One of the biggest draws of moving to open-source software is the cost-cutting and freedom it provides. I, like many others, do not want to always rely on costly software subscriptions, lengthy and confusing terms of service agreements, and the hope that software providers will honor their privacy policies.
So I tried switching all my Windows productivity apps, from note-takers to task managers to browsers and email clients, to open-source alternatives for a week. I wanted to see if they can be a viable option for escaping the trappings of proprietary software.
There were some major positives, but I also learned about the hurdles one faces when going fully open-source. It’s definitely not something you should do lightly, especially if you value the online features of the apps you’re currently using.
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All my favorite apps had an open-source alternative
And they were all completely free!
For this experiment, I used free open-source apps like OnlyOffice, Firefox, Joplin, Thunderbird, and Nextcloud. I installed everything on my Windows computer—except for Nextcloud, which required Docker and a specially created image for it. The apps handled core productivity tasks pretty well, since they had all the basic features I needed.
ONLYOFFICE handled spreadsheets and presentations adequately, Joplin organized my notes with its minimalist interface, and Firefox with privacy extensions gave me a secure browsing experience. Thunderbird efficiently managed multiple email accounts and calendars, and even though Nextcloud was a complex setup, its file synchronization worked reliably once I configured it (as best as I could).
The apps were also highly customizable, with various options for themes, plugins, and scripts to extend functionality. But since I approached this from the non-technical perspective, I relied on simpler tweaks. I knew I could have managed the deeper customizations with community support and documentation.
Also, I must admit that the feeling of being in full control of my data was amazing. Not having my personal information on corporate servers gave me peace of mind, despite my having to maintain everything myself. There is no entity controlling access, collecting user data, or potentially selling it to advertisers.
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There are some trade-offs
But nothing is a deal-breaker
My biggest gripe is that the open-source experience felt disjointed. When using Microsoft Office, for instance, it’s well integrated within its ecosystem, with OneDrive for cloud storage and Copilot for AI. In something like the OnlyOffice desktop app, you have to set up the AI yourself (this requires an API key) and use Nextcloud or ownCloud for cloud syncing.
Open-source tools typically prioritize stability and security over flashy features and polish. That means fancy UIs, AI assistants, seamless cloud syncing, and even mobile integration usually take a backseat. The latest buzzworthy features may be added later or require manual configuration (more on this later). Needless to say, you won’t find Microsoft Office’s advanced automation and formatting options in OnlyOffice.
Also, with open-source tools like Joplin, I missed the seamless out-of-the-box experience of notetakers like Notion. Particularly, their cloud syncing works effortlessly, while using Joplin with Nextcloud requires ensuring the Nextcloud server is running and the server port is free before syncing notes across devices.
Furthermore, the community is your primary source of support when it comes to open-source, with no dedicated teams available. In the case of OnlyOffice, I have to get support by going through Reddit and GitHub, and the results were mixed. It got a bit frustrating since I needed quick solutions, but I knew that once I had them, it would all be worth it in the end.
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The worst part of going full open-source
With great freedom comes great complexity
Freedom, more often than not, begets complexity. This was a huge eye-opener for me during the experiment. Some of the features I took for granted with proprietary software required IT professional-level knowledge to set up when using open-source alternatives.
For instance, getting Nextcloud to sync between the desktop server and mobile app is not so straightforward. I installed Nextcloud on Windows using Docker, but when I tried to connect the mobile app to the server, I ran into errors. The big problem was that the server on my Windows machine was using HTTP, and the mobile app requires the secure HTTPS protocol, rejecting the insecure connection.
Resolving this would require knowledge about tweaking configuration files and managing certificates—well beyond my expertise. In the end, I instead accessed the Nextcloud server on my phone using a browser. But even then, this required me to tweak a configuration file to make my computer’s IP address a trusted domain.
It’s also possible to set up OnlyOffice in Nextcloud and enable real-time collaboration. For devices on the same network as the server, this is as easy as using the computer’s IP address. But for public or remote access, it can get complicated, since this requires information like domain names, SSL certificates, and configuration know-how.
My biggest takeaway is that transitioning to open-source alternatives of proprietary software should be done one app at a time. It might not always be possible to fully transition, depending on your setup. It will be easier for some apps than others, for sure, but it’s the best way to not totally disrupt your workflow. And if you can get assistance from someone who knows how to set these apps up, especially when it comes to cloud syncing, all the better.
Once everything you need is set up, you’ll discover that the cost savings, freedom, and flexibility of open source are worth it. Even if you don’t plan on contributing to development, it helps to research how much community support the app has and if it’s being actively developed to avoid headaches down the line.
