Everyone that has a gmail account knows how awesome gmail is. The layout is great, there are a TON of features and options, and it comes with some awesome applications (Google Apps). Not to mention, you get 7gb of storage for FREE.

Recently, I found out that Google offers Google Apps (gmail, calander, google docs, etc) for FREE to educational institutions. Not only that, but Google maintains the server, and everything is stored on the Google cloud. This means that IT and server administrators do not have to worry about an e-mail server!

In terms of money:

1. Schools would not have to purchase a server for e-mail (or at least storage for e-mail).
2. Schools would not have to purchase a license to software (such as Microsoft Outlook Webmail)
3. Server administrators could work on more important tasks.

Of course money is important, but faculty and students should also be a big concern. Let’s compare Google Apps with the software my college uses, Microsoft Outlook Webmail:

Google Apps:

Gmail:

• 7GB of storage space
• Very user friendly
• Saves e-mail while you are typing in case of a crash
• Separate Section for “starred” e-mail (useful for bookmarking important e-mail)
• Allows you to search the content of your mail

Google Calendar

• Excellent user interface. (Seriously, anyone with a brain can figure it out in less than 10 seconds)
• Allows you to share calendars
  • You can make subcalendars, and only share the subcalendars while making your general calendar private (this would be great for faculty and students).
• Allows you to send invites for events. This could be very useful for department meetings and faculty, student groups, etc.

Google Docs:

(Note: I must admit, I do not use Google docs that frequently due to syncing notes with DropBox)

• Allows you to create text documents, presentations, spreadsheets, forms, etc.
• Allows you to share documents with your peers.
• Could be a great tool for taking notes in class.

Microsoft Outlook Webmail:

• “Premium” mode only works with internet explorer (sorry mac and linux users).
  • “Premium” mode really means drag and drop. (It’s 2009, is drag and drop really a “premium” feature?)
• E-mail
  • 50mb of space (I am currently using 46mb and receive a warning every day)
  • Does not save draft of e-mail while you are typing.
  • Times out after 10-15 minutes. If you write a 15 minute e-mail and hit “send” it will take you to the login screen and you will have lost the e-mail (this is so frustrating).
  • Allows you to “Flag” e-mail for bookmarking
  • DOES NOT LET YOU SEARCH YOUR INBOX (if it does, it isn’t mind numbingly obvious where the search option is)
• Calendar
  • Does not have a nice, simple graphical view.
  • Sending events to other people is no where near as simple (it is not that challenging, but compared to google calendar, it could be much simpler).
  • I am not even sure how to add a personal event? Here is the screen when you hit add event:

(click to expand)

(Note: I am assuming the first field is the “To:” field (why are none of the fields labeled?)? Why is it required? What if you want a personal event?)

• Notes – No where near as many features as google docs. To use an analogy: Google docs is to Open Office, as Microsoft Webmail “note” is to a simple .txt file.

The reason I did not include each feature in Microsoft Outlook Webmail as its own nice header like I did for Google Apps is because MO Webmail is just a mess of features, while each Google App is its own separate application (you can use Google docs without using gmail, etc).

So in conclusion:

1. Google Apps is Free!
2. Google Apps provides plenty of storage space (7gb).
3. Google Apps would save time and money (no need to buy server, Google maintains the cloud).
4. Google Apps offers more features, and each feature is well implemented. These features could be used by faculty, students, student groups, etc.

(I would just like to note, I use thunderbird as an e-mail client due to my strong dislike for Microsoft Outlook Webmail. I prefer using an e-mail client, but many students simply use the webmail client.)

jonnale Computer Science