Friday, August 20, 2010

Oracle, Google, and Java

Oracle's decision to sue Google over the use of Java technologies in the Android operating system has certainly cast a cloud over the Java platform in general. Sun's behavior towards Java was paternalistic but not aggressive: a single lawsuit, against Microsoft, was issued at a time when Microsoft was doing what it could to muddy what Java actually was (in some senses, Microsoft's actions constituted something akin to trademark infringement, even if the technicalities of the case said otherwise), but beyond that, Sun did not sue anyone producing similar or competing platforms.

And the competing or similar platforms were legion. The FSF, Apache foundation, and IBM produced their own independent Java Virtual Machine implementations, IBM licensing and certifying their's, but the others being entirely independent. Open source developers put together a Java alternative called Parrot. And, of course, Google, while Java was still owned by Sun, put together Dalvik.

What's Dalvik? Well, it's the virtual machine at the heard of the Android operating system. Programs are written in a high level language like Java, that is translated into Dalvik code, and then this is the code that is distributed, in much the same way that code written for the Java platform is translated into Java bytecode, put into JAR files, and distributed.

Sun did not object, strongly at least, to what Google was doing. In fact, then Sun CEO, Jonathan Schwartz, welcomed Android upon its announcement. This isn't to suggest Sun didn't have concerns: Sun wanted mobile devices to converge around the J2ME system, and while Android contained some Java technologies, the underlying platform was entirely incompatible with J2ME.

Oracle has taken these political concerns, and turned them into a lawsuit. Given the fact people generally believed that Java had been turned into an open source technology by Sun, this is raising concerns about the status of the entire platform.

Are people right to be concerned? Well, let's address what's going on.

The status of Java

Java's status as an open source technology is affirmed by two actions Sun made before being swallowed by Oracle. The first was to take the official Sun version of Java, and release the source code under the GNU General Public License. This license permits anyone to take the code and distribute it or modified versions, as long as they too provide the code to those they distribute too, and they license it under the GPL too. The basis of the GPL is copyright law, so Sun's license covered any risk of infringing copyright by copying Java - as long as you kept to the license, you would not be infringing upon Sun's copyrights.

The second action was to create a patent grant. This took the software patents that form the core of Sun's Java technologies, and allowed anyone to implement technology covered by those patents, as long as certain conditions were met. However, the conditions here were more limited than those imposed by the GPL copyright license: you could only implement technologies using the Java patents if, and only if, you implemented the official, Sun sanctioned, Java specification. There's some debate as to whether you could create a product that implemented a superset of Java using the license, but there's no debate that implementing a subset (or a superset of a subset) would violate the license.

In some ways, the latter license seriously cripples the former license. The GPL is supposed to allow those who receive code under it complete freedom to modify that code as they see fit (within the confines of the law.) However, the patent grant limits that freedom quite severely.

So, in essence:
  • You can create a custom implementation of Java, based upon Sun's code, if, and only if, your implementation follows the Java specification.
That's the legal status of Java, at least, as Oracle understands it.


Java was only recently made open source, and a large community has centered around it despite Java's initial lack of openness. Hence it's unlikely, at this stage, that Oracle's actions will kill Java outright. However, Oracle's lawsuit has angered quite a few people in the Java community.

Google's embrace of the Java language has also helped increase momentum for the language against rivals such as C#. It's not clear to me how Google will address the issues, and a lot will depend upon whether Oracle win their lawsuit (or Google believes they will.) The best thing that could happen for almost everyone would be for Google to take the suit to court, and win.  This would ensure Java remains a safe, open, platform, without anyone believing they're taking an excessive legal risk by dabbling with it.

But what if Google loses? Well, the consequences would be substantial.
  • Google and Oracle would have to negotiate a system of licenses covering Android, or else see the destruction of the Android platform. This might involve changes to Android itself, or it might involve some form of payment to Oracle to cover future updates. In the worst case, Android might cease to be open source, but such a move would likely end much of the support for the platform.
  • Developers would be wary of working with Java at different levels. Those who write end user applications would be largely unaffected, although the use of technologies developed to work around Java's limitations could be compromised. As development goes down the chain, frameworks, alternative libraries, and third party implementations of Java would increasingly be impacted by developers concerned about the legal risks of playing with the platform. The progress made integrating Java with many GNU/Linux distributions may be partially undone.
  • Mindshare would inevitably shift towards alternatives, rightly or wrongly. Microsoft's .NET platform, for instance, certainly would benefit from an overly litigious Oracle.
On the surface, as long as developers see Java as a platform, and avoid third party implementations or extensions, Oracle's lawsuit might not be an issue. But the risk is that if Oracle continues down this path, successfully, we'd be looking at a stagnating platform. One hopes that Oracle will change course, or else Google will win the right to create its own implementation of a technology Sun had claimed it had freed.

Monday, August 16, 2010

On Virtualization

I've been using virtual machines almost as long as I've had computers capable of running them. Back in the 1980s, computers weren't as standardized as they are today, and it became very popular to make emulators that would simulate one computer, running on another, so that you could run software for the emulated machine.

As time moved on, and computers started to standardize upon a common architecture, the emphasis moved from emulating to somehow fooling an operating system into believing that it had control of the computer when in fact, the system was running as just another program. Microsoft Windows 3.1 provided DOS in exactly this way if you had a powerful enough CPU. And a company called VMWare commercialized a system that allowed you to run far more powerful operating systems.

So, what is virtualization? And what is it good for?

Virtualization is simple to describe, but it takes many forms and has even more applications. In principle, if you can run more than one operating system instance on your computer at a time, then you are engaging in virtualization.

In early instances, usually called "emulation" at the time, virtualization was used to provide compatibility with programs written for a different platform. For example, the Commodore Amiga had available for it several PC emulators, programs that simulated a complete IBM PC, allowing a real copy of MS DOS to be installed, and real MS DOS applications be run.

We're still doing it. Microsoft's Windows 7 comes with something called Windows XP Mode. Windows XP Mode is actually Windows XP running inside of a virtual PC - a process designed to follow Windows XP into thinking it's running inside of a real computer. Many Mac OS X users run a tool called Parallels, that makes it easy to run Windows applications without having to reboot into Windows, losing access to their Mac OS X applications.

The same technologies used to simulate whole computers on a user's desktops can also be used for applications other than compatibility. Developers, for example, love virtualized computers. On my development laptop, I'm running Windows 7 as my primary environment, but I also develop for GNU/Linux, and I have VirtualBox installed so that I can run Ubuntu without ever leaving my Windows desktop. In theory, Microsoft's Virtual PC, which is provided as standard with Windows 7, ought to be capable of running Ubuntu, but I've had problems there that I hope will be fixed in a future update of either Ubuntu or Virtual PC.

Having virtual computers as a developer means more than being able to develop for other platforms. Virtual computers can easily be wiped, replaced, backed-up, duplicated, and so on. I can create test environments without worrying about losing my primary environment.

Now, there's another major reason why you might want to use virtualization, but it doesn't lend itself to the "run program that pretends to be a computer on your desktop" approach. Increasingly people are using servers. Servers provide tools over a network, such as web sites, and generally servers need to be reliable, have excellent connectivity, and need to be able to run the applications installed on them without the risk of one upsetting another.

What servers generally do not need is oodles of memory. And given the above requirements, virtualization is a good fit, as long as the virtual servers are all installed on computers that are powerful enough, are reliable, and are located somewhere with good connectivity.

A fairly popular system for managing such an environment is Xen. Xen runs as an operating system in its own right, called a hypervisor, and it encourages the use of paravirtualization, a technique whereby operating systems know that they're not really running on bare computers, but instead cooperate with the underlying virtualization system. Typically, in a Xen set up, a computer is set up with the base Xen hypervisor, a very basic, lightweight, operating system installation called a "Dom0" that can be used to control the system, and then one or more actual servers that do the work. Reboot a Xen system... should you need to... and Xen will shutdown the virtual machines and bring them back up. Your single computer becomes a multitude, running as many applications as you need.

How does this work? Well, I'll give you an example. I have a machine in my closer that is a dedicated Xen box. It runs several virtual computers, all of which, at this point, run Ubuntu.
  • I have one VM that handles my DSL connection. Because this VM handles the connection to the outside world, I can keep the number of services on this to a minimum which helps keep my network secure. People would find it hard to hack into this VM, and they will find it hard to hack into other computers on my network because in order to get that access, they would need to hack my VM.
  • I have one VM that handles my email and runs a website. My wife and I use MediaWiki to store things like shopping lists and package tracking numbers, in a way we can both get at easily. This VM runs the website, and the databases needed by the website.
  • I've set up other VMs for more obscure things I do from time to time. Some time ago I wanted to learn about a system called Kerberos, and so I set up a VM to manage a Kerberos domain. Because this was a virtual machine, I did not have to worry about the configuration messing anything up I was not playing with.
Why use Ubuntu? Well, part of the reason is that Ubuntu is one of the operating systems that supports Xen's paravirtualization system. Another is that Ubuntu has no licensing issues that would cause problems with virtualization, making it easy to create and destroy installations as I need them. But other options exist: if you must have Windows, Xen has a method to run it (alas, without the benefits of paravirtualization), and Xen supports other variants of GNU/Linux, as well as more obscure choices such as Solaris.

For my next job, I'm expecting to have to do a lot of development under GNU/Linux. I'll be developing software for servers, and the ability to create and destroy test servers as I need them will be invaluable. Ultimately, the software will be running on production servers that themselves will be virtualized, making things easier for the system administrators as well as saving the company a fortune in hardware costs. It's a beautiful thing.


I had a very strange conversation with my wife and my step father a while ago. Both said that when they met me, they found me intimidating. You see, they heard that I'm a computer programmer, and automatically assumed I was smart, and found that intimidating. Of course, once they got to know me, and discovered I was really a harmless, big, doofus, they didn't find it an issue any more.

Had a similar issue today. Our fence has collapsed, and I came across my neighbor fixing it.I hadn't made any attempts myself because, quite honestly, I wouldn't know where to start. This is ignorance on my part, and a fault: I should be doing something about my lack of knowledge, rather than running away from tasks that need that knowledge.

My neighbor, nice guy, getting on with it, knows exactly what to do, asked me if I wanted various things done, and I didn't really know what to tell him. I felt a tad awkward. He knew all of this stuff. I didn't.

Sunday, August 8, 2010

"Can I use this open source program?"

I've heard some very weird things about open source of late, with people convincing themselves of mysterious legal dangers that somehow lurk in the open source world but not the proprietary software world, from one person who, head of IT at a major corporation, announced it was OK to "use software under the GPL but not the GNU license" (GNU is a software project, and is licensed under the GPL), to others who are convinced that Android isn't open source because (follow this logic!) the license allows phone manufacturers to make proprietary modifications - which means that they can't do anything unless they ask Google for permission.

Confused? You wouldn't be the first person. (And yes, Android is open source, and Google can not prevent you from doing whatever you want with it.)

Look, here's the deal with open source. You are very, very, unlikely to get into trouble for using open source software. Indeed, the mere act of having open source software installed on your computer, and running these programs, will never get you into trouble. Proprietary software, on the other hand, cannot claim that. You may think it's just a matter of paying for an application, but in fact obscure rules exist in many proprietary software licenses that are easy to trip over entirely unintentionally.

That same corporation that had problems understanding open source licenses? Had to pay several million dollars because it uninstalled a proprietary application it used, and re-installed it on another server, one with more than one CPU. Yes, really.

So why are people confused about open source? And what kind of risks do you take in using open source software?

There are really two issues, and most of my clients will never run into either issue. The first is that open source software normally has some requirements associated with its redistribution. In some cases, the requirements are minor and inconsequential: you might be required to include a notice crediting the authors if you redistribute their work. On the other end of the spectrum, some licenses require that you provide the same rights you received when you got the code to anyone you give a modified version of the program to. That is, if you were to take Linux, for example, and make a change to it and give people copies of your modified Linux, you'd have to make sure the receipients are allowed to change the copies you give them too.

The second problem is that some people are taking out patents on the way programs work, and open source, by its nature, has no major protections against people being sued for using those patented technologies. To be fair, running proprietary software carries risks too, the legal status of so-called software patents is still the subject of much debate (though you should assume they are legal for now), and you can probably imagine that the chances of anyone finding out you are using a patented technology for software you run privately, on your own PC, is slim, but the issue has been raised.

Let's get back to the first point though, about running afoul of an open source license, and let's determine how easy it is to tell whether the issue might affect you. Remember, if it's open source, the chances are that there are less licensing implications for you than there would be if the software was proprietary. Many have learned this the hard way.

So, you're thinking of using a particular open source program, and you want to know if you need to study the license before using it. How do you determine if this will be an issue?

1. Is the program really open source?

This is the first question you should ask. You might not have to pay anything to download a particular application, but that doesn't mean it's open source. Adobe's Acrobat Reader and Apple's Safari are both proprietary programs that are available at no cost, for example.

In order to check whether an application is open source, ensure that it is, in its entirety, licensed under one or more of the licenses approved by the Open Source Initiative, and described as "Free software licenses" by the Free Software Foundation. The lists are here and here respectively.I would avoid any license that isn't considered open source, or free software, by both groups.

Also when checking, be aware that some software packages are distributed in a non-open source form. For example, Sun's (excellent) VirtualBox tool is available in an open source form, but if you want a version you can just install and run, Sun only distributes a closed, proprietary, variant with some unusual restrictions from their website. How unusual are those restrictions? Well, if you want to install it on your PC for your individual use, I believe you can do that, but you can't ask me to install it for you, I'd be violating the license if I did. This is why proprietary software is where the real licensing issues are, it's easy to run afoul of them doing things you'd expect to be perfectly innocent.

If the software really is open source, go to question 2, otherwise go to step 4.

2. Are you going to be selling or distributing software?

If not, you're in the clear. If you're not actually distributing software, you're not going to be distributing the application you're concerned about either, so stop worrying and install the app! Otherwise, go to question 3.

3. How will you be using the software?

OK, we've established you're in the business of distributing software, which means we need to figure out if you're going to be distributing this code directly or indirectly. So, how would you characterize your use of the software?
  • You're going to run the application on your PC for work unrelated to software development or distribution ---> stop worrying and install the app. It's not an issue.
  • You'll be incorporating it into software your organization runs internally, and only internally ---> stop worrying and install the app.  In fairness, there are some exceptions to this rule, but they're relatively obscure and only really apply if you're using a more liberal definition of "organization" than most people would use.
  • You'll be using it to create things you'll be using in something you redistribute, but will not be including anything from the application itself to others. For example, you plan to use the GIMP application to create some graphics for a computer game, or you intend to use GCC to compile your application. ---> Again, stop worrying and install the app. It's not an issue. But make sure that's really what you're doing.
  • You'll be including some or all of the code in something you'll be redistributing to others ---> go to step 4.
4. If you got here, you need to read the license.

If you got here, it means you'll be distributing some part of the open source program to others, or the code was never open source to begin with. If you're going to be distributing open source, you may have some obligations that go with getting the rights you were given. A good place to get a gist of what those requirements may be is to check that FSF licensing page I listed above. The FSF generally describes each license as follows:
  • A "Strong copyleft" is a license that requires you release your changes and additions to the code under the same license.
  • A "Weak copyleft" is a license that requires you release only your changes to the code itself under the same license. If you have added something entirely new, you don't need to license that under the license, you can release it under any license you want, including a proprietary license.
  • Licenses that aren't copyleft generally only require you provide attribution.
These are not the only differences, and some licenses may have somewhat unusual requirements you may also find objectionable, such as allowing a named third party to make modifications to your code without releasing them back. But the above should get you started.

Generally speaking, open source licenses are more liberal and less likely to get you into trouble than proprietary licenses. Much of the confusion has to do with expectations - everyone knows that if you were to redistribute copies of Microsoft Word you made yourself without permission, Microsoft would sue you into the ground., conversely, is open source, so you have the ability to do just that, but the copyright holders do ask, nonetheless, you do something in return. The license will tell you what.

Friday, August 6, 2010

Google Apps as a small business office system

I'll admit, setting up Harritronics was a spur of the moment thing. I had been asked to do some contracting work, was advised to set up an LLC, and jumped in to get everything up and running before the start date. Aside from the legal stuff (which the State of Florida makes phenomenally easy via, I wanted to make sure I had the same, or even better, computing facilities available as I had at previous employers. That meant email and an integrated calendar, a web server, and somewhere where I can deposit documents, as well as a full office suite.

Now, I'm a nerd, I have a lot of that anyway. In my closet is a server box running three virtualized servers, connected to the Internet via DSL, and those servers include something to receive email on my own domain, and even a web server. With a Wiki. But while this kind of thing is fun to do for yourself, for a business it carries with it risks. I'm at the mercy of disk crashes, issues with my Internet link, and issues with software updates going wrong. It also wasn't enough by itself, I can read my email on my network, but not outside of it; I did not have an online calendar of any description; and while I love the Mediawiki system (which also powers Wikipedia), it's not something I would recommend as a general shared document repository.

So what were the available options?

The first was to set up something myself using something called a Virtual Private Server, or VPS. You can "rent" a VPS, which is a virtual computer sitting in a managed server room somewhere across the country, and then install virtually any software on it you wish. Thus, the services offered by the server are available anywhere on the Internet, the system is backed up and rock solid - you don't have to worry about your own Internet connection causing problems - and it's as flexible as the software you install. The downside of such a solution is that you still have to spend a lot of time or money installing the "right" software.

The second was to buy an out-of-the-box solution such as the Microsoft Exchange and Sharepoint suites. The issues I have with these are that they're (very!) expensive, they take time to install and get ready, they're overengineered for a small business, and unless you combine them with a VPS you still have the issue of your system being dependent upon your own computers and networks. I also admit that I'm uncomfortable with proprietary solution, and Exchange is infamous for working poorly with others.

The third was to get third party email and web hosting. And, in the course of researching this, I found something called Google Apps.

What is Google Apps?

Despite the name, Google Apps is not a collection of applications, or at least, not as we generally think of them. Google Apps is an integrated email, calendar, web site, and document repository system, based on GMail, Google Calendar, Google Sites, and Google Docs. The system is designed such that you register a domain name (like, point the domain name at Google, and then you can set up users under the domain, each of which have their own email addresses, calendars, etc, and all of whom have shared access to certain common resources. It's similar to Microsoft Exchange and Microsoft Sharepoint, but it's all on the web.

And if you have less than fifty users, the system is 100% free. You see ads, and if you choose to create a public website using Google Apps, then your customers will see a message at the bottom of your website saying you're using Google Sites, but otherwise there's no cost, in any real sense, to you the customer. For over fifty users, or if you expect to be receiving and storing a lot of email, you need to subscribe to the "Premium" version, which costs a whopping $50 per user per year, which is probably affordable to any business that can afford to employ fifty employees, and certainly compares well to, say, an Exchange license.

As a subscriber, you create users as you see fit, and each user automatically has access to the services Google Apps provides. New users appear in the address books of every person in your organization, and you can easily assign them rights to access or change shared resources such as websites and calendars.

Let's go through the features one by one.


The most obvious feature of Google Apps is GMail. Email to your chosen domain is available to your users using the GMail interface. If you'd prefer to read your email using a normal, desktop, client, you can use any client that supports IMAP (or POP3), which these days is pretty much all of them. The same client can also be used to compose email as long as it supports "Secure SMTP". Google provides standalone email clients for Android and iPhone too.

I have to admit I don't find the GMail interface particularly attractive. Most email systems have two things in common: they present one email to the user at a time (multiple windows notwithstanding), and they provide the ability for the user to create folders in which to file emails once read.

Not GMail. GMail takes the approach that users should read "conversations", so when you click on an email, all the emails that are part of the same thread (the emails responded to, etc) come up at the same time. As you read emails, you either mark them read and leave them filed in an archive, or you can tag them with one or more tags that you can go to later.

In theory, it's a great system. In practice, it's one of those times where programmers have spent a little too much time trying to be clever. Presenting entire conversations at once gets confusing very quickly, and the tagging feature, while interesting, doesn't seem to, in practice, help with filing any more than folders did. Indeed, the combination of the two work against one another - whether intentionally or not, conversations, not individual emails, end up being tagged.

To a certain extent, all of this is mitigated by the ability to use third party IMAP clients. I'll discuss IMAP in a moment.

Google Calendar

The second major feature of Google Apps is the integrated calendar system. Again, this is the regular Google Calendar system, but enhanced to allow sharing between employees. Users can create multiple calendars, subscribe to other calendars, publish their calendars, and they can schedule appointments, sending out meeting requests and processing incoming meeting requests in a way integrated with GMail. Sending meeting requests to parties outside of Google Calendar system works too, if their system supports calendars (such as Microsoft Outlook/Exchange users.)

As with GMail, the system is integrated with Android and the iPhone, although the Android version is, right now, a little kludgy.

Google Sites

Google Sites is a tool that makes it easy to set up websites, both public and private. As with Google Calendar and GMail, Google Apps simply integrates their existing Google Sites service and allows users you set up to collaborate.

Google Sites takes an interesting approach to website development. Instead of having users hand-roll raw HTML, they edit predefined templates, with an editor that makes it easy to change fonts, create links, and so on. The feature-set is similar to that of a Wiki, but the service is much more user friendly, and there's more flexibility in terms of defining what users can do and see what. Google Sites users can also embed more complex applications, such as shared spreadsheets.

There doesn't appear to be any restriction on the number of websites you set up using Google Sites, and you can set up sites with varying levels of access. In my case, is set up as a public website anyone can read. I also set up some private websites for my organization - a company homepage, for instance, that shows all of the links to get to all of the different systems supported.

You can't do anything you want using Google Sites as Google has in place strict restrictions on the look and feel of the sites you build, but the service works fairly reasonably both as a way to advertise a business, and as a collaboration tool. If you were considering setting up a Wiki in-house, or you want to put together a basic website to explain your services, the system will work fairly well.

Google Docs

Google Docs is probably the most easy to misunderstand part of Google Apps. Again, the system is a commandeered service Google was already operating. Google Docs provides a spreadsheet, presentation editor, and a word processor, that all work within your browser.

And if that was all there was too it, you probably could stop right there., for instance, provides word processors, spreadsheets, and presentation editors (and a whole lot of other great tools) for free that are far more feature-full. You would probably not choose to write your novel, or create an invoice, using the Google Docs word processor. You would probably prefer not to design an advanced report using the Google Docs spreadsheet.

But that's not what these tools are for. What makes Google Docs special is that these are dynamic multiuser applications that run over the network. Your employees can all access the same document without having to worry about different copies and one person locking everyone else out of the same thing. Two people on different sides of the planet can update a spreadsheet, which in turn is shown in real time on a website you've built yourself.

Back-up a bit. I said above "You would probably not choose to (...) create an invoice using the Google Docs word processor", but actually if the invoice is complex enough, you may actually want to involve several people in its preparation, and so you might very well use Google Docs to write the draft.

Google Apps provides a central repository for your company, making it easier for employees to share documents with one another.

Integration with the desktop

As I noted above, Google Apps has a web based interface that, on occasion, is supplemented by systems that allow you to make use of dedicated applications. For example, you can avoid the GMail interface and use any IMAP client. This means that in theory, you can use, say, Microsoft Outlook, for your email. It also means that your users, given the right email client, can have offline access to email. But that isn't entirely the case, and here's why.

Users of Microsoft Exchange are used to an environment in which everything is integrated. Your address book includes everyone in your organization, and everyone you've manually added to it. Likewise, GMail includes the same feature through its own email interface. What Google Apps does not do, however, is provide third party applications with access to the same information.

Now to be fair, there are workarounds, and some would argue that the process of synchronizing contacts is not exactly standardized anyway. There's a system called LDAP which can be used to store global address books, but Google Apps certainly doesn't publish user lists that way. For individual contacts associated with a single user, a system called SyncML exists, but this is a system with very little support: Google Apps has limited support, and client support is hit and miss. Outlook does not directly support the standard, but plug-ins exist to provide it. Unfortunately the available plug-ins don't appear to work with Google Apps.

Calendar support is certainly better, but this too is hampered by a lack of universally promoted standards. Google allows Calendars to be published using the open iCalendar protocol, and edited using the open CalDav protocol. Unfortunately, Outlook only supports read only access to the former, and nothing at all concerning the latter. Other clients have mixed support. The Mozilla Foundation produces an excellent email client called Thunderbird, that has a plug-in called Lightning that supports CalDav, but I found it somewhat unreliable when connecting to Google Calendar.

In fairness, third party plugs exist to do most of these, but their ease of installation, and their reliability, I found questionable. One Calendar synchronization app I used, that'll remain nameless, kept popping up a requester asking me to select an Outlook profile, every time it tried to synchronize. Nothing worked until I uninstalled Office 2010, which was initially installed using Click-to-run, and re-installed it using the separate download Microsoft conveniently forgets to tell you exists.

The issue with not having the three (email, contacts, and calendar information) available to a single application is more of a concern than you might realize. Mix a desktop client and the web interface, and without a lot of syncing you'll have problems keeping track of which calendars have which appointments, and you'll be constantly finding yourself wondering what happened to your contacts. The reality is that the only way to use all three together is to use the Google web interface, and the clients Google has written for specific platforms.

Advantages and Disadvantages

Google Apps has various advantages and disadvantages over its more conventional cousins. Let's compare, for the sake of comparison, to Microsoft's Exchange suite.

  • It's cheap. For up to 50 users, you don't have to pay a penny. Moreover, it's free as in freedom - you don't have to be tracking licenses, as you would with a typical Exchange configuration.
  • You can run your entire business using some office-grade laptops, a DSL connection, and a Wifi router you bought at Office Depot. I'm serious. The age of the "server room" for anything but the largest enterprises is rapidly coming to an end. You can hire some guy from Harritronics (ahem) to come over and set everything up, and then just call him, or someone similar (Geek Squad?) if you actually have a computer problem.
  • It's fast. While the 15 second launch time of Outlook might not be dramatically greater than the 5 second launch time of GMail (on my system at least), it certainly cuts down the annoyance factor!
  • You can access everything everywhere. People can work from home, or even from their cellphones, without the need to configure VPNs or other complicated inter-network systems. I found it astonishing that for the first week or so I was effectively running Harritronics from my Android cellphone 90% of the time.
  • Disaster recovery is built-in. If a hurricane destroys your office, you can be up and running as soon as you find a coffee shop with a working Wifi system. Your email, calendars, contacts, and important documents will all be waiting for you.
  • It's easy to administer. Just go to the website and add or delete users as you need to. No special software required, and no concerns about the right people being locked out of the system, as long as you've set everything up properly.
  • It's easy to set up. I had the system up and running within ten minutes, and that included registering a domain name at
  • The system is entirely cross platform. Your users can use Internet Explorer, Firefox, Safari, or Google Chrome, on Microsoft Windows, Mac OS X, or even Ubuntu GNU/Linux, to access everything in the system. The only other recommended tool is Adobe Acrobat, as various tools "print" by exporting a PDF file. Your employees can run the operating system and web browser they feel most comfortable with, which improves productivity and makes for happy employees, as well as reducing the risks of monocultures - where running the same operating system throughout an organization makes that organization exceptionally vulnerable to viruses and hackers.
  • Desktop applications always feel better on a desktop, no matter how well a website is designed, and GMail really isn't that friendly. At this stage, it's hard to recommend the use of Google Apps with desktop applications because of the difficulty configuring the two to work together seamlessly.
  • You may have legal restrictions that prevent you from making full use of the service, in particular the collaboration services may not be useful to you if you work in the healthcare field. The important thing to note is that the entire system is hosted on servers outside of your direct control, and while there's no reason to especially distrust Google's security over, say, a firewall on your own network, legally there is a distinction.
  • Unless you pay for the premium version of Google Apps, you will not be able to (easily) integrate your office network's security system with that of Google Apps. In practice, this means users will need to remember two sets of passwords, the password they use to log into their computer, and the password they use to log into Google Apps.
  • You don't manage the security, and you can't lock out access to the system to computers not on your network. While Google's security is fairly robust, there's nothing ultimately stopping someone from, say,  China hacking into one of your user's accounts if he or she can guess the password, something less likely to be possible if the email server was behind your own firewall. This means you need to have policies in force requiring users to set strong passwords, something easier said than done.
Useful links and workarounds

I used (sponsored link) to register my domain name. You don't need to buy anything other than the domain itself, although depending on your needs, you might want to buy the web hosting service if you'd prefer your public website to have no Google Apps branding at all.

Once you have the domain name set up, you can go in's control panel to set up specific domain names to point at Google. For example, I set up to point at using the following:
  1. Go to, and click on "Your account"
  2. Log in, using the same registration details you used when you bought the domain name.
  3. User "Services for account", you'll see your domain name (and some additional services underneath that you can ignore.) Click on the domain name itself.
  4. Scroll down to the bottom of the screen that comes up, and you'll see a set of options under the heading "Advanced Technical Settings". Click on "Edit Domain Aliases Records" next to "CNAME".
  5. Enter "www" in one of the empty boxes on the left, and enter "" in the box to its right. Hit Continue, and Continue again to confirm the settings.
You'll be asked to set up aliases to point at frequently when setting up Google Apps, so it's worth keeping this in mind. Setting up the email alias is slightly different:

  1. Go to, and click on "Your account"
  2. Log in, using the same registration details you used when you bought the domain name.
  3. User "Services for account", you'll see your domain name (and some additional services underneath that you can ignore.) Click on the domain name itself.
  4. Scroll down to the bottom of the screen that comes up, and you'll see a set of options under the heading "Advanced Technical Settings". Click on "Edit Mail Exchanger Records" next to "MX".
  5. Leave the two boxes on the left blank. Set one of the rows Priority=HIGH and Mail server = "", and the other "Medium" and "". Hit "Continue" and "Continue" again to confirm the settings.
I'm using Office 2010 on Windows 7, and as you might expect the system suffers from being new and from developers not being quite sure how to deal with it. The critical thing to remember is when you install the system, do not use the "Click to Run" installation that is downloaded by default. On the download page, if you're downloading Office from Microsoft, you'll find an "Advanced Download options" button (or something similar), make sure to select the 32 bit or 64 bit version only.

Once you install Office, you can, kinda sorta, use Outlook with Google Apps, however:
  • Without paying for the premium Google Apps product, there's no easy way to automatically sync contacts between the two systems. You however can tell your users to manually export and import contact lists between the two systems.
  • If you want to create a common address book, you'll need to build a separate LDAP server and ensure any changes made on the Google Apps side are also made on the LDAP side.
  • You will need a third party plug-in on each user's PC to synchronize the calendars, otherwise accepting an invitation on one system will not reflect on the other. At this point I have not come across a calendar synchronization tool that I can recommend. The tool I'm using right now, for instance, insists on prompting for an "Outlook profile" despite being told "which one to use", and despite there only being one profile on the system!
  • The other tools are built for web browser use. You can't integrate Excel with Google Docs, for example, but you wouldn't want to, the two applications are built for different tasks.
There are alternatives to Office! Consider using (from, uh, It's a complete and extremely powerful office suite from Oracle (formerly Sun) and it's free. For email and calendar support, you might want to consider Thunderbird, from the Mozilla foundation (famous for the Firefox web-browser.)  With the Lightning plug-in installed (which is also free), the system works as a high quality replacement for Microsoft Outlook. Be aware though, that at the time of writing Lightning does not work with Google Calendar...

So...  have you used Google Apps? Would you like an office collaboration system that "just works" and has no licensing complications?