Windows Server Options for Small and Medium Sized Businesses

Update: On 5th March 2009, Microsoft announced their intention to streamline their server product portfolio and as a result they would discontinue future development of Windows Essential Business Server (EBS), effective June 30th, 2010.  Their decision not to ship future versions of EBS will not impact any other Windows Server products and solutions, including the next version of Windows Small Business Server (SBS).

Over the past few months we have seen more interest in server upgrades or first server installations within local small and medium sized businesses. Perhaps this is due to the relaxing of the recession? Perhaps those businesses with existing servers have simply struggled on long enough with their aging server(s) and are fed up with server crashes and poor performance? Whatever the reason, now is a good time to start thinking about getting your first server or upgrading your old ones. In fact, there has never been a better time. Why? You now have even more choice than before as to what server best matches your business needs.

Time to get your first server?

Traditionally most small businesses purchased Microsoft’s Small Business Server, as it was the only cost effective solution available to smaller companies. This has now changed with the launch of Windows Server 2008 Foundation in October 2009. Supporting up to 15 users, with all the features of a standard Windows server, Windows Foundation Server makes the sub £1,000 server a reality.

Time to upgrade your server?

Upgrading your existing server to Microsoft Small Business Server 2008 is now even cheaper with Microsoft’s Solution Pathway programme. Depending on your current server version you can access savings of up 30% of the cost of your Microsoft Small Business Server 2008 licenses.

Server Options and Benefit Comparison

The table below provides a high-level breakdown of the Windows server products applicable to small and medium sized businesses.

Product	Key Benefits	Number of Users Supported
Windows Server 2008 R2 Foundation	Entry level server operating system for running business applications and sharing information and resources.	Up to 15 users
Windows Server 2008 R2 Standard	Advanced server operating system with built in virtualization capabilities for increased reliability and security.	Unlimited Users
Windows Small Business Server 2008	All-in-one server solution for better data security, enhanced productivity, and a more professional business image (Microsoft SQL Server available for premium features).	Up to 75 users
Windows Essential Business Server 2008	Designed and priced for midsize businesses, it helps improve IT manageability and reliability, and helps boost business productivity and growth. (Microsoft SQL Server available for premium features).	Up to 300 users

The table below shows a high-level comparison of the business benefits that can be obtained from each of the server products.

Benefits	Windows Server 2008 R2 Foundation	Windows Server 2008 R2 Standard	Windows Small Business Server 2008	Windows Essential Business Server 2008
Organize information in a central location to easily and securely access the right information when you need it.	Yes	Yes	Yes	Yes
Stay connected to your business and customers from virtually anywhere	Yes. Supports secure VPN access and Terminal Services (Remote Desktop) access.	Yes. Supports secure VPN access and Terminal Services (Remote Desktop) access.	Yes. Supports secure VPN access. Terminal Services (Remote Desktop) access is supported in SBS Premium Edition or with the additional of second server.	Yes. Supports secure VPN access. Terminal Services (Remote Desktop) access is supported in SBS Premium Edition or with the additional of second server.
Improve employee productivity by securely sharing resources such as printers, files, and business applications with confidence that information is exposed only to those you wish.	Yes. Support for multiple file, printer and application sharing, with advanced permissions to control who has access to each resource.	Yes. Support for multiple file, printer and application sharing, with advanced permissions to control who has access to each resource.	Yes. Support for multiple file, printer and application sharing, with advanced permissions to control who has access to each resource.	Yes. Support for multiple file, printer and application sharing, with advanced permissions to control who has access to each resource.
Protect your business information from disaster or theft	Built-in image based backup. Advanced security permissions to ensure that business information is accessible to only those you intend.	Built-in image based backup. Advanced security permissions to ensure that business information is accessible to only those you intend.	Built-in image based backup. Advanced security permissions to ensure that business information is accessible to only those you intend.	Built-in image based backup. Advanced security permissions to ensure that business information is accessible to only those you intend.
Messaging and Collaboration. Microsoft Exchange Server 2007 provides advanced e-mail and calendar functionality.	No	No	Microsoft Exchange Server 2007 is included pre-installed within SBS 2008.	Microsoft Exchange Server 2007 is included pre-installed within EBS 2008.
Collaboration and Productivity. Microsoft Windows SharePoint Services (WS) 3.0 provides web-based document management, collaboration and intranet capabilities that increase the efficiency of business processes and improve team productivity.	WSS 3.0 is a free download from Microsoft and can be installed on the server if required.	WSS 3.0 is a free download from Microsoft and can be installed on the server if required.	WSS 3.0 is included pre-installed within SBS 2008.	WSS 3.0 is included pre-installed within EBS 2008.
Network Updates and Protection. Microsoft Windows Server Update Services (WSUS) enables automatic deployment of the latest Microsoft security updates to all computers within your business.	WSUS is a free download from Microsoft and can be installed on the server if required.	WSUS is a free download from Microsoft and can be installed on the server if required.	WSUS is included pre-installed within SBS 2008.	WSUS is included pre-installed within EBS 2008.
Database. Microsoft SQL Server can be used to host a vast number of line-of-business applications. It is a comprehensive data management and analysis solution that makes it possible to use many server-based business applications, such as accounting, business planning, and contact management software, which share a centralized database so that all employees can work from the same information.	No. Can be purchased separately, but SBS or EBS 2008 may prove more cost effective.	No. Can be purchased separately, but SBS or EBS 2008 may prove more cost effective.	Microsoft SQL Server 2005/2008 is included within the Premium Edition of SBS 2008.	Microsoft SQL Server 2005/2008 is included within the Premium Edition of EBS 2008.

Windows 7 Was My Idea

You may have heard that a new version of Microsoft Windows, called Windows 7, is now available. Microsoft has even been advertising it on TV, with the slogan “I’m a PC, and Windows 7 was my idea”. If you are wondering whether it’s any good, and if you would benefit from having a Windows 7 computer, we hope we can answer your questions. We’ve been using it for over 3 months (it was made available to IT professionals in August), and we’re very impressed. However, that’s not to say that you should just rush out and buy it. Here are the answers to the important questions about Windows 7:

Do I need to get Windows 7? If your current computers are working well with Windows XP or Vista, the simple answer is “No”. Windows 7 is good, but not so good that it justifies the expense of upgrading or replacing existing machines that are working properly.

If my business partners move to Windows 7, will we still be able to read documents we send to each other? Yes. Document compatibility depends on the applications used to create the documents (e.g. Word, Excel), not on the version of Windows. Changing the version of Windows will not in itself have any effect on the ability to read documents.

Here’s a tip: if you or your business partners have a version of Microsoft Office before 2007, make sure the Compatibility Pack for Microsoft Office 2007 is installed, so it can read Office 2007 documents. We can help you with this if necessary.

I need to buy a new computer. Should I get one with Windows 7? This is very probably the best option, but do check with us first. Windows 7 has been especially designed to be compatible with hardware and software made for earlier Windows versions, so you can carry on using the same programs and printers. There’s even an XP Mode in the Professional and Ultimate versions, which runs older programs in a Windows XP subsystem. However, there’s a very small chance that you’ll still need Windows XP, if you use very old or unusual hardware.

Will Windows 7 network with my existing XP/Vista computers? Yes. Windows 7 will happily integrate into a network with PCs running older versions of Windows, but do please note the question about Windows 7 editions below.

There are different editions of Windows 7 available. Does it matter which one I choose? Yes, it does. The Home editions are only suitable if your business is a one-man (or woman) band with a single computer. If you want to make any sort of local area network to share files or printers etc, you’re much better off with the Professional version (there is a feature called HomeGroup for networking Windows 7 Home PCs, but it only works if all the computers on the network run Windows 7). For a network of 10 or more computers, the Professional edition is essential. If you carry around a laptop with confidential business data, it’s even worth paying for the Ultimate edition. This allows you to encrypt your entire hard drive, meaning that nobody can read any data from it if the laptop is lost or stolen. (Please note that the Windows XP Mode mentioned above is only available in the Professional and Ultimate editions.)

I’ve seen Windows 7 and I really like it, can I upgrade my existing computer? Possibly, but please ask us for advice if you’re considering this. If you have a fairly new PC (no more than 18 months old) with at least 2GB memory and a dual-core Pentium, Core or Athlon processor, it will almost certainly run Windows 7 very well. However, it’s NOT worth experimenting with a mission-critical business PC that’s working well. You could try installing Windows 7 on a spare/home machine, but make sure you back up all your data (documents, emails, photos etc) before you start. Keep our phone number handy in case it goes wrong!

Hardware Purchasing Recommendations – Part #2

This is part two of a two-part post with our recommendations for purchasing “fit for purpose” desktops, laptops and servers for business use (with an emphasis on Small and Medium sized businesses).

Servers:

1)     Hardware Specification. With a server you are looking for a machine that will be fit for purpose for between 3 and 5 years, depending on the function of the server. Therefore, you should build in a degree of room for growth within the specification, as follows:

1. Hard Disk Capacity. Allow enough hard disk space for growth in your file storage needs. Depending on the industry you work in you can probably expect your storage needs to double (or even triple) each year. You should also allow extra storage for additional staff if you anticipate growing your business over the next 3 to 5 years.
2. RAID. Redundant Array of Inexpensive Disks (RAID) is where you use a number of hard disks configured in such a way as to provide built-in redundancy against the hardware failure of any one disk. With an entry level server you should always go for RAID 1 (mirroring), where you have two disks, with one being a copy of the other. There are additional RAID “levels” for larger servers.
3. Memory (RAM). Purchase enough memory to support your immediate needs and those further down the road.  With a server, you can never really have too much memory; buy as much as you can afford.
4. Maximum RAM. Modern servers can accommodate massive amounts of memory (up to 2TB), but each physical server model will have its own model-specific limitations. For example, entry level servers will have a maximum of 8GB, while the next level up will most likely have a limit of either 24GB or 32GB. When planning for growth you should think about whether or not you need to purchase a model that will allow you to expand the memory beyond 8GB in the future. Note: Microsoft Small Business Server 2008 requires a minimum of 4GB, but 8GB is recommended.
5. Processor (CPU). As with desktops and laptops, most manufacturers will offer you a range of processors within each server model. In many cases the base processor will easily be sufficient for your needs. Some entry level servers may still be offered with the option of a Dual Core processor. If this is the case, then I would recommend stepping up to at least the first Quad Core processor offered. If you have a bit of room in your budget, then going for the best processor that you can afford will future proof your server more.
6. Number of Processors. Entry level servers can accommodate one processor. The next level up will support two processors. One processor will be sufficient for most small business server requirements, unless you have a heavily used database server or are using virtualisation.
7. Power Supplies. Ideally you should go for a server that has two power supplies. This provides built-in redundancy should one of the power supplies fail (they do occasionally). Many entry level servers do not come with, or offer the option to have, a second power supply.

2)     Vendor Choice. Always purchase from tier-1 vendors, such as Dell, HP, and IBM. There was a time when Compaq (now part of HP) were the undisputed leader in the server market, with IBM coming second. These days, for small and medium sized business, there is no real difference (other than price) between Dell, HP and IBM.

3)     Payment Options. If you are not cash rich then you should lease your server across 3, 4 or 5 years. Manufacturers like Dell will offer you various leasing packages, as do various asset finance companies. Solutions Shared can also finance your server purchase (plus the software and installation costs) via Microsoft Finance.

4)     Warranty. Always take out a minimum of 3 years Next Business Day (NBD) warranty for your server. Depending on the business criticality of your server, you can take out additional warranty levels, such as 4 hour response, 4 hour fix, 24 x 7 coverage, etc.  Running a server without the basic 3 NBD warranty is madness.

Hardware Purchasing Recommendations – Part #1

This is part one of a two-part post with our recommendations for buying “fit for purpose” desktops, laptops and servers for business use (with an emphasis on Small and Medium sized businesses). This part covers desktops and laptops. I’ll post part two (servers) in a day or so.

Desktops and Laptops:

1)     Hardware Specification. When you are looking to purchase a new desktop or laptop you should be thinking along the lines that you are buying a machine that will be fit for purpose for at least 3 years. Therefore, you should build in a degree of room for growth within the specification, as follows:

1. Hard Disk Capacity. Allow enough hard disk space for growth in your file storage needs. Depending on the industry you work in, you can probably expect your storage needs to double (or even triple) each year.
2. Memory (RAM). Purchase enough memory to support your immediate needs and those further down the road. While memory is cheap and can easily be added to most machines, it is often cheaper and simpler to buy a bit extra when you first buy the computer – this also means that you get the benefit of the extra memory from day one.
3. Processor (CPU). Most manufacturers will offer you a range of processors within each PC model. If your day to day work only consists of writing a few documents, spreadsheets, dealing with email and accessing the Internet, then the base processor will easily be sufficient for your needs. However, if you have a bit of room in your budget, then going for the best processor that you can afford will future proof your machine more.

2)     Vendor Choice. Always purchase from tier-1 vendors, such as Dell, HP, Lenovo (formerly IBM), Fujitsu and Toshiba (laptops). While these manufacturers are slightly more expensive than the budget brands you will see offered in places like PC-World, their build quality is better and you will get superior after sales support. If you remind yourself that you are buying a machine to use for 3 years, then spending an extra £100 on the initial purchase only equates to an extra £33 per year.

3)     Payment Options. If you are not cash rich, but would still like to purchase suitable machines for your business, then you should seriously consider leasing the equipment as a means of spreading the cost across lifetime of the machine. Manufacturers like Dell will offer you various leasing packages, as do various asset finance companies. Depending on what else is being purchased at the same time (e.g. software & services) Solutions Shared can also offer your finance options via Microsoft Finance.

4)     Business Models. If you are purchasing direct from a manufacturers website, such as Dell, always do your shopping within the “Small and Medium Business” channel on the website, rather than the “Home and Home Office” channel. This gives you access to more business-focused models and better warranty options (see below).

5)     Warranty. With regard to warranty, we strongly recommend that you always take out a minimum of 3 years Next Business Day (NBD) warranty, rather than the default one year warranty that is offered with most models.  This is your spare parts policy and “get out of jail free” card for when you have a hardware failure (and trust me they do happen to all manufacturers). As well as covering you for hardware failure for 3 years, the NBD warranty is also an on-site warranty, meaning that the engineer will come to you (usually wherever you are) in order to replace the broken hardware item, rather than you having to send your PC back to them and waiting up to 28 days for its return. A 3 year NBD warranty will usually only add between £50 and £80 to the cost of a desktop or laptop, which, over 3 years, only amounts to an extra £16 to £20 per year.

6)     Microsoft Office. When purchasing your desktop or laptop you will be usually given the option of purchasing Microsoft Office at the same time. When you purchase Microsoft Office in this manner you are buying what is called an OEM license for the software. OEM licenses restrict you to only using your purchased software on the machine with which it was purchased. As an alternative you should consider buying a Retail copy of Microsoft Office, as the retail software license allows you to install one copy on your desktop and another on your laptop. A Retail copy will be more expensive, but if you have a desktop and a laptop it works out cheaper. You can also install your retail copy of Microsoft Office on a new PC should you replace the original one; you would not need to re-purchase Microsoft Office again, as you would with an OEM license.