Microsoft Exchange Alternatives: What to look for
Microsoft Exchange is a common choice for organizations looking to share contacts and calendar events internally. It also works as a central mail server, allowing emails with large attachments to be sent around internally as well.
There are two major problems with Microsoft Exchange as a solution.
First, the cost. Shop.com lists the basic software cost as being over $6,000 just for the software itself, and then you have installation and support costs, upgrades and client software costs.
The second problem is that Microsoft Exchange is propriety software– Microsoft controls it. Two decades ago, this model was an accepted norm. These days, there are viable free, open source alternatives for many software needs, now including several offerings in the groupware category that compete with Exchange.
Summersault has built its business on open source software, and we appreciate that it avoids being locked in to one vendor, among other benefits. If there is a bug in Exchange, you can only hope Microsoft fixes it. If there is a problem with an open source alternative, you may be able to support your local economy by having a local developer fix it, or choose from a competing group of others for the best bid. It’s likely you’ll even be able to directly contact the software authors, and they may publish an update for free. That’s often been our experience, and it means we’re always running secure, robust software.
Go Web-based
Following the same line of thinking about open source applications, it’s natural to think about using open source operating systems as Windows alternatives. To that end, of all the groupware options available, I recommend focusing on the web-based alternatives. Once you have moved your groupware application to be web-based, you’ll have one less dependence on Windows desktops. Plus, you’ll have one copy of the application to maintain instead of one copy for every user. A few years ago, “web-based application” equated to “clunky”. With the advent of AJAX (an interface technique that makes web applications feel more like desktop applications), this is no longer the case.
Zimbra looks particularly promising in this regard. It even allows sync’ing with Outlook if Outlook remains a requirement.
I’ve personally reviewed a number of other alternatives and am currently helping a local business transition to using Egroupware as a solution for all the reasons I’ve cited above: lower cost, and removed dependencies on a single vendor and Microsoft Windows.
Stay Simple
Exchange may be a first choice to consider for a groupware solution because “no one ever got fired for recommending Microsoft.” I suggest carefully reviewing what you need out of your groupware solution and letting your unique requirements drive the search process. Complex systems can have complex problems– I don’t care who makes them. Maybe you simply need a professional installation of a free mail server, like the infrastructure Summersault uses to provide email for hundreds of domain 24/7. Perhaps a simple calendar sharing scheme would serve you?
Simply using an IMAP server can allow users to access all their email folders from a desktop, laptop, and possibly over the web or from home. With Courier IMAP, there is even an available extension so Outlook clients can use it for features that are provided by Exchange including: “folder sharing, public folders sharing, appointments/tasks scheduling, real-time data management, calendar sharing and other collaborative tasks.”
With options like these available, you really have to ask if you the exact bundle of features that Exchange provides is really the best for for you, especially at that price.
Switch Now
Exchange is already complex enough that many organizations pay consultants to install and help maintain their installations. With lower cost, viable alternatives available, don’t let someone sell you on Exchange without first explaining why the alternative options are not a better fit for your organization. If your consultant is only familiar with Exchange, you might benefit from having other experts weigh in.
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The opinions expressed by individuals posting in the Summersault Blog are not necessarily those of Summersault, LLC. While we try to insure the quality and accuracy of the information presented here, we make no guarantees about its suitability for any particular purpose.
