Microsoft recommends planning a transition to services that continue to be supported, such as Microsoft 365. However, not every company or public body wishes to move key documents and work processes to the cloud of a US corporation. This is because, even when data is stored in European data centres, the provider’s legal obligations may still be a factor: the US CLOUD Act can, under certain conditions, oblige US companies to hand over data in their possession or under their control, regardless of where it is stored.

For organisations with high standards regarding data protection, confidentiality and digital sovereignty, the location of the data centre alone is therefore not the decisive factor. Legal and technical control over the infrastructure should also be taken into account in the assessment.

The end of support therefore provides an opportunity to fundamentally review the existing collaboration environment: how should files be stored, shared and co-edited in future? And how can browser-based collaboration be enabled without relinquishing control over sensitive data?

What does the end of support mean?

Existing installations will not be automatically shut down on 31 December 2026. They can continue to run for the time being. However, continuing to operate them will become increasingly risky and costly.

Once support ends, newly discovered vulnerabilities will no longer be patched. Nor will Microsoft rectify any bugs or compatibility issues arising, for example, from new browser versions, operating system updates or changes to connected systems.

For organisations, this may mean rising operating costs and additional risks to information security and compliance. Problems must be resolved internally or with the help of external service providers. At the same time, it will become more difficult to demonstrate that core systems are being operated at an up-to-date and supported level.

Collaboration with OpenCloud

OpenCloud is an open-source platform for file management, file sharing and content collaboration. The platform manages files, folders, shares, permissions and versions.

Collabora Online complements OpenCloud by enabling browser-based editing of text documents, spreadsheets and presentations. Several people can work on a document at the same time. Changes are visible immediately and saved to the centrally stored file.

With Spaces, shared workspaces can be set up for projects, teams or departments. The documents stored there are not tied to any individual’s personal user account. This ensures that shared files and permission structures are retained even when staff changes occur.

OpenCloud can be operated in your own data centre or as a SaaS offering via selected partners.

Why planning should start now

There is only a limited window of time remaining until the end of support. A collaboration environment in productive use cannot be replaced at short notice. Taking stock, testing, migration and the introduction of new work processes all take time.

Planning well in advance makes it possible to trial the new environment initially with selected teams or projects. This allows organisations to test their file formats, review authorisation structures and make any necessary adjustments before migrating business-critical data.

Files and collaboration under your own control

The end of Office Online Server is a good opportunity to review existing dependencies. OpenCloud offers an open alternative for file management and browser-based collaboration, either in your own data centre or via selected partners. This allows organisations to retain greater control over their data and their operating model.