The Underutilized Features of
Windows Small Business Server 2003

by Joe Ulm

Wisconsin Law Journal
June 28, 2006

It is no news to anyone that nearly every law firm uses Microsoft’s products in some capacity.  Commonly, firms use Windows XP for their desktop operating system and, even though many firms still use WordPerfect, Microsoft’s Office suite of products (Excel, Outlook, Word, Power Point, etc.) is still heavily used.  Yet the one product we’ve seen that has the greatest potential for delivering the best ROI is Microsoft’s Windows Small Business Server 2003.  The problem is that many firms using this product aren’t taking advantage of all the capabilities it provides.  That is unfortunate because many of these capabilities translate into better communication, greater productivity, and ultimately, higher profits.

Unlike Windows Standard Server 2003, Windows Small Business Server 2003 is designed to provide all the basic needs a company would require in one system.  These basic needs include e-mail, file storage, print services, desktop faxing, and remote access, just to name a few. It is important to note, however, that Windows Small Business Server 2003 was designed with the smaller firm in mind.  But since Wisconsin has such a large number of smaller firms I thought it might be a good idea to discuss why Small Business Server 2003 has become the server system of choice for many.

The first reason Small Business Server 2003 is the predominant system for many law firms is because of its compatibility with other software programs.  Today, most applications are designed to be compatible with Windows servers.  As such, firms have found a great deal of flexibility with regard to the applications they choose to run.  For instance, most case management, time and billing, document management, and accounting programs are programmed for and tested on the Windows server system platform.  So when firms are choosing a software program or they need to change the applications they use, they are not forced to change the platform their business runs on. 

Additionally, when it comes to support, most firms want to have options for choosing their IT provider.  The popularity of Windows Small Business Server has led to a strong support base with IT providers and other IT professionals.  Consequently, firms are able to find support for their Small Business Server easily and at a reasonable price.

While support and flexibility have led many firms to use Windows Small Business Server 2003, often these firms aren’t taking advantage of all the time and money saving features it provides.  Utilizing Windows Small Business Server’s features like the Remote Web Workplace, Outlook Web Access, Sharepoint Services, and the Shared Fax Service can really streamline processes and affect the bottom line.

Remote Web Workplace

Remote Web Workplace is Small Business Server’s Remote access feature.  With the quickened pace attorneys are expected to work at these days, remote access has become an increasingly necessary business tool.  Additionally, since high speed Internet connections are available almost everywhere these days (home, office, hotels, convention centers, etc.), accessing data and applications remotely has become quicker, more reliable, and easier to use.

The Remote Web Workplace feature allows you to securely connect to your workstation from any Internet connection.  You simply type in your web address, enter your username and password information, and attach to your workstation.     Your workstation desktop will be identical to what you see in the office – it’s as if you’re sitting in front of your workstation while out of the office.  It is very similar to products and services such as GoToMyPC, pcAnywhere, etc., however, there is no need to purchase any additional products, nor pay a monthly fee.  In addition to connectivity, RWW allows you to perform functions such as file transfers (copying files between your remote system and office system) and remote printing (printing from your office system to your home system directly).

Outlook Web Access

Another feature law firms have found invaluable is Small Business Server’s built-in remote access to Outlook called Outlook Web Access (OWA).  Much more than simple access to e-mail, firms that use Microsoft’s Outlook program can access their current, saved, sent, and archived e-mail along with their calendar, notes, and journal items through OWA provide they are already using those functions.

OWA has been available for a number of years on certain Windows-based servers and operates essentially as Outlook in a web browser.  Through OWA, you can perform most functions that are found within Outlook itself – sending and receiving e-mail, accessing your Outlook calendar, to-do lists, etc.  Small Business Server also provides you with an enhanced web interface and links to OWA through the main Remote Web Workplace website. 

Company Web Intranet (Sharepoint services)

Small Business Server also comes with an easy to use and maintain internal “Company Website.”  This internal site, sometimes referred to as an Intranet, is a great way to communicate important firm information and activities to staff members.  This feature is exceptionally useful because you are in control of the information you place on the site. In fact, some of the more useful features are built-in to the home page by default such as incoming faxes (if the shared fax service is being used), a Help Desk, a shared vacation calendar, company photos, surveys and even a message/discussion board.  On top of that, configuring and accessing the information couldn’t be easier.

Performing a basic, out of the box installation of Small Business Server 2003 will create and configure the basic website for you with all the previously mentioned features included.  Anyone in the office can access the site simply by pointing his or her web browser to https://companyweb/.   Yet, because it is created by default, many people have this handy resource on their network and are not even aware it exists.

Shared Desktop Fax

Another feature, and possibly the one that firms can see a financial benefit from the most quickly, is Small Business Server’s shared desktop fax function.  The shared desktop fax function can be configured to send and receive faxes, or to just send faxes (if you would like to continue using a standard fax machine to receive).  Many of our clients utilize at least a portion of the fax services – especially the ability to send from their own desktop.  This doesn’t just provide a savings in the form of paper and travel time to and from the fax machine, but when faxes are handled through Small Business Server’s shared desktop fax function, they can easily be stored on the server and backed up with the rest of the firm data at night.

All that’s required to use this feature is a standard modem attached to the Small Business Server and it can be configured to use your existing fax line if you have a phone jack near your server.  Once configured, Small Business Server will install fax drivers to each workstation.  To use the fax, simply click on “Print” from within any application and select your fax driver instead of a local printer.  You will be presented with a wizard that allows you to optionally attach a firm cover sheet, add fax recipients and enter a memo for the cover sheet.

If you decide to configure the fax service to receive incoming faxes, you can set options upon receipt such as automatic printing, e-mail routing and received fax storage options.  As mentioned above, you also have the ability to access the received faxes through your shared company web.

Yet even with all the wonderful features Windows Small Business Server provides law firms, it is important to note that there are some inherent limitations to the product.  Most of these limitations revolve around the fact that it was designed with the smaller organization in mind.  I rarely recommend the product to firms that have over 30 staff members.  Although technically, Windows Small Business Server can handle up to 75 users, it doesn’t often translate into a good business decision.  Additionally, Windows Small Business Server doesn’t commonly work well in multiple server environments.  Consequently, firms that need more than one server may run into logistical issues depending on the function they need the other server to perform.

Yet even with these limitations in mind, a strong case can be made for deploying Windows Small Business Server 2003 given the proper environment - especially considering that so many of the features law firms need are built right into the system.  Utilizing these features is the key, however, and doing so can enhance a firm’s communication, productivity, efficiency, and ultimately, their profitability if used correctly.

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