Hosted Exchange and Google Apps Gmail are both increasingly popular email options for small businesses. We will give you a summary of the most striking differences for small business users and hopefully make the choice a bit easier.
Tasks and Notes
If you are a fanatical user of Outlook Tasks and Notes you might want to stick to Hosted Exchange as Google does not support Notes at all and Tasks only in the Gmail web interface (not in Outlook via Apps Sync).
Outlook support
If you live and breathe Microsoft Outlook and hate web interfaces then Hosted Exchange is your thing. It will support advanced Outlook features such as server side rules, open other user’s mailboxes, set granular permissions etc. without the need to install any plug-ins.
Mobile support
Both Hosted Exchange and Google Apps mail support mobile devices via ActiveSync. We have noticed however that Google Apps has some limitations in that it archives messages that you delete from your mobile device instead of moving it to the trash. Also, it doesn’t allow you to change the ‘From’ address when sending email from the mobile device (there is a workaround).
Strong authentication
If you are paranoia like us then stick with Google Apps as it offers extra security with 2-factor authentication via your mobile device.
Link extra email accounts
Google Apps email allows you to manage any additional/private email boxes from one place. Note that hosted exchange as part of the all new Office 365 will be supporting this too (more on the new Office 365 features here).
Fetch email from up to 5 external email accounts such as hotmail, yahoo or any POP enabled account. It also allows you to set the ‘From’ address to any address that you own.
GMail quirks
We find that GMail doesn’t always format email as it should. Email that is send unformatted is often formatted in the Times New Roman font no matter what font settings the receiving end has. We also find the default signature behaviour a bit annoying not helped by the fact that you have to install a labs (=unsupported) feature to change the behaviour.
Integration with additional applications
If you love web applications then you will love that you can extend Google Apps with applications ranging from CRM to project management and accounting. It allows you to share data between these applications and offers a Single Sign On to them. For example, all your CRM contacts can be added to your Google Apps address book which in turn can be synced to your mobile phone. Nice and easy.
About Ben Stege
I love the 2-factor authentication. I have been using it on Gmail for a while. It is brilliant. Do you not just love Google? I am watching Google Plus seriously.