Email server options



  • Client has ~120 email accounts.

    Currently on site Exchange 2010 heading for EOL with legacy Postini ($1/user/month) converted to Google for spam filtering.

    At a glance costs:

    Option A : O365 Exchange Online plan 1 $4/user/month - $5,760 per year
    Option B : ZoHo $1-$6 /user/month - $1,440 - $8,640 / year
    Option C : Self hosted Exchange 2019 - $17,000 in licensing (120 Exchange User CALS is the largest chunk)
    Option D : Self hosted Zimbra/Mailcow - only setup time (needs calculated)

    I am assuming the "migration" time is generally a wash between all of the above options. If that is not true in anyone else's experience, I would be interested to hear it.

    What else am I missing in your opinions?

    Current ZoHo pricing for reference.
    3d9d1910-e87e-41eb-865d-4a35d53623b2-image.png

    I will be getting mailbox sizes later.



  • Users use Outlook and mobile devices to access their email right now.



  • What do the asterisks mean?



  • @Obsolesce said in Email server options:

    What do the asterisks mean?

    I'm guessing the asterisks are showing more than standard features?
    that is the only place they are on there.



  • @JaredBusch what would it take to create you're own- self hosted zimbra server?



  • @WrCombs said in Email server options:

    @JaredBusch what would it take to create you're own- self hosted zimbra server?

    @dbeato wrote this.
    https://mangolassi.it/topic/16490/setup-zimbra-8-8-6-on-centos-7

    Setting it up is not horrid.



  • Self hosted is obviously a downside to email for a SMB.

    We are not in the business of hosting email. I am not adding that liability to our company.

    If the client wants self hosted, it exists on their premises or colo or wtf-ever, and we make sure backups etc.



  • If they are using Outlook, how are they licensed? Will they continue to use the full Outlook client if you go with Office 365 or Exchange? If that is the case, you probably need to factor the tier that includes the office software for Business, etc.



  • @wrx7m said in Email server options:

    If they are using Outlook, how are they licensed? Will they continue to use the full Outlook client if you go with Office 365 or Exchange? If that is the case, you probably need to factor the tier that includes the office software for Business, etc.

    You likely need to reread what I typed. Because nothing you say here matters to what I said.



  • We had slightly fewer mailboxes. I did a 6-year projection for just the software licensing costs of Exchange 2016 vs Office 365 Business Premium and since we already used proplus, the self-hosted Exchange was far more costly. Obviously, if you aren't already using an Office365 plan in some regards, the comparison is going to be closer.



  • @JaredBusch You said that they are currently using Outlook. Will they continue to use Outlook if you stick with Exchange or go to Office 365?



  • @wrx7m said in Email server options:

    @JaredBusch You said that they are currently using Outlook. Will they continue to use Outlook if you stick with Exchange or go to Office 365?

    Outlook works with every single option listed above. It has nothing to do with the choice of email server.



  • @wrx7m said in Email server options:

    We had slightly fewer mailboxes. I did a 6-year projection for just the software licensing costs of Exchange 2016 vs Office 365 Business Premium and since we already used proplus, the self-hosted Exchange was far more costly. Obviously, if you aren't already using an Office365 plan in some regards, the comparison is going to be closer.

    You mixed licensing the desktop clients with the server licensing. those are separate and distinct needs.



  • Keep MailCow in the list for self hosted along with Zimbra, too.



  • @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    We had slightly fewer mailboxes. I did a 6-year projection for just the software licensing costs of Exchange 2016 vs Office 365 Business Premium and since we already used proplus, the self-hosted Exchange was far more costly. Obviously, if you aren't already using an Office365 plan in some regards, the comparison is going to be closer.

    You mixed licensing the desktop clients with the server licensing. those are separate and distinct needs.

    Agreed. However, when discussing Office 365, they are usually intertwined.



  • @scottalanmiller said in Email server options:

    Keep MailCow in the list for self hosted along with Zimbra, too.

    Added. Now i need information about it.



  • @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    We had slightly fewer mailboxes. I did a 6-year projection for just the software licensing costs of Exchange 2016 vs Office 365 Business Premium and since we already used proplus, the self-hosted Exchange was far more costly. Obviously, if you aren't already using an Office365 plan in some regards, the comparison is going to be closer.

    You mixed licensing the desktop clients with the server licensing. those are separate and distinct needs.

    Agreed. However, when discussing Office 365, they are usually intertwined.

    Never.



  • @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    We had slightly fewer mailboxes. I did a 6-year projection for just the software licensing costs of Exchange 2016 vs Office 365 Business Premium and since we already used proplus, the self-hosted Exchange was far more costly. Obviously, if you aren't already using an Office365 plan in some regards, the comparison is going to be closer.

    You mixed licensing the desktop clients with the server licensing. those are separate and distinct needs.

    Agreed. However, when discussing Office 365, they are usually intertwined.

    Never.

    OK. Please explain how they don't offer licensing packages/tiers with both, Exchange online and the client software.



  • @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    We had slightly fewer mailboxes. I did a 6-year projection for just the software licensing costs of Exchange 2016 vs Office 365 Business Premium and since we already used proplus, the self-hosted Exchange was far more costly. Obviously, if you aren't already using an Office365 plan in some regards, the comparison is going to be closer.

    You mixed licensing the desktop clients with the server licensing. those are separate and distinct needs.

    Agreed. However, when discussing Office 365, they are usually intertwined.

    Never.

    OK. Please explain how they don't offer licensing packages/tiers with both, Exchange online and the client software.

    I never said they did not. You keep injecting shit here.



  • @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    We had slightly fewer mailboxes. I did a 6-year projection for just the software licensing costs of Exchange 2016 vs Office 365 Business Premium and since we already used proplus, the self-hosted Exchange was far more costly. Obviously, if you aren't already using an Office365 plan in some regards, the comparison is going to be closer.

    You mixed licensing the desktop clients with the server licensing. those are separate and distinct needs.

    Agreed. However, when discussing Office 365, they are usually intertwined.

    Never.

    OK. Please explain how they don't offer licensing packages/tiers with both, Exchange online and the client software.

    I never said they did not. You keep injecting shit here.

    OK. Good luck.



  • @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    @JaredBusch said in Email server options:

    @wrx7m said in Email server options:

    We had slightly fewer mailboxes. I did a 6-year projection for just the software licensing costs of Exchange 2016 vs Office 365 Business Premium and since we already used proplus, the self-hosted Exchange was far more costly. Obviously, if you aren't already using an Office365 plan in some regards, the comparison is going to be closer.

    You mixed licensing the desktop clients with the server licensing. those are separate and distinct needs.

    Agreed. However, when discussing Office 365, they are usually intertwined.

    Never.

    OK. Please explain how they don't offer licensing packages/tiers with both, Exchange online and the client software.

    I never said they did not. You keep injecting shit here.

    OK. Good luck.

    i very clearly specified Exchange Online Plan 1. Nothing else.
    Office365 has many licenses that include many things. I never denied that.
    But I stated, you never mix desktop application decisions with email server decisions.

    Do they potentially work together? sometimes. But when I also specified Outlook, not Office, that matters.



  • I'd stick with the Exchange based back end.

    As far as migrating goes, there's plenty of third party products out there, or, if there's not a lot of users then a simple export to PST and import on the new setup would work.



  • Costs updated in OP for Options A-C.

    Re: Option C & D : What about spam filtering? Currently the client has $1 /user/month from Google for their on site Exchange 2010. That adds $1,440/year.

    @JaredBusch said in Email server options:

    Option A : O365 Exchange Online plan 1 $4/user/month - $5,760 per year
    Option B : ZoHo $1-$6 /user/month - $1,440 - $8,640 / year
    Option C : Self hosted Exchange 2019 - $17,000 in licensing (120 Exchange User CALS is the largest chunk)
    Option D : Self hosted Zimbra/Mailcow - only setup time (needs calculated)



  • $17,000 (Exchange on premises) + $5,760(SPAM filter for 4 years) / $5,760 (O365 EO Plan 1) = 3.95 aka 4 years break even



  • @JaredBusch said in Email server options:

    $17,000 (Exchange on premises) + $5,760(SPAM filter for 4 years) / $5,760 (O365 EO Plan 1) = 3.95 aka 4 years break even

    Sorry, missed the line about 120 users. :S

    One option for the on-premises portion would be to SPLA the server and Exchange licensing. That would break it down to a more palatable monthly cost.



  • @PhlipElder said in Email server options:

    SPLA

    I don't resell.



  • @JaredBusch said in Email server options:

    Self hosted is obviously a downside to email for a SMB.

    We are not in the business of hosting email. I am not adding that liability to our company.

    If the client wants self hosted, it exists on their premises or colo or wtf-ever, and we make sure backups etc.

    If I understand this comment correctly, you have no intention of maintaining this system outside of backups etc, therefore they have someone already who is skilled enough to do so? Also, will they require hardware upgrades if they choose any on-premises option that will add to the project costs?

    We're of similar size and although I've never had to run an on-prem Exchange server, I'm glad I don't. I'd rather spend my time worrying about other issues. The Exchange Online plan is hard to beat in my opinion.



  • @zachary715 said in Email server options:

    Also, will they require hardware upgrades if they choose any on-premises option that will add to the project costs?

    No. Their current on site hardware can handle it. That hardware will likely see an upgrade in 2020 or 2021.

    @zachary715 said in Email server options:

    you have no intention of maintaining this system outside of backups etc, therefore they have someone already who is skilled enough to do so?

    No, we are their outsourced IT department, we will handle it. But when planning, I never plan for us to continue to do so. I obviously hope they continue to have us do so, but I never plan on it.

    @zachary715 said in Email server options:

    The Exchange Online plan is hard to beat in my opinion.

    That has long been my opinion. But this was originally installed in February of 2012. O365 pricing then was not as good.



  • @zachary715 said in Email server options:

    We're of similar size and although I've never had to run an on-prem Exchange server, I'm glad I don't. I'd rather spend my time worrying about other issues. The Exchange Online plan is hard to beat in my opinion.

    We run in house email on Zimbra for smaller than that and without the costs and overhead of Exchange, running in house is really not bad. We manage O365 for customers and while O365 is slightly less work on a per user basis, it's not much. O365 is just cumbersome enough to be close to the effort of the system maintenance of something like Zimbra. But when you consider the monthly cost savings, it's been great for us.



  • @JaredBusch said in Email server options:

    I will be getting mailbox sizes later.

    15 mailboxes close to 10GB.

    Total size 335GB used.
    Average size is 2.3GB

    This means ZoHo is potentially a decent option. The add on storage is shared, I know that.

    But if the initial 5GB is also shared, then that means at 120 users, there is 600GB of mail storage available. Significantly under my needs.