Power Outlook Without MS Exchange

You dont need MS Exchange to power and share Outlook mail, contacts, calendars, tasks and folders

By Pankaj Taneja, Consultant, HyperOffice

We're all hooked on to Outlook, and the associated benefits - business email, shared contacts, calendars, tasks, folders et al. Unfortunately theres a catch - Outlook is merely the front end client and doesnt work on its own, and needs MS Exchange to energize it. What's more, MS Exchange is costly, weighty and needs constant mainteinence.

Tough luck right? Not really! A new breed of solutions allows companies to set up Outlook, with all its benefits, as if Exchange were running in the background. Only, there is no Exchange! Moreover, these solutions are inexpensive, and can be set up almost in a snap. Read on.

Search for a good web based "Exchange Alternative"

The emergence of the software-as-a-service (SAAS) approach to application delivery has truly revolutionized business applications. The benefits of software which were traditionally available to only big enterprises with bountiful financial resources and manpower, are available to even the smallest of firms. These companies have no need to set up dedicated servers, or host and maintain the application. They can simply access it through a net connection for a reasonable monthly fees. The immediate benefit is that now these companies can afford to give up MS Exchange, and yet enjoy the features of Outlook. One of the main exponents of SAAS "Exchange Alternatives" is HyperOffice, and it is with this solution as an example that I shall explain this "how to" article. As opposed to the weighty implementation of Exchange, HyperOffice just needs you to coose a plan in terms of number of users, space needed and sign up at their site to get started.
Try: For a good resource site listing various "MS exchange alternatives" visit ExchangeServerFacts.com. I personally recommend HyperOffice.

Set up your company's business email - employees@yourcompany.com

You now need to set up business email for your employees - users@yourcompany.com. HyperOffice allows you to retain your earlier company email or set up a new address. You and your employees can start using mail through HyperOffice's webmail client and also individual and group contact lists, calendars and tasks right away.
Try: HyperOffice.

Synch your Outlook and online account

Now you and other users need to set up their Outlook accounts. Simply download HyperShare from HyperOffice, a small module that helps configure your Outlook account. Once HyperShare is downloaded and installed, you simply need to run it. You shall be prompted about what Outlook information you want to synch with your online account - mail, calendars, contacts, tasks, folders. All you need is to put checks against which Outlook information you would like synched. That done, and you are ready to go!
Try: HyperShare for Outlook.

Start accessing and sharing Outlook mail, contacts, calendars, tasks and folders!

Once your Outlook account is set up, you can use and access your mail, contacts, calendars and tasks through Outlook, or online on HyperOffice, using any web browser, may it be on PC, Mac or even a mobile device. No matter where you access your account, you always find the latest updated information. To share Outlook contacts, calendars, tasks and folders, you simply need to create group folders. These folders will automatically be synched with HyperOffice, and other users in your company with the requisite permissions can access this information online on HyperOffice or through their Outlook clients. There you are, all MS Exchange benefits, easy as a pie.
Try: Look for solutions that allow access and synching across Mac, PC, and mobile browsers, including iPhone.