Is your business looking to move away from the traditional physical Microsoft server in favor of a newer or cloud-based alternative? If so, this article is the right place for you. Back in 2019, we wrote an article about alternatives to a server in your business. Many of those alternatives are still options we see clients utilizing today.
This article aims to expand on Microsoft’s offerings as they have come a VERY long way since 2019. It is very possible to do away with servers altogether in favor of these offerings.
Before we get started, let’s define what a server is and what its most common roles are so we can correctly map them to other services.
What is a server?
A server is an on-premise, high-performance piece of hardware combined with a high-end, server-based operating system used to store data and centralize resources.
Roles of a Server
Active Directory
This is likely one of the most important features of your server today. A server running the role of active directory (also known as a domain controller) centralizes your users and security. This is where we can create new users and ensure they can access any computer on your network.
We also change passwords, disable users and specify who can access what folders and shares on your network. Every computer in your organization is tied into this domain controller so that you have centralized control over the network.
Files
This is pretty self-explanatory, but most businesses store their files on a server as well. We generally see a public folder (share) that everyone can access, a more restricted folder that only managers can access and home directories that are designed to give each user a place to store important files. These folders can also be mapped to drive letters (P drive, N drive, etc.) to make it easy for employees to identify and find them.
Applications
If your business relies on a specific piece of software, chances are that it is deployed on a server. This has changed a lot over the years with cloud solutions becoming more available (SaaS), but many applications are still deployed locally, and their data is stored on a server. It could be one or multiple applications deployed on one or many servers.
Microsoft Server Alternatives
Now that we know what is running on our server today, let’s focus on how to move away from that costly piece of hardware that needs to be replaced every five years.
Microsoft 365 (Formerly Office 365)
M365 is an integrated suite of apps and services designed to be out-of-the-box solutions for businesses. There are hundreds of different M365 options ranging from email hosting only to complex Microsoft solutions meant to replace critical pieces of software.
IT IS POSSIBLE TO RUN YOUR BUSINESS COMPLETELY ON THE M365 SUITE. Let’s focus our attention on the most common license that allows us to do this.
M365 Business Premium
This particular license covers your email, files, office applications and even active directory. It allows us to continue keeping your computers connected to a cloud version of active directory, so we have the necessary centralization needed in your business.
It looks and feels the same to end users with the difference of the computer going over the internet to make the necessary connection instead of going to your in-house server. This license also has some great options for storing your files!
M365 File Storing Options
Teams
Most people recognize this as a way to chat with co-workers, but it also has robust file storage functionality as well. Data can be stored within a team for general access (Public Drive) or stored within teams with security to ensure that only certain files can be accessed by approved individuals (Secure Drive). The files can be accessed right within the Teams application OR from the web-based version of Teams that looks and feels almost identical.
SharePoint
This has been a Microsoft solution for a long time and Teams is even built on SharePoint behind the scenes. Moving files to SharePoint will look and feel a little different for your end users but it’s a modern web-based way to access files. Clients with large amounts of file storage would benefit more from this route.
NOTE: There is a way to synchronize data in SharePoint with your users’ computers so that the data appears to be accessible from their computers just like it is today with your server. There are limitations on when this should be utilized as it can also cause LOTS of issues (synchronization issues, overwriting file, etc.). This is done through the OneDrive app.
OneDrive
This is a tool that Microsoft provides to give every user their own personal cloud storage (Just like the home directory we mentioned earlier).
Storing your personal data here ensures that you have your individual files stored in Microsoft’s cloud and the OneDrive application keeps that data synchronized with your local computer so it is easy to find and access. The data is also available on the web or through a mobile app if you need to access it in alternative ways.
Be sure to check out our article on the differences between SharePoint and OneDrive for more information.
Migrating Applications to the Cloud
Applications are one of the most difficult challenges with a cloud transition. We have to determine the best way to continue accessing this critical need without a server. Let’s visualize our options by using QuickBooks as an example.
QuickBooks Desktop is an application that often runs on a server so that multiple users can access the data. If we want to move away from a server, we have a few options.
Cloud Version
Most vendors will have a cloud (SaaS) version of their application. QuickBooks has “QuickBooks Online” which allows the user to access the software through a web browser. This is a very common option that will probably require a monthly fee/user. This is probably a little more expensive than what you are paying today.
Vendor Hosted
When a vendor doesn’t have a nice/integrated way for you to access their software through a web browser, they sometimes offer a way to host a server for you. The vendor either uses a major data center such as Microsoft, Google or Amazon and creates a small server that runs your application.
You will access it in a similar way and pay them monthly to do this. You end up with less control over things like server speed and memory, but they will often take ownership of updates and server maintenance.
Self-hosted
This is similar to the option above, but you have 100% control/responsibility over the server, its specs and maintenance. This can be done at all the major data centers mentioned above (We prefer Microsoft Azure).
Typically, you or your IT company would continue managing the server the same as they do now. You would pay a monthly fee to your MSP or directly to Microsoft for the use of the server, how fast it needs to go, how much storage you need, the internet speed required, backing the server up, and many other items. The benefit of self-hosted is that you can pay for EXACTLY what you need and no more.
Evaluating Your Server Needs
After reading this article, you may have a better understanding of which Microsoft server alternative might be best for your business. That’s great, but keep in mind that servers are complex systems that should be handled with expertise and care. When making big IT decisions like this, you should always seek input from a trusted IT advisor who understands your business and its goals.
