A question that frequently crops up is from people who want to make changes to the way they work with email. They know they need a “bigger” solution but then things get complicated!
Comparing Email or “Workgroup” Options
Clients are usually ready to move up from the standard POP3 / IMAP or even web email offered by their webhosts or internet providers when they want to achieve some or all of these functions:
- Ability to backup email so it is not just located on the one PC.
- Ability to backup contacts and calendar appointments.
- Multiple computer or device access, where the view of data on each device matches the others (especially things like reading email on mobile phones while backing up the phone address book).
- Sharing calendars, contacts or folders with colleagues.
An example of how this can improve productivity is when someone in an office can take a call and book an appointment for someone out “on-the-road” while both people know the contents of the diary exactly, so the person “on-the-road” can also book appointments without calling back to the office.
The dominant solution in the market for this functionality is Microsoft Exchange. That doesn’t mean it’s the best, but it does have the advantage that most software, hardware and service providers try to support it.
In-house Exchange
There are a few reasons why we actively discourage clients from setting up Exchange servers in-house:
- Hardware Cost – a server where previously unnecessary or a more powerful server than normally required, infrastructure to maintain 24/7 running.
- Software Cost – the Exchange license, Exchange capable backup software, Exchange capable security software and the on-going upgrades.
- Support – more complicated user management, backup schedules and maintenance – if this cannot be done in house then there will be more costs.
- Accessibility – because your email is stored within your office, all email traffic has to go through it. Users with laptops or mobile devices can only access their mail remotely by connecting through your firewall into your server – for most small businesses using ADSL this is very slow, difficult to set up and a security risk.
It is only when the number of users is in the high tens, or even hundreds, and the company has on-site IT support, that in-house Exchange becomes truly viable.
A final question to consider – when (not if) your Exchange server fails, where do you go and how long do you have to wait for it to be resolved?
Hosted Exchange
This has the benefits of an Exchange server while removing the disadvantages of an in-house solution:
- Seamless integration with Microsoft Outlook and most smartphones (Windows, Android, iPhone, most Nokia)
- Servers, software, backups and maintenance are all “someone else’s problem.”
- Improved connectivity – same speed connection when out of the office, ability to access from another location if your office is out of action.
- Web access from any internet connected computer.
- Out-of-hours, UK based support (if provider is selected carefully).
While hosted Exchange is far cheaper than managing your own server, many small businesses are used to the idea of very cheap / free email provided by their internet provider or web host.
Depending on the package required, prices start at around £50 per mailbox per year. Extra costs could include higher levels of support, Outlook software license if you don’t already have it installed and seamless Blackberry connectivity.
Exchange 2010 hosting packages tend to include 25GB mailboxes, Exchange 2007 usually 2GB.
Google Apps
Google Apps gives you access to the Gmail and Google Calendar, Contacts and Docs services but using your own domain identity (eg “joe @ bloggs.com”), rather than a generic gmail.com account (eg “joeblogs @ gmail.com”).
The activesync connection provided gives excellent access for most mobile devices and free software is provided for Blackberry. The web access to email uses the Gmail interface, one of the most powerful webmails available.
The premier option gives you a 25GB mailbox and software to download to allow (almost) seamless Outlook access. There is a 99.9% SLA and improved support. It costs around £33 per mailbox per year.
There is also a free option, with 7GB mailboxes. This does not provide the software to synchronise contacts with Outlook (although paid software is available) and being accessed through IMAP, the email has a more “bolted-on” feel. The mobile access is still excellent which makes this a very good option for those not bothered with using Outlook as their client.
Of course, email, calendar and contacts is just the tip of the Google Apps iceberg and your needs for the other tools available will sway your decision.
So, what should I get?
What, you mean all that hasn’t answered it for you?
It really depends on your circumstances, how keen you are on using Outlook, how tight your budget constraints are. When it comes to service, there’s a lot to be said for following the old adage – “you get what you pay for” – just don’t go out and buy an Exchange server.
A Microsoft Certified Professional with many years of large corporate experience and training, he now focuses on helping small businesses make the most of their IT.
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