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

1. Community IT Innovators Webinar Series
Cloud Showdown
Presenter:
Matthew Eshleman
October 18, 2012

2. Webinar Tips
• Ask questions
Post questions via chat
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• Interact
Respond to polls during webinar
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• Focus
Avoid multitasking. You may just miss the
best part of the presentation : )

3. About Community IT Innovators
Community IT Innovators partners with nonprofits to help them solve their
strategic & 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. About the Presenter
Matthew Eshleman
Director of Professional Services
Community IT Innovators
meshleman@citidc.com
202-449-6711
@meshleman

5. Agenda
• Why Migrate?
• Develop Requirements
• Case Study
• Comparison
– Office 365
– Google Apps
• Training
• Q&A

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. 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. Email

9. Comparison
Google 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. 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. 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

14. 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

15. Office 365 Lessons Learned
The 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

18. 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

19. Google Apps Lessons Learned
The 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

20. Matthew Eshleman
Director of Professional Services
Community IT Innovators
www.citidc.com
@meshleman
Q&A?

21. SLA
Service Level Agreement (SLA) - The SLA records
a common understanding about services,
priorities, responsibilities, guarantees, and
warranties
• Google Apps
• Office 365

22. Training
• Do a trial, plan, plan, plan
• Use existing resources
– Office 365, http://office.microsoft.com/en-
us/videos/office-365-a-tour-for-users-
HA102657904.aspx?redir=0
– Google Apps,
http://learn.googleapps.com/outlook-users

23. What’s Next
Leverage SharePoint & Lync
Leverage Sites, Talk & G+

24. Reference Links
• http://www.techrepublic.com/blog/datacente
r/google-apps-v-office-365-summary-which-is-
better/5637?tag=btxcsim
• http://www.microsoft.com/en-
us/office365/all-plans.aspx
• http://learn.googleapps.com/
• http://www.citidc.com/

25. Upcoming Webinar
Nov. 15: IT Trends for Nonprofits
Looking Back at 2012 & Ahead at 2013
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Presenter:
Johan Hammerstrom
Vice President of Client Services
Community IT Innovators
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26. Next Steps
• Connect with us - Twitter, Google+, Linkedin
and Facebook. http://www.citidc.com
• 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.