Open source migration: Germany replaces Microsoft Office and Outlook

In a bold move, the German state of Schleswig-Holstein has decided to replace Microsoft solutions with open source software. More than 40,000 email accounts and around 100 million emails are affected by this radical transition, marking an important step towards technological independence.

3 key points to note

• Schleswig-Holstein has migrated more than 40,000 Microsoft Exchange and Outlook accounts to Open-Xchange and Mozilla Thunderbird.
• The LibreOffice office suite is replacing Microsoft Office, with deployment set to begin in 2021.
• The state plans to consolidate its data on Nextcloud and is considering Linux as an alternative to Windows.

Migration to Open-Xchange and Thunderbird

The Schleswig-Holstein administration has completed the migration of its email services, abandoning Microsoft Exchange and Outlook in favor of open source solutions. Nearly 40,000 accounts and more than 100 million emails have been transferred to Open-Xchange, a web-based collaboration platform. This choice was motivated by the desire to keep data within Europe and to better control the application environment.

Mozilla Thunderbird replaced Outlook, offering compatibility with IMAP and Exchange ActiveSync protocols for managing messages and calendars. The switch to Thunderbird required training for public servants as well as the use of automation scripts to facilitate the transition of old files and account settings.

Adoption of LibreOffice

Long before changing their email system, the authorities in Schleswig-Holstein had already opted for LibreOffice as their default office suite. This decision, aimed at replacing Microsoft Word, Excel, and PowerPoint, is part of a transition to open source software. LibreOffice offers a user interface similar to that of Microsoft Office and supports both OpenDocument and Microsoft Office file formats.

Future prospects: Nextcloud and Linux

As part of this transition, the German administration plans to consolidate its collaborative data on Nextcloud, an open source alternative to SharePoint. The idea is also to evaluate the adoption of Linux on workstations as a replacement for Windows. This approach is part of a strategy to reduce dependence on proprietary solutions, in line with the recommendations of the European CADE Alliance.

Schleswig-Holstein will not stop there. The authorities also plan to overhaul their directory system by switching from Active Directory to FOSS solutions and to migrate their teleconferencing services to OpenTalk, thereby strengthening their technological autonomy.

European and French context

At the European level, several local authorities, particularly in France, are interested in open source solutions. Article L123-4-1 of the French Education Code encourages the use of free software in higher education and research. Several cities in Auvergne-Rhône-Alpes and Île-de-France have initiated a similar transition to tools such as LibreOffice and Nextcloud. However, according to a study by the Open Cloud Coalition, the vast majority of productivity software used in the European Union still comes from Microsoft, highlighting the need for more widespread change.

Since its creation, Mozilla Thunderbird has established itself as a credible alternative to traditional email clients. Developed by the Mozilla Foundation, the software has been constantly improved to offer an enriched and secure user experience. For its part, LibreOffice, managed by The Document Foundation, was born out of a desire to provide a free and open-source office suite, quickly becoming a benchmark for those seeking to break free from Microsoft’s paid solutions. These collective projects illustrate the strength and viability of open source software in the long term.

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