YOUR DAYS ARE NUMBERED
Comparing Microsoft Exchange 2010 and Google
Calendars for Scheduling
OUTLINE
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Moderator: Shel Sax
Exchange Presenter: Nate Burt
Google Apps Presenter: Adam Franco
Sections
User Experience
Event Scheduling
Event Reminders
Rooms & Resources
Sharing Calendars
Privacy
Mobile Devices
Cool Extras
USER EXPERIENCE
Pros
Microsoft Exchange
Google Calendars
Offers both in-browser and desktop
client interfaces.
All scheduling features are on a single
screen when creating the event.
Keyboard shortcuts in the desktop
client on by default.
Very easy to allow you to set whether
guests can modify the event, invite
other people and see the guest list.
Easy to view and create multiple
calendars in desktop client.
Cons
Can’t subscribe to new calendars in
browser client.
No rich text editor for event details.
No event categorization.
EVENT SCHEDULING
Pros
Cons
Microsoft Exchange
Google Calendars
Easy to check availability and
check for conflicts.
Easy to manage multiple calendars in
browser, turn them on and off.
Only most recent invitation is
shown.
“Quick add” feature for setting up
appointments.
Out of Office invites hidden.
New features available via opt-in.
New versions automatically rolled
out.
Permissions set based on calendar Recurring events more difficult to
and user, cannot be event-specific. schedule.
EVENT REMINDERS
Pros
Microsoft Exchange
Google Calendars
Can “snooze” popup reminders.
Email and Pop-up reminders that can
be set to intervals of minutes, hours,
days, or weeks.
Add as many or few reminders as you
like.
Cons
ROOMS & RESOURCES
Microsoft Exchange
Google Calendars
Pros
Resource Booking Attendant enables Schedule meeting spaces and resources
resources, meeting rooms, and
for the meeting.
equipment management.
Schedule shows space and resource
Can set granular permissions on
availability.
resources, including available hours.
Spaces and resources added by admin
or programmable API.
Cons
Neither system integrates with R25, so we can’t use these features.
SHARING CALENDARS
Pros
Microsoft Exchange
Google Calendars
Can share calendars with others
at Middlebury.
Share calendar with the world,
everyone at Midd, specific people.
Set view/edit permissions for each
group.
Available as XML, iCal, & HTML.
Create as many calendars as you
want.
Integrates with Drupal & WordPress
Public folders, a browsable list of
calendars.
Cons
Can’t add new calendars in
browser client.
Hard to share calendars outside
Middlebury or via the Web.
PRIVACY
Pros
Cons
Microsoft Exchange
Google Calendars
System closed to the Middlebury
community.
Calendars have “private URL”, which
the calendar owner can reset.
Mark individual items private to
hide their contents from people
who can view the calendar.
Mark individual items private to hide
their contents from people who can
view the calendar.
Share and delegate settings not
obvious.
The “private URL” could be
discovered, but is unlikely.
May “set and forget”.
MOBILE DEVICES
Pros
Microsoft Exchange
Google Calendars
ActiveSync integration great for
personal (primary) calendar.
Basic version: supports viewing your
calendar(s) and adding new events via
'Quick Add.‘
Optimized version (Android, iPhone and
Palm): allows you to add, edit, and
delete events and event details,
respond to events.
Cons
No access to shared calendars.
Less robust BlackBerry integration.
Quick Add available in English only.
COOL EXTRAS
Pros
Microsoft Exchange
Google Calendars
“Rich” content in calendar items.
Google Labs:
• Auto decline event requests
• Smart “magic” reschuler
• Show next meeting
• World clock
• Pre-built calendars: sports
schedules, weather, tides, sunrise.
• Custom interface and backgrounds.
Categories.
Calendar attachments.
Cons
SUMMARY
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Conclusion: It doesn’t really matter.
Both applications offer the features we need.
Both applications are easy to use.
Questions?