Community IT Innovators - Office 365 vs. Google Apps 101812


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Is your organization looking to move your email to the cloud in order to get more space, better access and improved uptime? There are two big players the cloud space: Office 365 and Google Apps. Both are enterprise level systems with a range of features and benefits, but which one is the right for your organization?

Matthew Eshleman, Director of Professional Services at Community IT Innovators, provided an overview of the strengths and weaknesses of Office 365 and Google Apps. He will also share case studies of organizations that have moved to both platforms, issues they faced in the transition, and costs involved with moving to these cloud platforms.

This webinar covered the following topics.
- Understanding the fine print in the service level agreement
- Staff training and buy-in required
- Costs involved in setting it up
- Moving data in and how to move data out in the future

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Community IT Innovators - Office 365 vs. Google Apps 101812

  1. 1. Community IT Innovators Webinar Series Cloud Showdown Presenter: Matthew Eshleman October 18, 2012
  2. 2. Webinar Tips• Ask questions Post questions via chat f• Interact Respond to polls during webinar ff• Focus Avoid multitasking. You may just miss the best part of the presentation : )
  3. 3. About Community IT InnovatorsCommunity IT Innovators partners with nonprofits to help them solve theirstrategic & day-to-day IT challenges.• Strategic – Proactive approach so you can make IT decisions that support your mission and grow with you• Collaborative – Team of over 40 staff who empower you to make informed IT choices• Invested – We are committed to supporting your mission, and take care of your IT network as if it were our own• Nonprofit focus - Worked with over 900 nonprofits since 1993
  4. 4. About the Presenter Matthew Eshleman Director of Professional Services Community IT Innovators 202-449-6711 @meshleman
  5. 5. Agenda• Why Migrate?• Develop Requirements• Case Study• Comparison – Office 365 – Google Apps• Training• Q&A
  6. 6. Why Migrate• Improved uptime and access to resources• More features than you could provide in house• Reduced capital costs• Focus on usability instead of maintenance
  7. 7. Develop Requirements• How does your organization work?• Data ownership• Security & Privacy• Uptime and Availability• Recovery Point, Recovery Time, Retention• Migration Plan• What happens if the internet breaks• Ongoing costs
  8. 8. Email
  9. 9. ComparisonGoogle Apps Office 365• Embrace the browser • Outlook• Tags • Folders• Conversations • Individual Messages• Basic calendaring • Advanced calendaring• Cloud • Hybrid• Easy external collaboration • Internal collaboration• Flexible data storage • Structured data storage• Search • Browse
  10. 10. Case Study – Office 365• 20 person org• Aging SBS 2003 server• Local v Cloud• Google Apps v Office 365• Outlook + SharePoint deciding factors• Reduced ongoing backup cost• Improved business continuity• Planning & Implementation = 25 hours
  11. 11. Case Study – Google Apps• Charter School, 300 accounts• In house Exchange 2003 server• Heavily reliant on distribution groups• Google Apps vs Office 365• Cost of Google Apps & Education appealing• New solution implemented for groups• Planning & Implementation ~60 hours
  12. 12. Office 365 Best Practice• Upgrade to Office 2010• Develop Public Folder Migration Plan• Review Bandwidth, 1.5 Mbps Upload minimum• Enroll in Office 365 Trial• Confirm use cases• Schedule 1 time cutover
  13. 13. Office 365 Lessons LearnedThe Good The not so good• Non-profit pricing is • Single Sign on is excessively available complex• Real support included in “E” • Requires migration from series packages Public Folders• Resource mailboxes not • Need to apply for non-profit charged discount• Provides familiar Outlook / OWA experience• Good Offline Access
  14. 14. Google Apps Best Practice• Start Application Process• Run Trial to confirm level of training• Review Bandwidth, 1.5 Mbps Upload min• Develop Public Folder Migration Plan• Provide end user transition guides• Confirm use cases• Schedule 1 time cutover
  15. 15. Google Apps Lessons LearnedThe Good Not so great• Embrace the browser • Approval can seem like a• Appealing to staff black hole• Easy single sign-on • Calendaring is much weaker• Great training resources than Outlook• 2 Factor Authentication • Folders to Labels migration is a mess• Low cost • Basic Offline access
  16. 16. Matthew Eshleman Director of Professional Services Community IT Innovators @meshlemanQ&A?
  17. 17. SLAService Level Agreement (SLA) - The SLA recordsa common understanding about services,priorities, responsibilities, guarantees, andwarranties• Google Apps• Office 365
  18. 18. Training• Do a trial, plan, plan, plan• Use existing resources – Office 365, us/videos/office-365-a-tour-for-users- HA102657904.aspx?redir=0 – Google Apps,
  19. 19. What’s Next Leverage SharePoint & Lync Leverage Sites, Talk & G+
  20. 20. Reference Links• r/google-apps-v-office-365-summary-which-is- better/5637?tag=btxcsim• us/office365/all-plans.aspx••
  21. 21. Upcoming Webinar Nov. 15: IT Trends for NonprofitsLooking Back at 2012 & Ahead at 2013 f d Presenter: Johan Hammerstrom Vice President of Client Services Community IT Innovators d
  22. 22. Next Steps• Connect with us - Twitter, Google+, Linkedin and Facebook.• Provide feedback – Short survey after you exit the webinar. Be sure to include any questions that were not answered.• Missed anything? – Link to slides & recording will be emailed to you.