1) Email Rights Management: Microsoft Yes. Google NO!
Gmail does not support secure and controlled distribution of e-mail (such as limiting forwarding, preventing saving, and requiring expiration).
2) File-Level Manipulation of Messages (attach mail threads to new mail for reference) Microsoft Yes. Google NO!
Gmail items are not files, so there is no item-level control for cut-and-paste or archiving. Outlook messages (.msg files) can be attached to other e-mails, put in folders, copied to desktop, cut and pasted, etc.
3) Unified and Multiple Views: Microsoft Yes. Google NO!
Gmail has only a conversation view for mail. Outlook has multiple views including AutoPreview. Outlook also provides one unified view of all user data (e-mail, calendar, etc.).
4) Right Click and Multiple Select: Microsoft Yes. Google NO!
In Gmail, simple actions, like “mark as unread,” require extra clicks and user actions because of the use of check boxes and buttons, decreasing user productivity. Much more difficult with a large number of items.
5) MailTips: Microsoft Yes. Google NO!
Outlook 2010 offers automated guidance to avoid e-mail mistakes and be more effective, such as notifying the user when the recipient is out of office (before the message is sent), or warning the user that he or she is sending to a large distribution list.
6) Clean-Up: Microsoft Yes. Gmail NO!
Outlook 2010 offers advanced and automated capabilities to cleanup the user’s e-mail account, such as AutoArchive, and Mail Cleanup.
7) Social Connector: Microsoft Yes. Google NO!
Outlook 2010 shows communication history, status updates, and social networking service updates from LinkedIn and Microsoft Windows Live™, in people-centric views.
8) QuickSteps: Microsoft Yes. Google NO!
Save time by automating common information worker e-mail needs; reply to all meeting attendees, reply to manager, reply and delete, and more.
9) Unified Communication (voice mail, SMS/text, instant messaging, RSS feeds, etc.): Microsoft Yes. Google NO!
Google offers no inbox management of communication other than e-mail.
10) Instant Messaging/Presence Integration: Microsoft Yes. Gmail partial!
Gmail does not provide integrated presence capabilities within mail messages. Users must use the application sidebar or open the secondary application to search for a user.
Outlook interoperability with Gmail vs Exchange Online
11) Attachments and Rich Formatting: Microsoft Yes. Google NO!
Rich formatting in e-mail results in layout problems. Attachments and rich formatting cannot be added to Gmail calendar items or contacts.
12) Permissions and Delegation: Microsoft Yes. Google NO!
In Gmail the user cannot share mail or contact folders, or calendars, and cannot delegate permissions and access to others, such as administrative assistants.
13) E-mail Rules (includes Out of Office settings): Microsoft Yes. Google NO!
Client-side rules only. For example, no Out of Office/Vacation responder support.
14) Encrypted Mail (message vs transport): Microsoft Yes. Google NO!
Not supported as a feature in Outlook if using Gmail back end; prevents mail from being sent with an ambiguous “unexpected error.”
15) Mail Tracking and Receipts: Microsoft Yes. Google NO!
Delivery receipts do not work with Gmail back end, but read receipts do.
16) Shared User Calendars: Microsoft Yes. Google NO!
Outlook users cannot share their calendars if using a Google Apps back end, and cannot delegate permissions for others to manage their calendars, such as administrative assistants.
17) Meeting Attendees and Responses: Microsoft Yes. Google NO!
Attendees can be required only, not optional. Responses can be accept or decline only, not tentative. The user cannot delete attendees from exceptions to recurring events.
18) Distribution Lists and Groups: Microsoft Yes. Google NO!
No GAL support for groups or distribution lists with Google Apps mail.
19) Tasks and Reminders: Microsoft Yes. Google partial!
To-do flags and reminders work and can be set locally in Outlook. However, voting buttons and tasks cannot be sent to other Gmail users.
20) Folder Organization: Microsoft Yes. Google partial!
Folders work for e-mail in Outlook, but multiple contact folders sync to the cloud as one set of contacts.
21) Calendar Free/Busy Information: Microsoft Yes. Google partial!
Busy/Free requires deployment of GAL Generator and provides no support for Out of Office status. GAL Generator must be run everytime users are added/deleted or emails addresses edited.
22) Synchronized Group Calendars: Microsoft Yes. Google partial!
Google Apps does not provide as complete a collaboration solution, like SharePoint, for group calendaring that can be synchronized to Outlook for tracking project meetings, timelines, etc.
23) Company Directory: Microsoft Yes. Google partial!
Global Address List (GAL) is missing phone number, company name, business unit, work office location, manager, and other key metadata fields to help identify unique users. In addition IT must deploy the GALSYNC tool for the limited functionality.
IT Administration and Support (Service Level Agreements)
24) Configurable Storage and Quotas: Microsoft Yes. Google NO!
GAPE gives all users 25 GB; quotas cannot be set. Only the Microsoft offering allows smaller mailboxes for deskless, non-information-worker employees.
25) Software Add-ons and Client Installs: Microsoft Yes. Google NO!
Google requires add-ons and plug-ins not covered by the Google Apps SLA. This is especially true for offline access requiring Google Gears and Google Apps Sync, which need to be installed on each client machine that requires support for Outlook.
26) IT Architecture Flexibility: Microsoft Yes. Google NO!
Exchange can be configured for on-premises, off-premises, or hybrid configurations to coexist with the cloud. Google Apps supports only hosted model for all users.
27) Hosted BlackBerry Support (BES): Microsoft Yes. Google NO!
Exchange Online provides hosting for BlackBerry Enterprise Server (BES) to support BlackBerry users. Google, requires customers to run their own BES on-premises to support their BlackBerry community.
28) Data Center Locations: Microsoft Yes. Google NO!
Exchange Online provides services based out of known locations, with options for dedicated servers. Google stores data in multiple locations and will not track where the data resides.
29) Directory Integration: Microsoft Yes. Google partial!
Active Directory support with Google Apps is a separate download/utility. Limited GAL support in Gmail, with groups and distribution lists not supported.
30) Service Levels and Uptime: Microsoft Yes. Google partial!
Exchange has a 99.9 percent financially backed uptime guarantee. Google does not cover outages of less than 10 minutes, even if consecutive, and offers only service extension as compensation.
Migrating from On-Premise email – IT Administration and Support (Service Level Agreements)
31) Group Policy: Microsoft Yes. Google No!
Not supported with Google Apps.
32) User Data Migration (automated tools): Microsoft Yes. Google No!
Much of the user’s existing data (including archived mail, contacts, tasks, recurring calendar items, etc.) will not migrate over to Google Apps or will require unsupported manual tools or costly third-party applications to complete the migration. In order to migrate users locally archived messages to Google, tools must be run on each users machine.
33) Mail and Calendaring Coexistence During Transition: Microsoft Yes. Google No!
BPOS provides gateways that correctly translate complex message types and calendar invitations so they are delivered intact to the migrated users now running Outlook/Exchange. Google, however, does not provide these gateways, so links, rich text formatting, and attachments are stripped from mail and calendar items being sent by Lotus Notes users.
34) Directory Coexistence During Lotus Notes Transition: Microsoft Yes. Google No!
BPOS provides full directory synchronization during the transition for Lotus Notes users, so mail and calendar requests can be used without interruption. Google does not provide this service, thereby forcing users to manually type the e-mail addresses of colleagues in order to send messages and calendar items.
35) Mail-Enabled Workflow Application Support: Microsoft Yes. Google No!
Google does not support the translation of workflow messages, including doc links, for Lotus Notes applications. These applications will need to be rewritten to utilize different notification methods, which can be extremely costly for IT support groups. BPOS provides a utility that does perform the message translation, so workflow items can be acted on by users who have migrated to the hosted environment without issues.
36) User Data Migration (automated tools): Microsoft Yes. Google No!
Both BPOS and Google provide automated tools to transition users data from Exchange to their hosted environments. However, Google does not migrate distribution lists or recurring calendar items. With Outlook front end to Google Apps, IT department must deploy, configure, and maintain Google Apps Sync for every PC with Outlook.
37) Mail and Calendaring Coexistence During Transition: Microsoft Yes. Google No!
Exchange Online offers full compatibility for e-mail and calendar requests during the transition. Googlewill not transfer items, such as rich text formatting and attachments for calendar invitations (meeting agendas, etc.), Google Apps GAL with Outlook as a front end requires a registry entry to be updated on each user machine.
38) Directory Coexistence During Exchange On-Premise Transition: Microsoft Yes. Google No!
Both Exchange Online and Google provide directory synchronization during the transition; however, Google restricts synchronization to basic fields (first name, last name, e-mail address), Exchange Online synchronizes additional fields to provide valuable identity information (phone number, office location, manager, business unit, etc.).
39) End-User Support and Impact: Microsoft Yes. Google No!
Prior to the migration, extensive end-user communication is needed to explain the data transfer and conversion implications, as well as the features differences. The BPOS team has standardized communication and change-management plans built into its migration project model. Plus, it provides access to customized “How To” and “FAQ” documents for all transitioned users. Google, on the other hand, sends out only a single e-mail notification before the migration and pushes all first-line support, communications, change management, and training to the customer.
40) Mobile Directories: Microsoft Yes. Google No!
Exchange has mobile GAL support for all Windows Mobile 6.0 devices. There is no mobile directory support for Gmail, except on BlackBerry, with the Google Apps Connector for BlackBerry Server installed.
41) Synchronization: Microsoft Yes. Google No!
E-mail is synchronized similarly across both on all devices. Google supports only one-way calendar sync for the BlackBerry. Contact sync on most devices other than Windows Mobile requires Google Sync App install. Exchange ActiveSync supports full over-the-air sync of contacts, calendars, and e-mail.
42) BlackBerry Support: Microsoft Yes. Google partial!
Google requires customers to support an on-premises BES for every 500 users, whereas the Exchange offering can support up to 2,000 users per server and can be hosted off-premises. Google supports server-to-device calendar sync only.
43) iPhone Support: Microsoft Yes. Google partial!
Google sync support for iPhone is a Beta environment. Limitations include sync issues with recurring events. In addition, actions in Gmail may have different results, e.g., archiving messages moved to the trash and attendee status for messages not clearly defined (yes/no/maybe not available; only check mark as a hint will appear). No way to reply to calendar event with a message via the iPhone.
44) Software Add-ons and Client Installs: Microsoft Yes. Google NO!
Offline access with Google requires the download and installation of Google Gears (unsupported by Service Level Agreement). Exchange requires no such installation, as all offline features are supported by the Outlook client.
45) Corporate Directory Access: Microsoft Yes. Google NO!
Exchange has offline GAL support. There is no offline directory support for Gmail.
46) Edit/Create Personal Contacts: Microsoft Yes. Google NO!
Users cannot create or edit existing personal contacts when offline.
47) Overall Disconnected Experience: Microsoft Yes. Google NO!
While offline, Google users cannot spell check, edit, or create contacts, nor edit or create meetings in the calendar, etc. No Google Labs features are available offline.
48) Offline Attachments: Microsoft Yes. Google partial!
If a Google Apps user receives a Microsoft Office document while offline, the user must convert it to HTML, with most formatting lost, in order to view it.
49) Information Rights Management: Microsoft Yes. Google NO!
Information Rights Management (IRM) allows individuals and administrators to specify access permissions to documents, workbooks, and presentations. This helps prevent sensitive information from being printed, forwarded, or copied by unauthorized people. Google does not support IRM.
50) SSL: Microsoft Yes. Google partial!
Microsoft provides SSL, a “by default approach” to help ensure security. .Google SSL support varies by service and is available for e-mail, chat, calendar, docs, and sites. SSL access is not available for the Google Apps Start Page, Google Video for Business, and the Google Talk desktop client. Forcing HTTPS can make Gmail a little slower, and if you enable SSL, you will not be able to see your mail in the Gmail gadget on the Google Apps Start Page, since it is not served over SSL.
51) Encrypted Mail Support: Microsoft Yes. Google partial!
Encrypted mail is extra fee for Postini with Gmail.
52) Offline Security: Microsoft Yes. Google partial!
Pricing and Options
53) Mail-Only Offering: Microsoft Yes. Google NO!
Both Microsoft and Google offer standard hosted e-mail services. Google’s standard service supports corporate domains and is free, but it is an unmanaged solution and ad-funded. Microsoft’s Exchange Deskless offer costs $2 per month but is a managed service offering technical assistance and support for corporate domains.
54) Hybrid Services (interoperated on-premises and off-premises offerings): Microsoft Yes. Google NO!
Microsoft offers the ability to have on-premises users supported by a physical infrastructure, hosted users supported by Microsoft data centers, or any combination of the two. The two environments can be integrated to allow for shared directories, IM/presence, etc. Google has only a hosted option.
55) Enhanced E-mail Services: Microsoft Yes. Google partial!
Both Microsoft and Google offer enhanced hosted e-mail services. GAPE offers support for corporate domains, an uptime SLA, and anti-virus and anti-spam. It costs $50 per year, per user. Microsoft offers the same services with a monthly payment option of $5 per month or $6O per year.
You also have the ability to localize your data into one hosted server. This guarantees that you know the location of your data. Google cannot offer this service. (Microsoft puts dedicated servers in place to BPOS versus the consumer offering of Hotmail.) Google has consumer and business GAPE users on the same infrastructure.