Which version of Windows should my nonprofit use?

It's been a while since Windows 7 came out, and since we put out a blog post advising nonprofits to take it slow switching over to the new operating system. This is good advice generally with new software, as it takes time to make sure that all of your legacy programs will work on the new system. That said though, we're definitely due for an update on that piece.

Windows 7 has been around for a while now, and has proven to be a very stable operating system. You also get access to much more upgraded versions of the basic software it contains - for instance, Paint is much more useful now, and you get some handy video editing software as well - and it generally provides a very pleasant user experience. Especially when compared to XP and earlier operating systems, 7 provides additional security features including the ability to encrypt your drive, a feature we mentioned last week in our post on wireless security. Microsoft has some great information online for those looking to explore the new features of Windows 7 before moving ahead.

Even though Windows 7 has proven to be a very stable operating system and a great choice for nonprofits, there are still a few items to consider as part of your upgrade plan:

Can my computer handle Windows 7?

This is definitely something to look into carefully if you are considering upgrading an older computer to the new operating system, since it does require more memory and a faster processor than XP does. Microsoft has a scan tool that you can use to determine if your machine meets the requirements for Windows 7, but a general rule is, if your computer was built for XP, it's probably best to replace the computer rather than attempt the upgrade. Based on the release date of Windows Vista, a computer built for XP would now be at least four years old - we recommend replacing computers every 4 years - and it's best to invest in new hardware rather than the time and cost to install a new operating system.

Will I have problems running the software I use?

This is something that you will have to check on the individual programs that you use. For current software that is still being updated, it is very likely that you will be able to work with it on Windows 7 without problem (still double-check). If you are using older software - databases and client tracking software for instance - that isn't updated or that your nonprofit hasn't paid to update, then you may not be able to use your version on Windows 7. Make sure to check in on all mission-critical software before upgrading to make sure your nonprofit can continue to run smoothly.

For programs that have to run on XP, Microsoft provides "XP-Mode" within Windows 7 (not Home edition), but this may not be ideal for users, especially if these programs have to be used very frequently. Generally, it's a good idea to replace software that cannot run on current operating systems. Should this replacement be a big budget item for your nonprofit, make sure to start planning for it now as Microsoft has only committed to support XP through 2014.

Microsoft Office of course still runs on Windows 7, and you will be able to use Office 2003 and newer versions. Even though you can still run Office 2003, you should start to make a plan to upgrade to the newer versions as they have enhanced features and security.

Which version of Windows 7 should we buy?

We work with many nonprofits who have tried to save some money by purchasing their computer with the Home editions of Windows, only to encounter many problems down the road. The Home editions cost less because they have less features and aren't built to be connected to a server.

By purchasing the Professional or Ultimate editions,  you will be sure that your computer will be able to connect easily to all network resources. By purchasing your software through TechSoup,  you will be sure that your nonprofit will pay the best price available. In addition, NPower Northwest clients engaging in projects with us may be able to receive their Microsoft products at no cost - ask your consultant or our staff for details on this program.

At this time, our advice to clients is to purchase the 32-bit versions of Windows rather than the 64-bit versions unless there is a special circumstance requiring you to use the 64-bit version. Some of those circumstances may be use of heavy video and graphics editing software that require the increased RAM that the 64-bit versions provide. The 64-bit versions tend to have problems connecting to certain printers and those versions are not compatible with all software, making 32-bit the better choice for the vast majority of nonprofit staff.

What is an "upgrade path", and how much work will it take me to get to Windows 7?

The "upgrade path" indicates how you will move from one operating system to another. There are certain scenarios, where you will be able to do a more simple upgrade to move to Windows 7. However, most operating systems do not have that option, and you will have to do a complete wipe of your computer in order to install Windows 7.

Here you can download a paper from Microsoft that outlines all of the possible upgrade paths for Windows 7. Here is a short version:

• There is no direct upgrade path from XP (or earlier operating systems) to 7, so a complete wipe and install will be necessary. This requires a lot of effort, so that's why we above recommended to replace hardware this old rather than making this additional investment.
• There is a direct upgrade path from Vista to 7, but only from like versions of the product. For instance, you can upgrade from Vista Business to 7 Professional, but not from Vista Home to 7 Professional.
• There is no direct upgrade path between 32-bit and 64-bit versions of Windows. For instance, you can move directly from Vista Business 32-bit to Windows 7 Professional 32-bit, but not from Vista Business 32-bit to Windows 7 Professional 64-bit.
• You are generally able to move from any version of Windows 7 to any other (for instance from Home to Professional), but you will have to pay the additional cost of the more expensive edition.

Hopefully, these guidelines will help you and your nonprofit navigate the choices for Windows 7 and make the decision to upgrade for your office. Our consultants are also available to help with remaining questions that your nonprofit has regarding Windows 7 and your network.

Has your nonprofit moved to Windows 7 yet? What was your experience? What are your favorite new features?

- Elaina Buzzell