Save Money: Switch From Windows 10 & Office 365 to Debian & Zoho

Windows 10 is approaching the end of its lifecycle and many businesses are facing a costly choice. Are you also wondering what to do when support ends?

Organizations today pay unnecessarily much for their IT solutions, often based on Office 365. However, there is a more cost-effective alternative that many overlook.

Zoho has more than 75 million users worldwide and offers everything you need - email with a custom domain, productivity tools, and 100% privacy at a much lower cost compared to Microsoft 365. Zoho Mail also guarantees 99.9% uptime, making it a reliable option for businesses of all sizes.

Here I show you how you can switch from Windows 10 and Office 365 to Debian and Zoho to drastically reduce your IT costs without compromising productivity.
I walk you through every step of the process - from preparation and installation to testing and post-migration support.

Why switch from Windows 10 and Office 365?

Organizations today face challenges as costs rise and support for Windows 10 nears its end. There are several key reasons why switching can be beneficial, especially as Microsoft changes its support policies.

The end of Windows 10: What it means for you

On October 14, 2025, Microsoft will officially end support for Windows 10.
This means that the operating system will no longer receive technical support, software updates, or, most importantly, security patches.
Computers with Windows 10 will work after this date, but the lack of security updates makes your computer significantly more vulnerable to viruses and malware.

Organizations and businesses face particular challenges. Lund University has already started preparing for this change and warns of the increased security risks that will arise for computers still running Windows 10 after the end of support.

Microsoft recommends upgrading to Windows 11 to continue receiving support and security updates. However, many older devices running Windows 10 cannot meet the hardware requirements of Windows 11. Debian can run on your existing hardware for years to come, making it a great alternative to investing in new equipment.

Office products are also affected by this change:

• Support for Microsoft 365 Apps on Windows 10 will end at the same time as Windows 10 reaches end of support

• Office 2016 and Office 2019 will no longer be supported on any operating system

• Office 2021 will continue to work on Windows 10 but without support

High licensing costs and recurring fees

The recurring costs are a deciding factor for many considering switching from the Windows and Office ecosystem. Linux distributions, including Debian, require no licensing fees at all. This represents significant savings, especially for organizations with many users.

Microsoft has increasingly moved towards a subscription model with Microsoft 365.
You must continue to pay monthly or annually to access the software and its updates. For businesses with limited budgets, these recurring costs become a significant expense over time.

Windows 10 is the last Windows operating system to support older hardware without TPM 2.0 and other advanced security features, so many are faced with a choice: invest in new hardware to run Windows 11, or find an alternative.
Debian offers a cost-effective path forward that extends the life of your existing hardware.

Limitations in flexibility and control

Windows 10 has been criticized for its forced updates that often require system restarts. This can be especially problematic in work environments where interruptions lead to lost productivity or lost work. One user describes how an unplanned Windows restart resulted in an entire day of lost work in the middle of a development project.

Windows systems give the user limited control over:

• When updates are installed

• What data is collected?

• How much system resources are used by background processes

Windows 10 remains the second most widely used Windows operating system with a global share of 42%, while Windows 11 holds 55%. This shows that many users have not yet migrated to the newer system, possibly due to hardware limitations or concerns about the increased requirements.

Debian and other Linux distributions offer greater flexibility and control over your system. You decide when updates are installed, which programs are run, and have complete visibility into system processes. Open source ensures better integrity because the code can be reviewed by anyone.

Debian and Zoho can give you both financial savings and increased control over your digital tools as Windows 10 approaches the end of its lifecycle.

Preparations before migrating

Migrating from Windows 10 and Office 365 to Debian and Zoho requires careful planning. Thorough preparation minimizes risks and ensures that your transition is as smooth as possible.

Make a list of all users and files

Create a detailed inventory of all users, services, and files on your current systems. This step may seem simple, but it is essential to a successful migration. A serious administrator has a thorough understanding of the main roles each server has, but roles can change over time, and sometimes advanced users may have installed "wild" services.

Identify and document all devices that need to be migrated:

• All user accounts and their permissions

• Important files and their storage locations

• Programs and services used regularly

• Special settings and customizations

Mapping this out will give you a clear picture of what needs to be migrated. It will also help you identify any compatibility issues that may arise when switching to Debian and Zoho.

Back up important data

Before making any changes, you must make a full backup of all your data. This will allow you to restore information if something goes wrong during the migration. A good backup is the only protection for what is absolutely most valuable in a digital context: your files.

Create backups of:

• Documents, images, and other user files

• Email archive and contacts

• Configuration files (often located in /etc/ on Unix systems)

• Database dumps in standard formats (e.g. SQL for databases or LDIF for LDAP servers)

For Windows 10, you can use the built-in backup feature to help you save your files, photos, settings, apps, and logins. Store backups in multiple geographically separated locations to protect against local failures. This gives you a safety net that ensures you can quickly return to a stable state if needed.

Inform about the change

Communication is key to a successful migration. Inform all stakeholders well in advance of the process. It is wise to inform your users about the project before the migration begins.

To help users adapt, it may be useful to install the most common free software on their workstations some time before the migration.
Programs like LibreOffice and Mozilla can be introduced in advance, so users are already familiar with them when the transition to Debian is complete.

Create a detailed migration timeline and share it with all users. IT teams need to be aware of timelines and resource requirements, while business users should be informed of any potential downtime. Regular updates and clear escalation protocols ensure everyone stays informed throughout the migration.

Create Zoho and Debian accounts in advance

Finally, before you begin the actual migration, create the necessary accounts and prepare the installation media. For Debian, this means choosing the right version based on your needs and creating the installation media.

For Zoho, I recommend signing up for a Zoho Workplace account in advance so you can start setting up email addresses and user accounts. This will save you time during the actual migration and allow you to test the functionality before moving your entire business.

By preparing these accounts in advance, you can verify that everything is working correctly and that you have all the necessary login details available when it's time to do the actual migration from Windows 10 and Office 365. This will avoid unnecessary delays and complications during the actual transition process.

With these preparations in place, you are ready to take the next step: installing Debian as a replacement for Windows 10.

Install Debian as a replacement for Windows 10

Windows 10 is reaching the end of its lifecycle and it's time to consider a long-term alternative. Debian offers a stable, secure, and free operating system that can replace Windows 10 on your existing hardware. The installation process may seem complicated to beginners, but with the right guidance, the transition will be smooth and hassle-free.

Choose the right Debian version

Debian comes in several different versions. Choosing the right one is crucial for a successful transition from Windows 10. The three main versions are:

Debian Stable is the most recommended option for most users, especially for businesses and beginners. This version is thoroughly tested and offers a stable environment with minimal risk of bugs. If security or stability is important to you, choose Stable - period. For servers, especially those with strong stability requirements or that are exposed to the Internet, Stable is the absolute safest choice.

Debian Testing contains newer software than Stable but is less prone to crashes than Unstable. However, problems can take days or sometimes months to fix. Testing does not have permanent security support. If you are an experienced desktop user who doesn't mind encountering occasional bugs, Testing may be an option.

Debian Unstable has the latest software versions but changes frequently, which can cause instability. Issues are usually fixed within a few days. If you prefer to always have the latest software versions and can handle any bugs, Unstable may be for you.

If after reading through the options you're still unsure, stick with the Stable version. It's by far the strongest and most secure choice, especially for enterprise environments.

Create installation media

You will need to create installation media once you have decided which Debian version you want to use. For most people, a USB flash drive is the easiest option:

Download the Debian image from the official website ( debian.org ). For computers with limited internet connection during installation, choose the "CD/DVD image". If you have a stable internet connection, the "Network Install" image (netinst) is a better choice as it is smaller and downloads the latest packages during installation.

Create a bootable USB drive. If you are doing this from Linux, you can use the following command in the terminal:

 sudo cp debian.iso "$TARGET_DEVICE"
 sudo sync

Be sure to write to the entire drive (e.g. /dev/sdb) and not to a partition (e.g. /dev/sdb1).

For Windows users, you can use tools like Rufus. You need to select the "DD" write mode just before starting the write - ISO mode will alter the image on the target media.

ALWAYS back up all your work before making any major changes to your computer. The Debian installation has been thoroughly tested, but cannot prevent power outages or mistakes during the installation process.

Install and configure basic settings

Now it's time to install Debian:

Boot your computer from the installation media. You may need to change the boot order in BIOS/UEFI to boot from the USB drive.

Select language and location. For a Swedish-language installation, select Swedish as the language. This also affects other relevant default choices such as keyboard layout.

Partition your hard drive. This is a crucial step where you divide up the available space on your hard drives. If you want to keep Windows 10 installed (for dual boot), you need to shrink the Windows partition and free up space for Debian.

For dual boot with Windows, the installer will display the available hard drives, their partitions, and any free space. Highlight the Windows partition and press Enter to access a menu of available actions. Choose to shrink the partition to the desired size.

For full disk installation, select "Use entire disk" in the partitioning step. Be very careful - this will erase all data on the selected hard drive.

Select a desktop environment. If you do not select a specific desktop environment and leave the default "Debian desktop environment" checked, GNOME will be installed. If you select both "Debian desktop environment" AND a specific desktop environment, the specific one will take precedence over GNOME.

Configure the system. Follow the instructions to set up user accounts, passwords, and basic system settings.

Restart your computer. After installation, restart your computer, now with Debian as a replacement for (or alongside) your previous Windows 10 system.

After installation, you have a stable, secure, and free operating system that is not dependent on Microsoft's support cycle. Now you are ready to move on to the next step: setting up Zoho as an alternative to Office 365.

Set up Zoho as an alternative to Office 365

After installing Debian, the next step is to configure Zoho as an alternative to Office 365. Zoho Workplace offers a complete suite of productivity tools that can replace Microsoft's office suite when Windows 10 reaches the end of its lifecycle.

Register a Zoho Workplace account

Creating a Zoho Workplace account is quick and easy. Over 450,000 businesses already rely on Zoho for their office needs. Here I'll walk you through the steps:

1. Visit Zoho's website and select the "Zoho Workplace" option

2. Click "Sign Up" or "Get Started for Free"

3. Fill in your basic details and the domain you want to use

4. Choose the appropriate subscription plan - even the free version offers plenty of functionality for smaller teams

Marc Fishman, Director of Sales and Marketing at ONE Business Solutions, confirms that Zoho's collaboration tools have streamlined communication for their entire team and helped them grow their business by 12%.

Verify domain and configure DNS

After registration, you need to verify that you own the domain and configure DNS settings. This step is crucial for email services to work properly:

1. Log in to your Zoho account and navigate to the domain management section

2. To manage DNS records for your domain, click "Manage" next to your domain

3. Select "Manage DNS" and then "Manage Records"

4. Under "Hostname" enter the subdomain (e.g. "www")

5. From the "Type" drop-down menu, select the appropriate record type (A, CNAME, MX, etc.)

6. Enter the corresponding value in the "Value" field and click "Save"

For domain verification, you can choose between TXT, CNAME or HTML method. The CNAME method is usually the easiest. Once verification is complete, you can start using Zoho Mail with your custom domain.

Create users and assign roles

Once the domain is verified, add users and assign permissions:

1. Log in to the Zoho Workplace admin portal

2. Click on "Users" and then "Add User"

3. Under "Basic information" enter:

   • First name, last name, and display name

   • Email address (if your domain is verified, you can create domain-specific email addresses)

4. Fill in company information such as employee ID, job title, department, and reporting structure

5. Select the user's language, country, and time zone

6. Add additional information such as date of birth, gender, date of employment

7. Uncheck "Send notification emails" if you want to share login details manually

Users added with an email address for a verified domain are added immediately and marked as "Not yet connected" until they log in to Zoho.

Import email, contacts, and calendars

Finally, you need to migrate your data from Office 365 to your new Zoho environment. Zoho offers built-in migration tools that simplify the process:

1. Log in to Zoho Mail Admin Console and select "Data Migration" from the left menu

2. Click "Start Data Migration"

3. Enter a name for the server configuration and select "Add new server details"

4. In the "Select protocol/application" drop-down menu, select "Microsoft 365" and click "Sign in"

5. Authenticate your Microsoft 365 account when the sign-in window appears

6. Select users and data to migrate (email, contacts, calendar)

7. Specify the date range for emails to be migrated

8. Click "Start Migration" and monitor the progress from the control panel

The migration process is simple and can be done without any disruption. Part of your business can migrate to Zoho first while the rest stays with your current provider until you are ready to move everyone. Zoho's Office editor also works seamlessly with existing Word, Excel or PowerPoint files.

With these steps, you have successfully set up Zoho as an alternative to Office 365, giving you a cost-effective solution when Windows 10 reaches the end of its lifecycle.

Test and verify that everything works

After installing Debian and configuring Zoho, it's time to check that everything is working properly. A thorough verification will reduce the risk of disruption when you completely leave the Windows 10 environment.

Control email flow and file access

Start by verifying the email migration. According to user experiences, sometimes not all emails from Outlook 365 are migrated to the Zoho account – usually only the last 12 months are transferred. If this happens, contact the Zoho support team via email at support@zohomail.com with your account details.

For file access, check the following:

• Open WorkDrive and verify that all migrated files are properly organized into folders

• Confirm that users have the appropriate level of access based on their roles

• Test uploading and downloading files to ensure data transfer is working

• Verify that file sharing both internally and externally is working as expected

Try collaboration tools like Zoho Mail and WorkDrive

WorkDrive offers several key team collaboration features that need to be tested. First, try sharing files via email addresses and assigning role-based access to collaborate with clients or partners. Then, make sure file versioning is working – you should be able to manage multiple versions of the same file without saving different copies, and revert to previous versions if necessary.

Also, check for real-time notifications for any changes made to shared files. This makes it easier to gather feedback from multiple reviewers in one place. Finally, try creating password-protected sharing links with expiration dates, download restrictions, and user information requirements.

Troubleshoot common problems

If you encounter any issues with email migration, especially with older messages, this may be due to limitations in the migration tool. Contact Zoho's support team who can troubleshoot the migration and help you transfer your remaining emails.

For file sharing security concerns, enable OTP authentication to add an extra layer of security for externally shared files. This is especially important now that Windows 10 is nearing the end of its lifecycle and security updates are no longer available.

In case of user account issues, check that users added with a verified domain email address are displayed correctly. They are marked as "Not yet connected" until they log in to Zoho for the first time.

Thorough testing and verification ensures a smooth transition from Windows 10 and Office 365 to Debian and Zoho, while minimizing the risk of data loss or business interruption.

Post-migration support and training

Once the migration is complete and the systems are verified, users need support to adapt to the new environment. A successful transition requires you to provide the team with the right resources and tools.

Give your team access to guides and videos

To ease the transition from Windows 10 to Debian and Zoho, provide your team with access to training materials. Zoho offers extensive documentation, video guides, and web-based manuals. A library of product overviews and explainer videos helps users understand basic features.

Being curious about the details contributes greatly to better overall management of the organization's transition, and makes a huge difference in how smooth the process is!

Plan an introduction to Zoho apps

Organize training sessions for your employees. Zoho offers several training options:

• Classroom teaching for direct interaction with trainers

• Virtual training for flexibility

• Company-specific training tailored to your specific needs

These sessions can be customized to your business model and goals, making the transition from Windows 10 smoother.

Set up support channels for questions

Finally, establish clear support channels for users who need help.
Zoho offers:

• Email support with fast response times

• Chat function for product-related questions

• Community forum support for user-driven discussions

For technical support with Debian, there is official documentation as well as user forums that help with common questions when Windows 10 support ends.

Please feel free to ask us if you are curious to know more about our processes and experiences with similar migrations.

Conclusion

Switching from Windows 10 and Office 365 to Debian and Zoho offers significant benefits as Windows 10 reaches the end of its lifecycle. Costs are drastically reduced as you avoid both operating system licensing fees and recurring office software subscription fees. You also gain increased control over your system, better privacy, and the ability to extend the life of your existing hardware.

The migration process requires careful planning and preparation, but by following the steps in this guide, the transition can be smooth and hassle-free. Backing up data, clear communication with the team, and thorough post-migration testing will ensure that your business can continue without interruption.

Many users find that the combination of Debian and Zoho actually offers more features than they previously had access to in the Windows environment. Zoho's collaboration tools improve team communication while Debian provides stable performance without forced updates or reboots.

Which path will you take when Windows 10 support ends?

This transition is not just about saving money. You also get a more modern, secure, and flexible way of working that can be customized to your specific needs. Organizations looking to take control of their IT costs and extend the life of their hardware should strongly consider Debian and Zoho as their next step.

Please feel free to ask if you would like to know more about how your organization can benefit from this transition.