Groupware servers allow users to collaborate on projects, share contacts, and manage meetings and appointments.

There are many options when choosing a groupware server. They range in price depending on your needs; some open source groupware server applications are free. Here are some things to keep in mind:

1. There is a wide variety of free groupware servers.

2. Some companies offer features that may be just what you need.

3. Your groupware server will have to be hosted either internally or externally.

Action Steps
The best contacts and resources to help you get it done

Look into free groupware server options

An open source groupware server is non-proprietary and can be installed on multiple server platforms. Open source groupware applications most often offer access to free groupware servers, or a mix of free and fee-based options.

I recommend: eGroupWare is a server-based tool that allows you to access appointments, contacts, and other information through a web interface. It can also be accessed from email clients. The Zimbra Collaboration Suite is another browser-based solution that integrates with Mac and Linux email servers. Options include a free open-source application and a network supported application. Citadel is a Linux-based groupware server made up of "rooms" that can be set up as folders, forums, and many other options. It includes email storage and spam and virus protection.

Think outside the inbox

Looking for something different? If you already have a groupware email server, or only need a place for users to meet and share information, consider solutions that offer limited, but different, services and interfaces.

I recommend: Kerika uses graphical wikis to create a digital whiteboard upon which members can sketch out a project with icons and shapes, and add documents, sticky notes, links and pictures. WebEx provides users with online meeting centers through a monthly subscription or pay-per-use. It also allows users to share calendars and documents from a web browser, and secure instant messaging.

Figure out how to host it

Most groupware programs reside on your company's server. When you compare groupware products, find out what operating system is needed and whether you have to dedicate a server to the groupware program. Don't have a server? Look for a company that will host the components for you, or solutions that can be hosted on your personal computer.

I recommend: Siteground provides groupware hosting at a low monthly price. Services include 24-hour tech support and free installation. MAPILab Groupware Server is a solution that works with the Microsoft Outlook mail client. Components are hosted on one PC, which functions as a server. Events are displayed on the Outlook calendar. There's a 30-day trial and free tech support.

Consider the big names

If you want to host your email server and groupware applications internally, enterprise-level products could be the way to go.

I recommend: Microsoft Exchange is the most popular groupware email server, and features shared contacts, schedules and folders. Some other big name solutions with a long history are Novell Groupwise and IBM's Lotus Domino. Novell Groupwise is a client-server application that runs on NetWare, Linux and Windows. Lotus Quickr services for Lotus Domino is a aolution for document sharing, project management, and other collaboration tasks. It features "connectors" that allow users to move an attachment to a Quickr library and send a link instead of a large file attachment.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Already have a Microsoft Exchange server? Use it to it's fullest. Many companies don't take advantage of the shared contact,schedules and folders options.
• •  If you opt for a hosted solution, make it includes security and redundant network and power options in place at the host so that you can get to your information when you need to.