I used to be an advocate for using MS Small business server to handle email(using exchange) and the active directory system for managing users and also the benefits of using the servers remote access & web-mail functionality. But the problem is all this comes at a cost, and not just a one off cost either. If anything ever goes wrong with the server, you need an IT guy (or gal) to sort it. You also need to employ some house keeping rules to keep exchange from getting bloated. And heaven forbid should the server have a melt down, then you have the unenviable task of rebuilding the machine and restoring your exchange server (not for the faint hearted).
All these reasons strengthen the case for you to switch over to Google mail – gmail for short -. Why? You may ask. Good question, well first and fore most you have a massive 7 gig of space to store your messages, that’s per email account. That might not sound a lot when you consider you have hard drives going up in terabytes these days. But to put into perspective, I have been using my gmail account for over 2 years now, and I am yet to delete an email. That’s the other thing with gmail, you don’t have to get rid of anything so you can keep all those sent and received emails documenting transactions, discussions, agreements for as long as your require. My account is currently only using 19% of available storage ! So I guess I have another 8 years to go before I need to consider deleting anything or maybe upgrading my storage.
You need not fear that you are going to have to change your email address to some bizarre numerically enhanced address like firstname.lastname@example.org, as Google Apps is all about the fact you can point your domain’s email direct to your gmail account, and gmail will duly send all mail out from this domain. In fact you can point several domain names to your gmail account.
You might be thinking this is all well and good but how do I go about scheduling meetings with colleagues, seeing what available time and sending meeting requests etc.. Well you can do all that too with Google apps.
In my mind, I can see no reason why anyone would want to consider any other solution than Google Apps for your business email. At the end of the day, you can access your mail from anywhere, you don’t have to worry about backing up your emails. If you have hardware failure you know you can always access your email from another computer / iPhone etc.. And this is the best bit, if you are a really small company its free !
If you have an interest in moving your email over to google apps but don’t have the expertise, then get in touch and we can work out an affordable package to get you up and running.