Free business software

Free business software isn’t always second best. In fact, some of the best software is free, enabling your business to benefit from up to date, highly-capable applications without paying a penny

Types of free business software

The easiest way to find free business software is to look online. It tends to fall into one of four categories:

• Freeware. Freeware is available at no cost and with no restrictions. Freeware tends to be simple software designed to perform one or two tasks.
• Shareware. Shareware is free to try out. You usually have to pay if you want to continue using it after a certain time period.
• Open source. Open source software can be freely adapted by anyone with the knowledge to do so. The open source system has created many useful pieces of software that are the product of loose collaboration between people all over the world.
• Freemium software. Cloud computing services are often offered on a freemium basis. This means basic features are free, but you have to pay for advanced functions.

Is free business software right for you?

There are free alternatives to most types of paid-for software. These packages are often highly capable and many claim to be compatible with commercial software, so you can exchange files with ease.

At face value it’s hard to see why anyone wouldn't use free business software. However, there are some downsides:

• Support can be costly. Free software often has a small market share. You may need more help to install and use the software, yet finding that support may be harder.
• Lack of familiarity. Your staff are less likely to be familiar with free alternatives to common business software. So although the software costs nothing to acquire, you have to spend more on training.
• Non-standard formats. Although many free packages claim to be compatible with comparable commercial software, this isn't usually guaranteed. As a result, you can hit problems when sharing files.
• Future uncertainty. Free software packages are often developed by volunteers. This means you aren't guaranteed the bug fixes and updates which are standard with commercial software.

You can address some of these issues by using a commercial distribution of an open source package. These offer you a guaranteed level of compatibility, support and service.

This option isn't free, but you can sometimes save money because you only pay for the services you receive, rather than having to cover the software development costs too.

Dangers of free business software

Promising powerful software for free is a tactic sometimes used to spread computer viruses and malware. People love to get something for nothing, so scammers sometimes promise free software but deliver computer viruses instead.

To avoid these problems, only download free business software from reputable websites. Often, searching for the name of the software on Google will reveal whether it can be trusted.

Some free software is funded by intrusive advertising that only becomes apparent once you've installed the software. Again, search online for reviews before you install it.

You can find free business software on sites like Download.com and SourceForge.

Can you rely on free business software?

You can rely on free business software, as long as you choose and use it wisely. Always remember that choosing free business software is not an all-or-nothing decision.

For instance, switching from Windows to a free operating system like Linux would probably involve making substantial changes to your IT systems and retraining staff. But testing a free office suite like OpenOffice.org alongside your standard software might help you understand if you could roll the package out across your company.

Free business software is also ideal when it's hard to justify spending money on software for occasional use. For example, there are several free graphics packages that allow you to edit photographs. Both Paint.NET and GIMP and are fine for occasional work.

More on this topic:

• Great free software for your computer