How to Migrate from Google Workspace to Microsoft 365

How to Migrate from Google Workspace to Microsoft 365

Migrating from Google Workspace to Microsoft 365 means moving your Gmail email, contacts, calendars, and files to Office 365 (now Microsoft 365). Done right, your team keeps every message and meeting invite. Done wrong, you lose data, break email delivery, and confuse everyone for weeks.

The shift is common. 58% of teams that switched platforms in 2025 moved from Google Workspace to Microsoft 365. The reasons vary — deeper enterprise features, offline desktop apps, tighter security, or better compliance tools. But "common" does not mean "simple." A Gmail to Office 365 migration touches every part of how your team works.

This guide walks through the full process of migrating Gmail to Office 365. From planning to DNS cutover to cleanup, it covers what you need so nothing falls through the cracks.

What Gets Migrated

Before you pick a method, know what you are moving. Not everything transfers the same way.

Google Workspace Microsoft 365 Migrates Easily?
Gmail (email + folders) Outlook (Exchange Online) Yes — all methods below handle this
Google Contacts Outlook Contacts Yes — most methods handle this
Google Calendar Outlook Calendar Yes — most methods handle this
Google Drive (My Drive) OneDrive for Business Needs its own migration step
Google Shared Drives SharePoint Online Needs its own migration step
Google Chat history Microsoft Teams No native path — export by hand
Google Sites SharePoint Sites No native path — rebuild needed

The core migration (email, contacts, calendar) works well with Microsoft's own tools. File migration (Drive to OneDrive) needs a second step. Chat and Sites rarely move cleanly.

Before You Start: Planning Checklist

Rushing is the most common mistake. Work through this list first.

1. Audit Your Google Setup

Take stock of what you have:

  • Count your total users and mailbox sizes. Find this in Admin Console under Reports > User Reports.
  • List all shared drives and who owns them.
  • Note any Google Workspace Marketplace apps or add-ons. These will break after you switch.
  • Export a list of Google Groups. You will need to set these up again as distribution lists or Microsoft 365 Groups later.

2. Set Up Microsoft 365

Get the new home ready before you move:

  • Buy Microsoft 365 licenses for all users. Business Basic, Business Standard, or Enterprise — pick the tier that fits.
  • Add your domain in the Microsoft 365 Admin Center. Verify that you own it, but do not change DNS records yet.
  • Create user accounts that match your Google Workspace users. Keep email addresses the same where you can.
  • Assign a license to each account.

3. Plan Your DNS Cutover Window

When you switch MX records from Google to Microsoft, new email starts flowing to Outlook. Pick a low-traffic window. Evenings or weekends work well for most teams.

DNS changes spread across the internet in minutes to 48 hours, depending on your TTL settings. Set your TTL low (300 seconds) a few days before the switch to speed things up.

4. Tell Your Team

People do not like surprises with their email. Send a clear note that covers:

  • What is changing and when
  • What they need to do (set up Outlook, download desktop apps)
  • How long things might be slow during cutover
  • Who to contact if something breaks

Three Ways to Migrate Gmail to Office 365

Microsoft supports three ways to move your data. Each fits a different situation.

Method Best For What It Moves Speed Cost
Admin Center migration Most teams Email, contacts, calendar Fast — runs in batches Free with any M365 plan
IMAP migration Email-only moves Email only Slower Free
Third-party tools (BitTitan, CloudFuze, ShareGate) Large teams, files + email Everything Fastest $5-15 per user

For most small and mid-sized teams, the Admin Center migration is the best pick. It is free, handles email, contacts, and calendars, and runs batches side by side.

Use IMAP only if you need email and nothing else. Use a third-party tool if you have hundreds of users or need to move Google Drive at the same time.

Step-by-Step: Admin Center Migration

This works for teams under 500 users. Microsoft calls it a "Google Workspace migration" in the Admin Center.

Step 1: Open Up Google Workspace for the Migration Tool

Microsoft's tool needs to talk to your Google Workspace account. Here is how to grant access:

  1. Sign in to Google Admin Console
  2. Go to Security > Access and data control > API controls
  3. Turn on API access
  4. Open Google Cloud Console and create a service account
  5. Enable domain-wide delegation for that service account
  6. Grant these scopes:
    • https://mail.google.com/
    • https://www.googleapis.com/auth/calendar
    • https://www.googleapis.com/auth/contacts
    • https://www.googleapis.com/auth/gmail.modify

This lets Microsoft read your Google data without needing each user's password.

Step 2: Start the Gmail to Office 365 Migration

  1. Open Microsoft 365 Admin Center
  2. Go to Settings > Migration
  3. Pick Google Workspace as the source
  4. Enter your domain and the service account details from Step 1
  5. Click validate — Microsoft checks that it can reach your Google tenant

Step 3: Add Users

  1. Upload a CSV file that maps Google accounts to Microsoft accounts. Format: Google email in one column, Microsoft email in another.
  2. Or add users one by one if your team is small.
  3. Pick what to move: email, contacts, calendars, or all three.
  4. Set a start time. You can run it right away or schedule it for your cutover window.

Step 4: Watch the Progress

The Admin Center shows you how each user is doing:

  • Items moved so far and total count
  • Any errors that need your attention
  • Time left (rough guess)

Big mailboxes (10 GB or more) take hours. The tool works in stages — it copies your data, then runs follow-up syncs to grab any new emails that came in during the copy.

Step 5: Switch DNS Records

This is the moment of truth. Once email data is across, point your domain at Microsoft:

  1. Log in to your domain registrar (GoDaddy, Cloudflare, Namecheap, or wherever you bought your domain)
  2. Change your MX records to point at *.mail.protection.outlook.com
  3. Add the TXT and CNAME records Microsoft gives you for SPF, DKIM, and DMARC
  4. Remove or lower the priority of Google's MX records

New email now goes to Outlook. The migration tool does one last sync to catch anything that landed in Gmail during the switch.

Step 6: Verify and Clean Up

  1. Ask a few team members to send and receive test emails in Outlook
  2. Check that calendar events show up with correct times and dates
  3. Confirm contacts made it across
  4. Run one final sync if anything looks off
  5. Keep Google Workspace active for 30-90 days as a safety net before closing accounts

Moving Files: Google Drive to OneDrive

Email migration does not touch your files. You need a separate step to move Google Drive to OneDrive for Business.

Using Microsoft Migration Manager

  1. In the SharePoint Admin Center, go to Migration > Google Workspace
  2. Connect the same Google service account you used for email
  3. Map each user's Drive to their OneDrive, and shared drives to SharePoint document libraries
  4. Start the migration

Migration Manager converts Google Docs, Sheets, and Slides to Word, Excel, and PowerPoint files on the fly.

Things to Watch For

  • Formatting shifts. Most documents convert well. But complex layouts, embedded charts, and linked Sheets should be spot-checked after the move.
  • Shared Drive permissions. You will need to set up sharing rules again in SharePoint. Migration Manager keeps some settings, but audit the results.
  • Path length limits. SharePoint has a 400-character path limit. Deeply nested folders may need flattening first.
  • Google Forms and Drawings. These have no Microsoft equivalent. Export them by hand before you shut down Google.

For a side-by-side look at both platforms, see our Google Docs vs Office 365 guide.

Post-Migration Setup

Getting data across is half the job. These steps get your team up and running.

Set Up Shared Mailboxes

If your team used Google Groups or Gmail delegation for shared email (support@, info@, sales@), you need the same in Microsoft 365. Shared mailboxes in Office 365 handle this. They are free and do not need their own license.

For customer support teams, native shared mailboxes have clear limits. They lack ticket assignment, collision detection, and reporting. A shared inbox tool built for support adds those features on top of Microsoft 365. SupportBee connects to your Office 365 email and gives your team assignment workflows, internal notes, and satisfaction tracking — without changing how customers reach you. Start a free 14-day trial to see how it works.

Recreate Email Templates

If your team used Gmail canned responses, rebuild them in Outlook. Our guide on creating email templates in Outlook covers .OFT files, My Templates, Quick Parts, and more.

Reconnect Your Tools

Every app that talked to Google Workspace needs updating. Go through your stack:

  • CRM — reconnect calendar sync and email tracking
  • Support software — update email forwarding rules and integrations
  • Calendar tools — reconnect scheduling apps like Calendly or SavvyCal
  • Chat integrations — update any bots or workflows tied to Google Chat

Fix customer-facing tools first. A missed support email during migration can cost you.

Help Your Team Adjust

Outlook works differently from Gmail. The biggest changes your team will feel:

  • Folders vs. Labels. Outlook uses folders. Each email goes in one folder. Gmail uses labels, where one email can have many labels.
  • Focused Inbox. Outlook splits your inbox into Focused and Other. It takes a week or so to learn what goes where.
  • Calendar sharing. Works differently than Google Calendar. Set up shared calendars and room bookings early.
  • Search. Outlook search uses different operators than Gmail. Share a quick cheat sheet with your team.

Common Problems and Fixes

Problem Likely Cause Fix
Migration tool cannot connect to Google API access off or wrong scopes Re-check API controls in Google Admin
Some emails missing after migration Mailbox too large; batch timed out Re-run the batch — the tool picks up where it left off
Calendar events show wrong times Timezone mismatch Set the correct timezone in each Outlook account first
Google Docs will not open in Office Files were not converted Re-run Migration Manager with conversion on
Email delivery fails after DNS switch Old MX records still cached Wait 24-48 hours for full spread; check SPF and DKIM
Distribution lists missing Google Groups do not migrate Recreate as M365 Groups or distribution lists by hand
Users cannot log in to Outlook Licenses not assigned Check Admin Center and assign licenses

If you are also switching your help desk or ticketing system alongside this migration, our help desk migration guide covers that process step by step.

Frequently Asked Questions

How long does it take to migrate Gmail to Office 365?

For a team of 50 users with typical mailbox sizes (2-5 GB each), expect 1-3 days for email, plus another day for files. The DNS cutover itself takes minutes, but it can take up to 48 hours to spread fully. Plan for a full week from start to done.

Can I migrate Gmail to Office 365 for free?

Yes. Microsoft's built-in tools are free with any Microsoft 365 plan. You only pay extra if you choose a third-party tool for added features like file migration or support for very large teams.

Will I lose any emails?

Not if you follow the steps above. The migration tool runs in stages. It copies your mailbox, then syncs again to catch new messages. Keep both systems running at the same time until the DNS switch and final check are done.

Do Google Docs turn into Office files?

Yes, when using Migration Manager. Google Docs become Word files, Sheets become Excel, and Slides become PowerPoint. Most formatting comes through clean. Check complex documents by hand after the move.

What happens to Google Groups?

They do not move over. Export your group membership lists from Google Admin Console. Then create new Microsoft 365 Groups or distribution lists to match. For groups you used as shared mailboxes, see our Office 365 shared mailbox guide.

Should I keep Google Workspace running during migration?

Yes. Keep it active until the DNS switch is done and verified. Then leave it running for 30-90 more days so your team can check old data and you can catch anything missed.

Can I move just email and skip files?

Yes. The Admin Center migration only touches email, contacts, and calendars. File migration is a fully separate step. Many teams move email first, then files in a second phase.

What about two-factor authentication?

Google 2FA settings do not carry over. Set up Microsoft 365 multi-factor authentication (MFA) for all users before or right after the switch. Use this as a chance to enforce MFA if you were not already.