Gmail vs Exchange

By n00bst4r23 ·
I work in a small business firm with less than 100 employees. The firm is growing with new employees. Last year we had about 40 employees, and currently we have about 65 employees. I am guessing over the next year or so, we will have about 100 employees or so.

For our email services, we rely on a third party local firm which provides IMAIL service for our email accounts. We use pop and smtp to get the emails from the external mail server to sync them with our Outlook, Blackberries, Palms and other PDAs. We also depend on Outlook for calendars, to-do lists and contacts. We pay around $100/month for 65 email addresses to the third party email service provider.

Recently, I have been thinking of an alternative email service options. The two main options that we have right now are a) Exchange Server 2007 OR b) Google's Gmail Business service.

Google's Business Gmail service would cost $50/user/year, where as Microsoft Exchange License would cost us around $65-70/user. I understand that the Exchange will be less expensive on a long run, however, the initial cost will involve new hardware, new licenses, possibly new anti-spam filters, new routers, new backup software, etc. Exchange will also require a lot of maintenance, however the firm's IT department has only ONE IT person.

So I am just trying to find out what could few other pros and cons of moving to Exchange or GMail. Please share any experiences you have had so far with Exchange migration or while using Gmail in corporate environment.

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All Answers

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Cost of Exchange

by BFilmFan In reply to Gmail vs Exchange

I can assure you that the cost of Exchange will be MUCH more than $50 annually per user.

If you factor in the cost of a person to manage Exchange, hardware, power, cooling, third-party software like antivirus, spam, licenses, etc. you are looking at a cost generally of $100 per user in nearly all environments I have ever designed, managed, consulted on.

Save yourself a load of headache and in a single man shop, outsource the mail headaches to someone else.

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I agree...

by ThumbsUp2 In reply to Cost of Exchange

Outsource.... it's cheaper in the long run. However, they don't necessarily need to outsource to GMail. There are 3rd party hosted exchange servers who take care of all the dirty work for you and the cost per user is significantly smaller than doing it all yourself. We use USA.NET ( for our host and have had absolutely no problems what-so-ever with them. But, there are many companies offering this service.

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Agreed. <NT>

by OldER Mycroft In reply to I agree...
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Outsource is the way to go!

by rob In reply to I agree...

I agree on the outsourcing! We ran a cleaning business and found that Hosted Exchange helped us keep all the on the road employees in touch with us. We could have purchased expensive software but we avoided that and wound up paying a lot less hosting it elsewhere.

We used Porbridge Internet

and the service was excellent. If we didn't have an exchange server to use we would have wound up with expensive ERP type software to manage calls and dispatch our employees. We would also have to constantly call them with schedule updates. With hosted Exchange we can modify the calendar and their phone alerts them to the schedule change! Top notch stuff and the fact I didn't have to pay for a server was awesome...hosted is the way to go.

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Ditto what everyone else says

by cutedeedle In reply to Gmail vs Exchange

Not only would you need a tech dedicated to managing the Exchange server but security is an ongoing issue. Hosting your own Exchange server will soon become your worst nightmare. Outsource, definitely, expecially with the Palms, Blackberries, etc. you'll need to manage and sync. I've used, they are good. Check out several companies, compare services, prices, length of time in business, size of business, and if possible try a small pilot project with an outsource provider before committing your whole company to them. That has saved me from a lot of heartache (and wasted $$) in the past, not to mention saving face with the big brass.

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