YOUR DAYS ARE NUMBERED Comparing Microsoft Exchange 2010 and Google Calendars for Scheduling

OUTLINE  Moderator: Shel Sax  Exchange Presenter: Nate Burt  Google Apps Presenter: Adam Franco  Sections User ExperienceEvent Scheduling Event RemindersRooms & Resources Sharing CalendarsPrivacy Mobile DevicesCool Extras

USER EXPERIENCE Microsoft ExchangeGoogle Calendars ProsOffers both in-browser and desktop client interfaces. Keyboard shortcuts in the desktop client on by default. Easy to view and create multiple calendars in desktop client. All scheduling features are on a single screen when creating the event. Very easy to allow you to set whether guests can modify the event, invite other people and see the guest list. ConsCan’t subscribe to new calendars in browser client. No rich text editor for event details. No event categorization.

EVENT SCHEDULING Microsoft ExchangeGoogle Calendars ProsEasy to check availability and check for conflicts. Only most recent invitation is shown. Out of Office invites hidden. Easy to manage multiple calendars in browser, turn them on and off. “Quick add” feature for setting up appointments. New features available via opt-in. New versions automatically rolled out. ConsPermissions set based on calendar and user, cannot be event-specific. Recurring events more difficult to schedule.

EVENT REMINDERS Microsoft ExchangeGoogle Calendars ProsCan “snooze” popup reminders. 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 ExchangeGoogle Calendars ProsResource Booking Attendant enables resources, meeting rooms, and equipment management. Can set granular permissions on resources, including available hours. Schedule meeting spaces and resources for the meeting. Schedule shows space and resource availability. Spaces and resources added by admin or programmable API. ConsNeither system integrates with R25, so we can’t use these features.

SHARING CALENDARS Microsoft ExchangeGoogle Calendars ProsCan share calendars with others at Middlebury. Public folders, a browsable list of calendars. 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 ConsCan’t add new calendars in browser client. Hard to share calendars outside Middlebury or via the Web.

PRIVACY Microsoft ExchangeGoogle Calendars ProsSystem closed to the Middlebury community. Mark individual items private to hide their contents from people who can view the calendar. 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. ConsShare and delegate settings not obvious. May “set and forget”. The “private URL” could be discovered, but is unlikely.

MOBILE DEVICES Microsoft ExchangeGoogle Calendars ProsActiveSync 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. ConsNo access to shared calendars.Less robust BlackBerry integration. Quick Add available in English only.

COOL EXTRAS Microsoft ExchangeGoogle Calendars Pros“Rich” content in calendar items. Categories. Calendar attachments. 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. Cons

SUMMARY  Conclusion: It doesn’t really matter.  Both applications offer the features we need.  Both applications are easy to use. Questions?