Does OSX server solve my need?

Question

Hi all, this is my first post in here.
I am trying to setup/organize my email account, contact list and calendar for my business. I am planning to buy Mac Mini Server with OSX Snow Leopard Server. But not sure that will work for my case.
I have 4 pcs (window 7, 2 XP and window 2000), 1 mac book pro, time capsule 1TB, Synology NAS 2 bays server. Right now, each computer mainly access 2 email accounts by outlook or mail, one is general email (let says [email protected]) and the other is their personal email address (let says [email protected]).
1. My goal is everyone of us by using difference computers can get the same email; especially the general email, no matter who reply/read/send.
2. Since every computers contain difference contact information, I like to combine/organize/update all the contacts into one. And each of us going to share the same contact list from now on.
3. I never use Calendar feature before, but it is good to have. Is it easy to setup for mobile phone?
4. I understand Window may cause the problem, but in the worst case, what is the minimum budget/equipment should I get in order for me to get this plan work? (I have to keep using window due to some software)
Thanks.

Answer 1

First and foremost, welcome!
I am trying to setup/organize my email account, contact list and calendar for my business. I am planning to buy Mac Mini Server with OSX Snow Leopard Server. But not sure that will work for my case.
I have 4 pcs (window 7, 2 XP and window 2000), 1 mac book pro, time capsule 1TB, Synology NAS 2 bays server. Right now, each computer mainly access 2 email accounts by outlook or mail, one is general email (let says [email protected]) and the other is their personal email address (let says [email protected]).
1. My goal is everyone of us by using difference computers can get the same email; especially the general email, no matter who reply/read/send.
Have to start off with a simple question?
1) Do you currently host your own servers? Or do you have an outside company providing mail for you? (Changes alot of my responses - but I will assume that you are having someone else do it for now)
I just did this.
I washed my hands of the M$ monster last year and haven't looked back, although I have banged my head on the server cabinet door more than a few times when Apple frustrates me to tears.
There are two ways to accomplish this -
1) Just use rules on the local machines.
Rule 1 - when email comes in and it's addressed to "[email protected]" then forward to user2@company, user3@company, user4@company. You get the picture.
Do this on all of the local machines. On the next machine, let's say it's "[email protected]," you do the same thing, and forward all that email to the other users using a rule on that local machine.
Everyone will receive all inbound email, regardless of who it was sent to. Probably the easiest solution. Definitely not the prettiest.
Or
2) When you set up your groups in WorkGroup Manager in SLS, create the relevant groups, such as Sales, Info, Testing, Returns, or whatever. Assign all the users to each group. When mail comes in to [email protected] everyone will get a copy of that email as long as they are assigned to that group.
SLS can do this also with serverside rules, but WGM is a starting point and will get the job done.
2. Since every computers contain difference contact information, I like to combine/organize/update all the contacts into one. And each of us going to share the same contact list from now on.
You'll get mixed reviews on this board concerning this. SLS can do this with AddressBook Server. It's not the most elegant solution, but it does work. Typing 10 paragraphs on how to set this up would put everyone to sleep - just do a search for shared contacts. Those who have successfully set this up have shared their instructions. We use it on our iPhones as well.
3. I never use Calendar feature before, but it is good to have. Is it easy to setup for mobile phone?
iCal is a pretty good calendaring app. The same thing applies here - do a search for shared calendars and those who have come up with a solution have posted their instructions. We use it everyday, and it gets the job done for our level of usage. We also use it with our iPhones and it although it's not Exchange, it does do a fairly good job at keeping you organized.
4. I understand Window may cause the problem, but in the worst case, what is the minimum budget/equipment should I get in order for me to get this plan work? (I have to keep using window due to some software)
There is absolutely no need to ever keep a M$ machine again with the advent of VMWare, Parallels, etc. Run Windoze in a virtual machine on the machine where you need it.
I have to preface all this with one caveat though: If you are new to server technology or Macs for that matter, there will be a steep learning curve. I am not a stock holder, nor do I have a financial stake (<- gratuitous disclaimer) in lynda.com or Snow Leopard Server Reference Manual by Wiley publishing. But they will be the best spent $50 of your life if you are trying to figure this out without paying an ACSA to set up your system.
As for a budget - it won't be cheap. Plan on $999 for the mini alone, and then the cost of 4 Mac desktops or laptops (whichever you prefer.)
I would suggest you look at Apple's refurbished Mac section on their website. They are considerably cheaper than new products, carry the same warranty, and will save you a bunch of jingle. I have 41 employees and I have yet to buy a new Mac as the refurbed are basically the same thing.
Hope this helped,
Scott