongest collaboration stack for most remote teams is Google Workspace (docs, email, storage) + Slack (messaging) + Asana (tasks) + Zoom (video) + EmailAnalytics (email visibility). This combination covers every collaboration need at under $30 per user per month, and three of the five tools have free plans.
Frequently Asked Questions
What are online collaboration tools?
Online collaboration tools are cloud-based applications that enable teams to work together regardless of location. They typically include features for real-time document editing, messaging, video conferencing, file sharing, and project management. Google Docs, Slack, and Asana are common examples.
What is the best free online collaboration tool?
Google Docs and Google Sheets are the best free tools for document collaboration, offering real-time multi-user editing at no cost. Slack’s free plan supports unlimited users with 90 days of message history. Miro provides a free whiteboarding plan with 3 editable boards. Combining Google Workspace tools with Slack covers most collaboration needs for free.
Which online collaboration tools are best for remote teams?
The best remote collaboration stack includes Slack for messaging, Zoom for video calls, Google Docs or Microsoft 365 for documents, Asana or Trello for task management, and Dropbox or Google Drive for file storage. Adding Miro for whiteboarding and Loom for async video fills the remaining gaps.
How much do online collaboration tools cost?
Many tools offer free plans suitable for small teams. Paid plans typically range from $5 to $25 per user per month. Slack Pro costs $8.75 per user per month. Asana Starter is $10.99 per user per month. Google Workspace starts at $7 per user per month. Most tools offer 10 to 20 percent discounts for annual billing.
What happened to Google Jamboard?
Google discontinued Jamboard on December 31, 2024. All Jam files were permanently deleted. Google recommends Miro, FigJam, and Lucidspark as alternative whiteboarding tools. All three integrate with Google Workspace and offer significantly more features than Jamboard provided.
Is InVision still available?
No. InVision permanently shut down all services on December 31, 2024. All user data was deleted. Figma is the recommended alternative for prototyping and design collaboration. Miro handles whiteboarding, having acquired InVision’s Freehand product in 2023.
What is the difference between Slack and Microsoft Teams?
Slack excels at channel-based messaging with a deep third-party integration ecosystem of over 2,600 apps. Microsoft Teams is tightly integrated with Microsoft 365 apps like Word, Excel, and SharePoint. Slack is preferred by startups and tech companies. Teams is the better choice for organizations already invested in the Microsoft ecosystem.
Project management platforms and chat apps are great, but the foundation of organization-wide communication is still email. You’ll want a solid email analytics strategy to make sure your team communicates effectively.
EmailAnalytics gives you visibility into your team’s Gmail and Outlook activity, including average response time, email volume, and workload distribution. Sign up for a free trial today and get control over your team’s communication habits.
Jayson is a long-time columnist for Forbes, Entrepreneur, BusinessInsider, Inc.com, and various other major media publications, where he has authored over 1,000 articles since 2012, covering technology, marketing, and entrepreneurship. He keynoted the 2013 MarketingProfs University, and won the “Entrepreneur Blogger of the Year” award in 2015 from the Oxford Center for Entrepreneurs. In 2010, he founded a marketing agency that appeared on the Inc. 5000 before selling it in January of 2019, and he is now the CEO of EmailAnalytics and OutreachBloom.
