Exchange vs Gmail, Which One Is Right For You?

When it comes to keeping your emails in the cloud there’s a variety of different options. Usually, small businesses are choosing between Microsoft Exchange 2010 and a free online system such as the one Google provides. Sorting out the basic benefits and drawbacks of each option can be quite a headache, so here we take two of the most popular products – Microsoft Exchange Outlook and Google’s Gmail and Apps – and compare them. Which one is right for you?

• Do You Want To Keep Your Emails In The Cloud?

This seems to be a simple question but needs to be clarified; there are still providers, namely the basic Microsoft Outlook program, that do not store your emails in the cloud. Outlook downloads them to your local hard drive and then deletes your e-mails from the online server. Your master copy of all your emails is your local copy. Locally storing your emails means you won’t have access to your emails from other devices like smartphones. It also means that unless you are running your own back up system you won’t have a back up of your emails. We recommend looking for a solution that allows you to both back up your data as well as access it from multiple devices. This means that you need a cloud-based service.

• Do you care what your domain name is?

After confirming that you definitely want to keep your emails in the cloud, the next question is whether you need an email address with a customised domain. If you’re happy to use an email that includes @gmail.com then a free online provider like Gmail is your best option. If, however, you need a professional image, your own domain name is essential. Only Microsoft Exchange Outlook and Google Apps provide the ability to have your own domain name.

• Do you currently use Microsoft Outlook?

If you currently use Microsoft Outlook and are familiar with it’s set up, we recommend Microsoft Exchange Online. Other servers like Gmail do integrate with Microsoft Outlook but not all features are integrated and it can be confusing. If you’re with Microsoft Outlook now, stay with Microsoft Exchange 2010.

• Do you want to access your e-mails off-line?

Some people think that Microsoft Office is the only option for accessing your e-mails when not connected to the Internet. Did you know that Gmail has the ability to be accessed off-line as well? All that is required is that you install an email client such as Outlook for your PC or it can be configured on your Smartphone or tablet without any additional software.

• Do you want to pay?

If you’re looking for a free option that allows you to access your e-mails off-line, store your e-mails in the cloud and have your own domain name, Google Apps is available with limited storage. Microsoft Exchange does not offer a free option.

The Google Apps free option is limited to 10 accounts and each account has the same storage as a usual Gmail account. If you are a small business, Google apps will allow you to backup your e-mail as well as boast your own domain name. The paid accounts come with additional storage and business support.

If you need more capacity or more users, then you’re looking at a paid option. Microsoft exchange and Google apps both offer upgrades that begin at about $50 a year. The most notable additional feature is the support function. While free services offer only FAQs and user to user forums, paid options provide dedicated support including over the phone assistance.

If you’re still unsure about which option is best for you please contact one of our staff members who can guide you through the decision making process.