Many businesses – especially those scaling operations or prioritising security – are switching their cloud operations from Google Workspace to Microsoft 365. The benefits of such a move are vast, but migration can be daunting without the right preparation. A disorganised approach will cost time and money that your business may not have, while increasing the risk of something going wrong. This can quickly damage profitability, prevent you from completing other initiatives, and create long-term harm.
To migrate Google Workspace to Microsoft 365 successfully, you need a cohesive strategy. But how can you develop one? What do you need to consider when migrating?
Why Migrate Your Google Workspace to Microsoft 365?
There are several reasons you might perform a Google to Microsoft 365 migration. Applications such as Word, Excel, PowerPoint, and Teams have become standard in many workplaces due to the following benefits:
- Integration: 365 applications are designed to smoothly integrate with each other, creating a seamless user experience across all platforms and workflows.
- Security: Microsoft is known for their strong security measures designed to protect businesses at all levels and across all industries, from SMBs to large corporations.
- Compliance: 365 makes it easy for businesses facing strict data security regulations to stay compliant.
These features make Google Workspace to Microsoft 365 migration a highly attractive option.
Challenges Involved With Google to Microsoft 365 Migration
While migrating from Google Workspace to Microsoft 365 may seem simple enough, this can lull you into a false sense of security. In reality, there are many challenges involved that often make this process harder than it needs to be. Some key pain points include:
- Migrating vast amounts of data with minimal disruption
- Maintaining file structure and integrity
- Integrating with existing IT infrastructure
- Ensuring security during and immediately after the migration process
- Syncing calendar events and recurring meetings accurately
- Helping users adapt smoothly to the Microsoft 365 interface
These challenges may seem daunting, but they’re not insurmountable. A strategic approach can prevent them from becoming more than a bump in the road, ensuring a successful transition.
Read more: 5 Microsoft Office 365 Tools for Remote Workplaces
Your Pre-Migration Checklist: Things to Consider Before You Start
Before you even start migrating, there are some important tasks that can help you avoid issues. Make sure to:
- Audit your existing Google Workspace environment for any problems that could impact migration
- Clean up unused email accounts and old data
- Carefully decide which 365 subscription best suits your business
- Develop a communication plan to update and educate users about the upcoming changes
- Ensure all essential stakeholders are aligned with the timeline and understand their responsibilities
How to Migrate from Google Workspace to Microsoft 365 (Without the Headaches)
Step 1: Develop a Strategy
Before you go any further, create a migration plan that clearly explains:
- Responsibilities and timelines
- Necessary resources
- The steps involved
- What security measures will be used during the transition
- Policies and procedures in the event something goes wrong
Share this strategy with any important personnel. This step keeps everyone focused and on task. Additionally, make sure you have completed the preparation steps above. If you need assistance creating your strategy, Microsoft has planning solutions available.
Step 2: Set Up Microsoft 365
Start by properly setting up your new Microsoft 365 environment. Add users and create admin accounts. Now is a good time to implement access controls, as it helps ensure strong security from day one. You should also validate your current Google Workspace domain for use in 365 – this proves ownership and prevents anyone else from using it.
Step 3: Set Up Windows Security
Use the Microsoft 365 admin centre to set up security policies on all Windows devices. All essential security measures should be firmly in place before any data is transferred.
Step 4: Transfer Your Domain
After validating it, add your Google Workspace domain to Microsoft 365, using the admin centre. This should allow staff to begin using their old email addresses on 365.
Step 5: Install Apps
Install Office apps and Microsoft Teams on all necessary devices.
Step 6: Migrate Emails, Calendars, and Contacts
Migrate emails, calendars, and contacts to Microsoft 365. This can be easily done using their automated batch migration tool, or third-party solutions such as BitTitan’s Migration Wiz. Double-check for accuracy afterwards, just in case the tool missed something.
Step 7: Migrate Google Drive Files to OneDrive/SharePoint
Using the Migration Manager provided by Microsoft, copy all data from Google Drive to OneDrive. Preserve folder hierarchies and permissions during this time, to avoid confusion. Once the transfer is complete, verify that everything functions as expected.
Step 8: Discontinue Google Workspace and Perform Final Tests
Run any final tests needed to verify that there are no issues with your Microsoft 365 environment, then discontinue your Google Workspace subscription. Note that you can keep your current domain, even if it’s managed by Google. There’s no need to change it.
Step 9: Provide Support
Support users as they get used to the new system. Provide additional training if needed, and make yourself available for any questions or concerns.
FAQs
What data can be migrated from Google Workspace to Microsoft 365?
Emails, contacts, calendars, and Drive files can all be seamlessly moved between platforms. You shouldn’t encounter any problems in this area.
Can I migrate Gmail labels to Outlook folders?
To accomplish this, you’ll need to import your emails using the Outlook Import Wizard. Then, create new folders in Outlook that mimic the ones originally on Gmail.
Do I need to migrate everything at once?
It is actually better to migrate in phases, starting with a pilot group to test performance and identify problems. This minimises the amount of work that needs to be redone if issues do occur.
Will users lose access to their old Google accounts?
Users will retain access to their Google accounts until you decide to cancel your Workspace subscription. It’s best to maintain your current setup until you can be sure the new one is ready.
Migrate Google Workspace to Microsoft 365 With Confidence
Google Workspace to Microsoft 365 migration can be complex without the right tools – but it is possible to avoid common pitfalls with enough preparation. A well-defined strategy, multi-staged approach, and sufficient support will ensure the smoothest transition possible. If all goes to plan, your staff can move seamlessly from one platform to another – and if it doesn’t, you’re empowering yourself to solve challenges quickly while minimising disruption. Either way, you will be better equipped to handle the migration successfully.
With plenty of experience helping clients choose the right Microsoft solutions, Austin Technology is ready to guide you through any questions you might have. Stay up-to-date with important Microsoft news and maximise your chances of success.
