Hosted Exchange VS. Google Apps: Which Works Better for Small Business?
Filed under: Exchange Server 2007, Exchange Server 2010, Reference, Unified Communications
I saw a great discussion thread on LinkedIn today (view the thread here) - about whether a consultant’’s client should move to Hosted Exchange or Google Apps.
The replies leaned a bit more toward Google Apps than Exchange. Many good points about how much IT help is available/budgeted, “getting what you pay for,” simplicity of Google, familiarity of Exchange/Outlook, etc.
You'd think I would weigh in on the side of Hosted Exchange. It is one of our services (and a very popular one at that), but even we recognize that at times something simpler, like Google Apps, makes for a better solution.
See, when we get a client who wants to move to hosted services, there's a lot of factors to consider. Many of them are addressed in the thread: mobile users, growth potential, available budget, available IT expertise/extra support hours needed, and the client's needs for the service.
We weigh these between two prime factors: The size of the business, and what their day-to-day practices are surrounding email.
Can A Business Outgrow Google?
Let's divide up some factors between size and daily practice here. Under size, we can list things like:
- How many mobile users a company has - iPhones, Blackberries, Android, etc.
- How many Outlook users there are (and how often they use it).
- What amount of on-site IT is in place, or do they rely on contracted IT support?
Both systems - Google Apps and Hosted Exchange - can sync with iPhones and Blackberries. (Androids MIGHT prefer Google, but I can't imagine why.) Outlook however leads more people to Exchange than away from it. One big intangible with email is how many users “live in” Outlook. True, Google Apps Premier Edition will sync with Outlook, but the difference is that those Apps accounts are on Google's servers, not hosted servers you contract. Which leads to the question of IT support. Who do you want to support your email? How fast of a response time do you need?
Under day-to-day email practices, we'll put these factors:
- What are users' preferred communication methods?
- How much email storage is needed?
- How often do users share calendars?
- Who's administering?
If email is the big communication tool (and it is for most businesses), then even a smidge of downtime is potentially catastrophic. We admit it, Exchange isn't perfect here…but then, nobody is. Google Apps does beat Exchange on default account space (25GB against 5GB). But shared calendaring brings us back to Outlook and its rich invite features.
We're back at the administration question. Many LinkedIn posters recommended contract IT support, especially if you're a smaller company. Of course Google provides support for Apps…but interfacing with other systems? Not so much.
What's the Verdict?
So where did we end up? When is Hosted Exchange a good choice, and when is Google Apps better? I'll give my answers in terms of the two prime factors I mentioned.
IN TERMS OF BUSINESS SIZE: For startup-level businesses, Google Apps makes more sense. Little infrastructure is needed, and it’’s easier for a few people to adapt (they probably use Google already). Generally, the larger the business, the more likely Exchange will better suit them.
IN TERMS OF DAY-TO-DAY EMAIL PRACTICES: If a company already uses Outlook, we recommend they go Hosted Exchange. If they have an IT department already, so much the better. If not, and they don't want to spend much, then go Google Apps and get some local support in case integration hits a snag.
Of course, this is just one blog post. Do your research before contacting suppliers.
Which do you use, Google Apps or Hosted Exchange? Let me know in the comments.
Top 3 Questions People Ask Us Re: Exchange 2010
Filed under: Exchange Server 2007, Exchange Server 2010, Reference, Unified Communications
Sorry about not posting this yesterday. We”re embroiled in a big new client website (yay for that!).
Last week I blogged about the 3 most frequently-asked questions we get on OCS 2007. I promised I”d do the same for Exchange Server 2010, so here you go. We get easily the same amount of questions on Exchange 2010 as OCS. More sometimes. But far and away, these are the most common.
1. Is it out yet?
Yes it is. Exchange 2010 has been available in full release since November 9th. The RC has been out for a while now; if you run it, best to switch to full version ASAP. (Luckily the RC can auto-upgrade to RTM.)
Here’’s Microsoft’’s Licensing and Pricing FAQ for some help on that.
2. Does the Exchange 2010 Standard Edition support Archival and discovery?
It’’s recommended that you use the Enterprise Edition if you want Archival and discovery. Archival for Enterprise has been delayed until Q1; I believe to test some additional workloads. But once it’’s finalized, that’’s a more secure, better-running bet.
3. What do we need for the upgrade?
- A 64-bit-capable server. If you don”t already have one, that is.
- Windows Server 2008 (or 2008 R2).
- Backups of your existing mailboxes.
- A day or two. (Really; it’’s a fast upgrade.)
Pretty simple huh? All too often we skip over simple things though, assuming everyone else “gets it” right away. Dangerous assumption. Someone else may be distracted, or too busy, and they miss the obvious. So it pays to remind.
(By the way, another reminder - Exchange 2010 also works great as a hosted option. Email me if you want to hear about that!)
Next week, Top 3 questions we get on VoIP.
Got a question of your own on OCS 2007 or related technology? Leave a comment or email me.
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If You Use OCS 2007, SQL Server or Windows Server 2008, Get the Latest Patches
Filed under: Exchange Server 2007, OCS 2007, OCS 2007 R2, SQL Server 2008
Yesterday Microsoft released a big group of patches. 34 of them in fact; Microsoft’’s biggest Patch Day ever.
As far as I can tell, this update does not include patches for OCS. But it does patch Windows XP/Vista, Windows Server 2008, SQL Server, and Internet Information Server (IIS). All of which are important to OCS 2007′’s function. So I definitely recommend patching ASAP if you use OCS. Or even if you don”t.
The Security Bulletin is available here: http://www.microsoft.com/technet/security/bulletin/ms09-oct.mspx
With full details on what software is affected, why, and how critical the patch is.
All of the patches are available on Microsoft Update. If you want to download them directly, you”ve got a few options:
- Click the “Affected Software and Download Locations” subhead for a categorical listing. It’’s divided up by Windows System, Office Suites, Server Software, Developer Tools & Security Software. Locate the software you want to patch under its appropriate category and click the download link.
- Click the “Detection and Deployment Tools and Guidance” subhead for links to two more options - the Download Center & the Update Catalog.
- There’’s guidance on updating servers under here too.
Chances are if you use Microsoft servers, you already knew about this batch of patches. I highlighted it just in case it got lost/delayed in the shuffle. Server and database patches can prevent a lot of nasty things - like the server crashing and not waking back up. Let’’s skip that, shall we?
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The Risks You”ll Tackle in OCS 2007
Filed under: Exchange Server 2007, Instant Messaging (IM), OCS 2007, OCS 2007 R2, Unified Communications
I”ve talked a lot about some of the benefits from using OCS 2007.
Now I”d like to talk about the risks.
Every network-based application carries a risk. Either in terms of security breaches, or in terms of employees abusing the system in some way. Such actions are rare. And with a little preparation, they almost never occur.
That’’s why I wanted to give this warning beforehand. So you”ll take the following into consideration during your OCS planning & setup process. You can avoid most of these risks entirely if they”re planned against.
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Exchange 2010 is in Beta Already!
Filed under: Exchange Server 2007, OCS 2007, Unified Communications
Just a heads-up - this is the “OCS Insider” blog. But I plan on talking about technologies related to OCS too. Like Exchange Server.
Which is why I”m linking to this article from InfoWorld.com -
First Look: Exchange Server 2010 Beta Shines
Yes, the beta for Exchange 2010 is already out.
InfoWorld publishes some pretty good IT articles, in my opinion. This “first look” is no exception - lots of information about the new beta in here.
My thoughts?
Refining most of the major services from Exchange 2007 - Great!
Dropping support for Windows Server 2003/Requiring Windows Server 2008 - Problem for cash-strapped businesses. With that in mind, I think it’’s good that Exchange 2010 won”t be due out until late 2009. More time for upgrades later.
I also found this on Page 4:
“The Outlook 2010 client and OWA both will have conversation view, and both will include integrated instant messaging and voice mail. Voice mail includes a text preview of the recorded message, automatically transcribed using Microsoft’’s voice-to-text engine.”
So Exchange 2010 will sharpen up the Unified Messaging side of things in Outlook. Nice.
If you want to try out the beta, download it here: Microsoft Exchange Server 2010 Beta
