Google Workspace to M365 migration step by step guide

In the rapidly evolving world of business productivity tools, organizations are constantly seeking the most effective solutions to streamline their operations. As two leading platforms, G Suite and Microsoft 365 offer their unique features and benefits. In recent years, an increasing number of businesses have made the switch from G Suite to Microsoft 365, seeking to leverage Microsoft’s robust suite of applications. This comprehensive guide is designed to help you master the G Suite to Microsoft 365 migration process. Follow along as we outline the key steps, best practices, and expert tips to ensure a smooth transition with minimal disruption to your organization.

Comparing G Suite and Microsoft 365

Before diving into the migration process, it’s essential to understand the differences between G Suite and Microsoft 365 to ensure that the move aligns with your organization’s objectives. While both platforms offer a wide range of productivity tools, there are some critical distinctions that may impact your decision.

G Suite, now known as Google Workspace, is a popular choice for organizations that prefer cloud-based solutions and prioritize collaboration. With apps like Google Docs, Sheets, and Slides, users can easily collaborate on documents in real-time. G Suite is also known for its simplicity and ease of use, which appeals to smaller businesses with limited IT resources.

On the other hand, Microsoft 365 is a more comprehensive suite that includes cloud-based, desktop, and mobile applications. In addition to collaboration tools like Word, Excel, and PowerPoint, Microsoft 365 also provides more advanced features such as Power BI for data analysis and Power Automate for workflow automation. The platform is often preferred by larger organizations that require more robust and customizable solutions.

The Benefits of Migrating to M365

The Microsoft 365 platform provides a wide range of plans, integration with desktop email client applications, and much more than other online storage platforms. Microsoft 365 is more suitable for enterprises owing to flexible plans and subscriptions, and advanced security protection.

The benefits of Microsoft 365 include:

• Flexible productivity
• Ease of Use and Integrated Ecosystem
• Security
• Cost-Effective Solutions

Flexible Productivity

Whether you are in the office or working remotely, you can work, share, and connect with your team as your business steps into this new era of work. Teams is a great tool to connect with your team and to chat and conduct meetings. Microsoft apps can be accessed anywhere and offline on Microsoft powerful desktops apps. Your team can review and comment on projects while sharing ideas seamlessly.

Ease of Use and Integrated Ecosystem

Microsoft’s productivity apps, such as Office, Excel, PowerPoint, Access, and Outlook, among others, have been around for many years. Most people using a computer likely started using Microsoft Office products before ever shifting to Google. That familiarity will entice people to want to go back to Microsoft because you are already familiar with the software and ecosystem. Microsoft’s productivity apps are also much easier to learn and use than the online-based Google Docs. The apps are are integrated with each other as well, providing much better communication and collaboration ecosystem, and automated app syncing across mobile and desktop products.

Security

Microsoft invests heavily every year on security and compliance, staying ahead of the pack by keeping ahead of the ever-changing compliance standards of the industry. Microsoft 365 comes with advanced security and threat protection, that includes many certifications such as:

• FISMA
• SSAE16
• HIPAA
• SOC1 Type II
• SOC2 Type II
• ISO 27001, 27018
• GDPR
• EU Data Protection Directive

Cost-Effective Solutions

Pricing is another area where Microsoft 365 shines, but it isn’t through simple pricing models – it’s because of the many options and flexibility of their pricing. Because every business is different, there will be a great option that suits every organization’s needs. Starting at $7.70 a user per month, a business can get started with their basic productivity tool needs at a fairly low cost and with a generous 1TB of storage.

Ultimately, the decision to migrate from G Suite to Microsoft 365 will depend on your organization’s specific needs, priorities, and long-term goals. Weighing the pros and cons of each platform will help you make an informed decision that best suits your team.

Key takeaways:

• G Suite is designed for simplicity and ease of use, with a focus on real-time collaboration.
• Microsoft 365 provides a more comprehensive suite of tools, including advanced features for data analysis and workflow automation.
• The decision to migrate should be based on your organization’s unique needs, priorities, and goals.

Preparing for Migration

Assessing your needs

Before embarking on the migration journey, it’s crucial to evaluate your organization’s requirements and identify any potential challenges. Start by reviewing your current G Suite environment and noting the essential features, integrations, and customizations that your team relies on daily. This information will help you map out a migration plan that accounts for all critical components and ensures a seamless transition to Microsoft 365.

Additionally, consider any technical limitations, such as bandwidth constraints or legacy systems, that may impact the migration process. Identifying these challenges upfront will allow you to address them proactively and minimize disruptions during the transition.

Key takeaways:

• Review your current G Suite environment to identify essential features, integrations, and customizations.
• Consider technical limitations and challenges that may impact the migration process.

Creating a migration plan

A well-structured migration plan is the foundation for a successful transition to Microsoft 365. Begin by establishing a timeline and identifying key milestones for the migration process. This plan should outline the sequence of events, dependencies, and target completion dates for each phase of the project.

Next, assign roles and responsibilities to team members who will be involved in the migration process. This may include IT staff, project managers, and end-users who will be affected by the transition. Clearly defining roles and responsibilities ensures that everyone is aligned and working towards a common goal.

Key takeaways:

• Establish a timeline and identify key milestones for the migration process.
• Assign roles and responsibilities to team members involved in the transition.

Communicating the transition

Effective communication is critical to ensuring a smooth migration from G Suite to Microsoft 365. Start by informing all stakeholders, including employees, clients, and partners, about the upcoming change. Clearly articulate the reasons for the migration and the expected benefits, such as improved productivity, enhanced security, or better integration with other tools.

Additionally, provide training and support resources to help users adapt to the new environment. This may include webinars, tutorials, or in-person workshops that cover key Microsoft 365 features and best practices. Ensuring that your team is well-prepared and comfortable with the new platform will minimize disruptions and boost user adoption.

Key takeaways:

• Inform stakeholders about the upcoming migration and communicate the expected benefits.
• Provide training and support resources to help users adapt to Microsoft 365.

How To Migration from G Suite to Microsoft 365 Migration

Configure Microsoft 365

The first step in the migration process is to configure your Microsoft 365 environment. Start by setting up domains and user accounts, ensuring that all necessary licenses are assigned. This may involve creating new accounts or updating existing ones, as well as configuring email aliases and forwarding rules.

Next, prepare for data migration by ensuring that your Microsoft 365 environment is compatible with your G Suite data. This may involve configuring settings for email, calendar, and file storage, as well as adjusting security and compliance settings as needed.

Key takeaways:

• Set up domains and user accounts in Microsoft 365, ensuring all necessary licenses are assigned.
• Prepare for data migration by configuring settings for email, calendar, and file storage.

Migrate Email and Calendar

Migrating email and calendar data from G Suite to Microsoft 365 is a critical component of the transition. To streamline this process, consider using migration tools, such as the G Suite to Microsoft 365 Migration Tool or Microsoft’s native migration options. These tools simplify the migration process by automating the transfer of email, calendar events, and contacts between the two platforms.

During this phase, be prepared to troubleshoot common issues, such as data inconsistencies or formatting problems. Having a thorough understanding of both G Suite and Microsoft 365, as well as the migration tools being used, will help you address any challenges that arise.

Key takeaways:

• Use migration tools to automate the transfer of email and calendar data from G Suite to Microsoft 365.
• Troubleshoot common issues that may arise during the migration process.

Migrate Files and Folders

Once email and calendar data have been migrated, the next step is to transfer files and folders from Google Drive to OneDrive or SharePoint. This process can be complex, as it involves converting Google-specific file formats, such as Google Docs, Sheets, and Slides, to their Microsoft 365 counterparts (e.g., Word, Excel, and PowerPoint).

To ensure a successful file migration, pay close attention to data integrity, including folder structures, sharing permissions, and version history. Tools like Mover can help automate the file migration process and minimize the risk of data loss or corruption.

Key takeaways:

• Transfer files and folders from Google Drive to OneDrive or SharePoint, ensuring data integrity.
• Use migration tools to streamline the file transfer process and minimize the risk of data loss or corruption.

Migrate Contacts and Groups

The next step in the migration process is to transfer contact information and group configurations from G Suite to Microsoft 365. This involves exporting contacts from Google Contacts and importing them into Outlook, as well as reconfiguring distribution groups, shared mailboxes, and security groups within Microsoft 365.

To ensure a smooth migration of contacts and groups, take care to maintain accurate information and avoid duplicating entries. Additionally, ensure that group permissions and configurations align with your organization’s security policies and collaboration needs.

Key takeaways:

• Transfer contact information from Google Contacts to Outlook.
• Reconfigure distribution groups, shared mailboxes, and security groups within Microsoft 365.

Verify and Optimize

After completing the migration of email, calendar, files, contacts, and groups, it’s essential to verify that the process was successful and optimize your new Microsoft 365 environment. Start by reviewing the migrated data to ensure its accuracy and completeness, and address any issues or discrepancies as needed.

Next, fine-tune your Microsoft 365 settings and configurations to optimize the user experience and align with your organization’s requirements. This may involve customizing the layout and appearance of your SharePoint sites, configuring email retention policies, or adjusting security settings.

Key takeaways:

• Review the migrated data to ensure its accuracy and completeness.
• Fine-tune Microsoft 365 settings and configurations to optimize the user experience and align with organizational requirements.

Step-by-Step Details for the Migration Process

Step 1:

In the new Exchange Admin center at https://admin.exchange.microsoft.com/#/, go to Migration and then click Add migration batch.

Step 2:

The migration batch wizard opens. On the first page, configure the following settings:

• Give the migration batch a unique name: Enter a unique name.
• Select the mailbox migration path: Verify that Migration to Exchange Online is selected.
• When you’re finished, click Next.

Step 3:

On the Select the migration type page, select Google Workspace (Gmail) migration, and then click Next.

Step 4:

On the Prerequisites for Google Workspace migration page, verify that the Automate the configuration of your Google Workspace for migration section is expanded, and then click Start in that section to automate the four required prerequisite steps.

Step 5:

In the Google sign-in page that appears, sign in to your Google account to validate your APIs. Once the APIs are successfully validated, the following things happen:

• A JSON file (projectid-*.json) is downloaded to your local system.
• The link to add the ClientID and the Scope is provided. The ClientID and Scope are also listed for your reference.
• Click the API access link. You will be redirected to Google Admin API Controls page.
• Click Add new. Copy the ClientID and Scope from the EAC, paste it here, and then click Authorize.

Step 6:

On the Set a migration endpoint page of the wizard, select one of the following options:

• Select the migration endpoint: Select the existing migration endpoint from the drop down list.
• Create a new migration endpoint: Select this option if you’re a first-time user. If you selected Create a new migration endpoint, do the following steps:

On the General Information page, configure the following settings:

• Migration Endpoint Name: Enter a value.
• Maximum concurrent migrations: Leave the default value 20 or change the value as required.
• Maximum concurrent incremental syncs: Leave the default value 10 or change the value as required.
• When you’re finished, click Next.

On the Gmail migration configuration page, configure the following settings:

• Email address: Enter the email address that you use to sign in to the Google Workspace.
• JSON key: Click Import JSON. In the dialog that appears, find and select the downloaded JSON file, and then click Open.
• Once the endpoint is successfully created, it will be listed under Select migration endpoint drop-down.
• Select the endpoint from the drop-down list, and click Next.

Step 7:

On the Add user mailboxes page, click Import CSV file and navigate to the folder where you have saved the CSV Step Description file.

If you haven’t already, create a CSV file containing the set of all of the users you want to migrate. You will need its filename below. The allowed headers are:

• Email Address (required): Contains the primary email address for an existing Microsoft 365 or Office 365 mailbox.
• Username (optional). Contains the Gmail primary email address, if it differs from Email Address. When you’re finished, click Next.

Step 8:

On the Move configuration page, enter the details and then click Next.

Step 9:

On the Schedule batch migration page, verify all the details, click Save, and then click Done. Once the batch status changes from Syncing to Synced, you need to complete the batch.

Completion of Migration Batch and Finalization

In new EAC, when the migration batch has reached the state of Synced, it needs to be completed. To complete the batch you must select the migration group. In the Details pane, select preferred option to complete the batch, and click Save. The batch status will then be Completed. After you have successfully migrated all of your Google Workspace users to Microsoft 365 or Office 365, you can switch your primary MX record to point to Microsoft 365 or Office 365. The update to the MX record will propagate slowly, taking up to the length of time in the record’s previous TTL (time to live). At this point, you are free to decommission your source Google Workspace tenant.

Post-Migration Best Practices

Once the migration process is complete, it’s essential to focus on ongoing training, support, and optimization to ensure a smooth transition for your users and maximize the benefits of Microsoft 365. Continue to provide resources, such as tutorials and webinars, to help users become more proficient with the new platform. Encourage collaboration and adoption of advanced features by regularly sharing tips and best practices.

Additionally, monitor your Microsoft 365 environment and user feedback to identify areas for improvement or potential issues. Regularly review and update your settings, configurations, and integrations to ensure that your Microsoft 365 environment remains optimized for your organization’s evolving needs.

Key takeaways:

• Provide ongoing training and support to help users adapt to Microsoft 365.
• Monitor and improve user adoption, and regularly review and update your Microsoft 365 environment.

Common Migration Challenges and Solutions

Migrating from G Suite to Microsoft 365 can present several challenges, such as handling large volumes of data, managing user accounts and permissions, and resolving technical difficulties. To overcome these obstacles, it’s essential to plan ahead, stay organized, and be prepared to troubleshoot issues as they arise.

When dealing with large volumes of data, consider using migration tools that can handle bulk transfers efficiently and securely. Additionally, ensure that your organization has adequate bandwidth and storage capacity to accommodate the migration process.

Managing user accounts and permissions can be complicated, particularly when dealing with a large number of users or complex security policies. To streamline this process, consider using tools like Azure Active Directory to centralize and automate user management tasks.

Finally, be prepared to resolve technical difficulties that may arise during the migration process. This may involve troubleshooting issues with migration tools, addressing data inconsistencies, or resolving conflicts between G Suite and Microsoft 365 features. Maintaining a thorough understanding of both platforms and the migration process, as well as seeking support from experts when needed, will help you overcome these challenges and ensure a successful transition.

Key takeaways:

• Use migration tools to handle large volumes of data and manage user accounts and permissions.
• Be prepared to troubleshoot technical difficulties that may arise during the migration process.

Expert Tips for a Smooth Transition

A successful G Suite to Microsoft 365 migration requires careful planning, execution, and post-migration support. Here are some expert tips to help ensure a smooth transition:

Leveraging third-party tools and services

Utilizing third-party tools and services can greatly simplify the migration process and minimize potential risks. Migration tools, like Mover and Kernel G Suite to Microsoft 365 Migration, can automate tasks such as transferring emails, calendars, files, and contacts. Additionally, you may consider engaging professional services from Microsoft partners to provide expert guidance and support throughout the migration process.

Key takeaways:

• Utilize third-party tools to automate migration tasks and minimize risks.
• Consider engaging professional services from Microsoft partners for expert guidance and support.

Staying organized and focused

Keeping track of tasks, milestones, and deadlines is essential for a successful migration. Develop a comprehensive project plan that outlines each step of the process, and assign clear roles and responsibilities to team members. Regularly review progress and make adjustments as needed to ensure the project stays on track and within the established timeline.

Key takeaways:

• Develop a comprehensive project plan and assign clear roles and responsibilities.
• Regularly review progress and make adjustments as needed to stay on track.

Ensuring clear communication throughout the process

Maintaining open lines of communication with stakeholders, including employees, clients, and partners, is crucial during the migration process. Provide regular updates on the project’s progress, address concerns, and share valuable resources to help users adapt to the new environment. Effective communication helps minimize disruptions and fosters user adoption of Microsoft 365.

Key takeaways:

• Maintain open lines of communication with stakeholders throughout the migration process.
• Provide regular updates, address concerns, and share resources to help users adapt to Microsoft 365.

Unlocking the Full Potential of Microsoft 365

Microsoft 365 offers a wealth of advanced features and integrations that can greatly enhance productivity and collaboration. Dive into tools like Power BI for data analysis, Power Automate for workflow automation, and Microsoft Teams for seamless team communication. Additionally, explore the numerous third-party integrations available to further extend the functionality of your Microsoft 365 environment.

Another way to optimize your Microsoft 365 environment is by customizing its appearance, settings, and configurations to align with your organization’s unique needs and preferences. Configure SharePoint sites to reflect your brand, establish email retention policies, and fine-tune security settings to protect your data. A well-optimized environment helps improve user experience and streamline daily workflows.

Lastly, boost user adoption of Microsoft 365 by promoting engagement and collaboration among your team members. Share tips and best practices, provide ongoing training and support, and celebrate successes to foster a positive and collaborative atmosphere. Encourage your team to explore new features and integrations, and provide feedback to help further optimize your Microsoft 365 environment.

Your Migration Success Story Awaits 🏆

As you complete your G Suite to Microsoft 365 migration, take a moment to reflect on the journey and celebrate your accomplishment.

Throughout the migration process, you’ve followed key steps and best practices to ensure a smooth and successful transition. This includes thorough planning, leveraging third-party tools and services, staying organized, and maintaining clear communication with stakeholders.

Take the time to acknowledge your team’s hard work and dedication, and celebrate your successful migration. Share your success story with your organization, highlighting the benefits and improvements that Microsoft 365 brings to your workflows, productivity, and collaboration.

With your migration complete, look forward to a more productive and efficient future using Microsoft 365. Continue exploring its advanced features and integrations, optimizing your environment, and fostering user engagement to unlock the platform’s full potential and transform your organization’s collaboration capabilities.

Written By:

softlanding

Softlanding is a long-established IT services provider of transformation, professional services and managed IT services that helps organizations boost innovation and drive business value. We are a multi-award-winning Microsoft Gold Partner with 13 Gold Competencies and we use our experience and expertise to be a trusted advisor to our clients. Headquartered in Vancouver, BC, we have staff and offices in Toronto, Montreal and Calgary to serve clients across Canada.

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