exit exchange: migrating from microsoft office to google apps

A Google Enterprise Partner

August 2009 1

More of IT for Less

Horizon Info Services

Exit Exchange:Migrating from Microsoft Exchange to

Google Apps

http://www.horizoninfoservices.com/


August 2009 2

More of IT for Less


About Us

• Managed Services VAR– Google

– Online Backup Solution

• Google Enterprise Partner– Authorized Reseller for:

• Google Apps Premier Edition

• Google Postini Services



August 2009 3

More of IT for Less


Agenda

• Why Migrate?

• Security, Availability, and Reliability

• Total Cost of Ownership: Google Apps versus Exchange

• Migration Process

• Q&A



August 2009 4

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Agenda

• Why Migrate?




• Q&A



August 2009 5

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Google Apps



August 2009 6

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Google Apps Premier Edition

GmailEmail with 25GB of storage, spam filtering and search

TalkInstant communication within and outside your business

CalendarPersonal, shared, and public calendars

Messaging

DocsSimple real-time document collaboration from anywhere

VideoSecurely share internal videos.

SitesEasily created and edited group web pages

Collaboration



August 2009 7

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Messaging

25 GB/user inbox

Search

Spam & antivirus protection

Gmail

Free PC-PC voice & video

Group Chat

Unlimited file transfers

Gmail integration, Search

Create, share calendars

Sync with Outlook

Calendar



August 2009 8

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Collaboration

Sites

Video

Docs

Search

No HTML KnowledgeRequired

Designate Owners,Collaborators, & Viewers

Docs, Spreadsheets, Presentations, & Forms

Create and Share inReal-Time

Built-in RevisionHistory

Secure Sharing WithinYour Domain

Easy Setup

Easy Distribution



August 2009 9

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Capabilities

• Communications– Best-Method for Me

– Online Meetings• Real-time document

editing / viewing• Voice & Video without a

service

– One-Source Sharing• Inside & Outside

– Information Collection• Forms & Spreadsheets

• Personal Management– Integrated Tasks

• Email• Calendar

• Collaboration– Intranet Sites

• Projects / Teams• Company Info

– Customer Portals• Secure• Flexible



August 2009 10

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Feature Set

• Email• Calendar• Contacts • Tasks• Notes• Public Folders• Journal

• Gmail• Calendar• Contacts• Tasks (Integrated)• Docs• Sites

• Video



August 2009 11

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Feature Set

• No collaboration features• Must buy other servers or

services to get:– Instant Messaging– Real-time collaboration– Presence– Unified communications with

voice– Intranets– Customer Portals

• Talk– Secure IM– VoIP voice/video (PC to PC)

• Docs– View & Collaborate

documents, spreadsheets, and presentations

• Sites– Web-based Intranets – Secure customer portals

• Video– Secure video sharing



August 2009 12

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Investment & Scale

• Complex pricing based on volume and bundles

• Must Buy Hardware/Software– Windows Server®

– Client Access Licenses

– Exchange Server License

– Exchange CALs

– Client app (Office/Outlook)

• Servers, backup, disk investment grows with use

• Reduced need = sunk costs

• Managed service and infrastructure

• Simple, per-user pricing• No hardware/software to

buy and maintain• Add / remove users on an

annual basis• No need to add storage

capacity or manage complex backups



August 2009 13

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Maintenance

• Customers Upgrade On-Premise Servers

– Bug Fixes– New Features

• Upgrades/Bug Fixes Need

– System Downtime– Server Reboots

• Client software may require upgrades for compatibility

• Flat Annual Fee• NO Maintenance Fees• New Features Added

Continually• No Updates, Reboots, or

Reconfiguring needed to access new features

• 68 new features in 2008 without additional charges



August 2009 14

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Uptime

• Uptime depends on customer’s ability to resolve issues

• Backup / Disaster Recover require purchase of additional hardware, software, and services

• Average Downtime / Month:– 1.5 Hours Planned– 1.0 Hours Unplanned

• 99.9% Uptime SLA– Gmail– Google Calendar– Google Docs– Google Sites– Google Talk

• Sharded, Distributed Storage– Users protected from server

and data center failures

• Average Downtime / Month– < 15 Minutes



August 2009 15

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User Experience

• Outlook Clients– Hierarchical– Limited Search– Limited Integration of data

types (i.e. Tasks)

• Outlook Web Access– Limited Functionality– Security Issues

• Client = User Choice– Web UI has all features– MS Outlook via

• MAPI (native) Sync (new)

• IMAP or POP3

– Any Other Client• IMAP or POP3

– Mobile• BES Integration (new)

• Google Mobile Apps

• IMAP



August 2009 16

More of IT for Less


Information Security

• Customer is responsible for managing security

• Frequent security updates needed to keep servers up-to-date

• Configuration or admin errors create security holes

• Local data storage leads to insecure transfers via email, USB drive, or CD

• One of the largest networks of distributed data centers

• Secure access from anywhere

• Protected by dedicated security operations

• Security built into design• Regular external audits• Data kept in human-

unreadable format• SAS 70 Type II Certified



August 2009 17

More of IT for Less


Mobile Access

• Push-based mobile access for email, calendar, contacts on ActiveSync®-enabled devices

• Allows security policy enforcement over-the-air

• Integration with Blackberry Enterprise Server

• Mobile access for email, calendar, contacts

• IMAP, web, and free apps for most smart phones

• ActiveSync® support

• Integration with Blackberry Enterprise Server



August 2009 18

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Cost of Ownership

• Significant hardware and software investments

• Infrastructure Costs, such as– Storage– Backups– Redundancy

• Downtime required for patches and upgrades

• Requires in-house or contracted expertise

• NO upfront investment in hardware or software

• NO infrastructure maintenance costs

• NO scheduled downtime• Features and updates

available automatically• Lower administrative

resource burden



August 2009 19

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Agenda

• Why Migrate?




• Q&A



August 2009 20

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Security

Quick Factso 4th largest server manufacturer in the

worldo Billions of $ flowing through systemso Millions of credit card numberso Personal data on tens of millions of users

• Server/Network Securityo 100s of thousands of identical

servers o Hardened, custom Linux stacko No unused ports or services

availableo Quick update of all systems

• Data Distribution / Multi-Tenanto Data sharded across servers (GFS)o Data obfuscation on disko Data replication

• SAS 70 Type II attestation



August 2009 21

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AvailabilitySource: Radicati Group



August 2009 22

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Reliability

• Reliability depends on customer’s ability to resolve issues

• Backup / Disaster Recover require purchase of additional hardware, software, and services

• 99.9% Uptime SLA– Gmail– Google Calendar– Google Docs– Google Sites– Google Talk

• Backup / Redundancy built into the ecosystem



August 2009 23

More of IT for Less


Agenda

• Why Migrate?


• Total Cost of Ownership: – Google Apps versus Exchange


• Q&A



August 2009 24

More of IT for Less


Case Study: 25 Users

Hardware $5,000

Windows Server $1,000

Server CALs $1,000

Exchange Server $700

Exchange CALs $1,675

Setup Fees $900

Admin Costs $14,400

TOTAL: $24,675

One-Time Setup Fee $1,125

Annual Fees: 3 Years $5,625

Admin Resources $4,860

TOTAL: $11,610

Simple 3-Year Cost of Ownership Model



August 2009 25

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Microsoft Ecosystem

• Inside– AD/Domain Controllers

– Exchange Servers

– Sharepoint Servers

– Communications Server

– Support• Disk space• Backup hardware,

software, agents• Spam/virus protection• Management tools

• Outside (DMZ)– AD/Domain Controller(s)

– Sharepoint Server(s)

– Exchange/OWA Server

– Live Meeting Server

– Communications Server

– Support• Disk space• Backup hardware,

software, agents• Virus protection• Management tools



August 2009 26

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Google Apps Ecosystem

• Google Apps Accounts

• Internet Connection & Web Browser

• Free Options– Google Apps Sync for Microsoft Outlook

– Google Apps Directory Sync

– Google Apps Connector for BlackBerry Enterprise Server

• Third Party Features / Tools



August 2009 27

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TCO Considerations

• Redundancy– Exchange requires 3+ Servers

– Virtualization: • Lowers hardware cost

• Increases complexity

• DR / Backup / Recovery– Hardware, software, services

– Administration resources



August 2009 28

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Agenda

• Why Migrate?




• Q&A



August 2009 29

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Process Overview

• Assessment & Planning

• Pilot

• Rollout

• Support

• UpStep™ Services



August 2009 30

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Assessment & Planning

• Identify Usage Patterns/Preferences– Email

• Aliases, distribution lists, spam/virus protection, delegation, remote access, mobile access, preferred clients

• Application integration points

– Calendar• Personal, shared, free/busy sharing, event, etc.

– Contacts• Outlook contacts, Personal Address Books, Global

Address Books



August 2009 31

More of IT for Less


Assessment & Planning

• Set Strategies and Methods:– Data Migration

– Company Resource Setup• Distribution lists

• Resource calendars

– User Communications• Overview / Intro

• Training

• “New” features/functions

– Pilot & Rollout



August 2009 32

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Pilot

• Optional Limited User Test– Generally not necessary for <100 users

– Dual Delivery = seamless activity

• Objectives– Demonstrate features/functions

– Validate migration methods and process

– Identify specific training needs

– Evaluate 3rd Party Features/Tools



August 2009 33

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Rollout

• Data Migration– Multiple Methods

• Google Apps Sync for Microsoft Outlook

• via IMAP• Email Uploader for .pst

files• Mail Fetcher for accounts• 3rd Party Tools

• Dual Delivery– Migrate users in groups

• User Involvement– Client Selection:

• Outlook, Gmail web interface, Thunderbird, etc.

– Feature/Function Training• Labels vs Folders• Conversations• Search• Archive vs Delete

• Integration– Email to/from other apps



August 2009 34

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Support

• Admin Support– User adds/deletes/changes

– Service setup and configuration

– Train the Trainer services

• User Support– “Get Started” Guides

– User Webinars

– Email, Web, Phone Support



August 2009 35

More of IT for Less


UpStep™ Services

• Get More from Google Apps– Consulting

– Training

– Development

• Examples:– Workflow evaluations for better use of Gmail, Talk,

and collaboration tools

– Sites development

– GAL management



August 2009 36

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Agenda

• Why Migrate?




• Q&A



August 2009 37

More of IT for Less


Questions & Answers

• Please send questions using theGoToWebinar Chat Windowto: Organizers and Panelists


exit exchange: migrating from microsoft office to google apps

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