Migrating from Google Workspace to Office 365

Migrating from G Suite (now known as Google Workspace) to Microsoft Office 365 (O365) can be a significant undertaking. Below is a comprehensive step-by-step guide to help ensure a smooth transition.

Step 1: Planning the Migration

1. Assess Your Environment:
   • Identify the accounts, data, and services in Google Workspace that you need to migrate.
   • Determine the size of the data to be migrated (emails, files, etc.).
2. Choose a Migration Strategy:
   • Decide between a direct migration (using Microsoft tools) or a third-party migration tool based on your organization’s needs.
3. Preparation:
   • Create a timeline for the migration process.
   • Identify stakeholders and designate a migration project manager.

Step 2: Prepare Google Workspace

1. Admin Access:
   • Ensure you have admin access to both your Google Workspace and Office 365 accounts.
2. Prepare Users:
   • Inform users about the migration process and any expected downtime.
   • Provide instructions on how they can access their new O365 accounts after the migration.
3. Backup Data:
   • It’s always a good idea to back up your Google Workspace data to avoid any potential loss during migration.

Step 3: Setup Office 365

1. Create Users in O365:
   • Set up user accounts in Microsoft Office 365 (can be done manually or via Azure AD Connect for bulk migrations).
2. Configure Domains:
   • Ensure that your custom domain is added and verified in Office 365.
3. Assign Licenses:
   • Assign appropriate licenses to users in Office 365.

Step 4: Migrate Data

1. Email Migration:
   • Using Microsoft’s Built-in Migration Tool:
     • Use the Exchange admin center to create a migration batch.
     • Choose between a “G Suite migrations” option.
     • Follow the prompts to connect your Google Workspace and migrate emails.
   • Using Third-Party Tools:
     • If you prefer, use a third-party migration tool (like MigrationWiz, CloudMigrator, etc.) to facilitate the mail migration.
2. Migrate Google Drive and Files:
   • Using OneDrive Sync Client: Sync Google Drive files to a computer and then upload to OneDrive.
   • Using Third-Party Tools: For more complex migrations, consider using tools like CloudM, ShareGate, or Mover.
3. Migrate Calendar Events:
   • Use Outlook Import/Export feature or third-party migration tools to import calendar events from Google Calendar to Office 365.
4. Migrate Contacts:
   • Export contacts from Google Workspace (as a CSV file) and import them into Office 365.

Step 5: Post-Migration Activities

1. Verify Migration:
   • Check to ensure all emails, files, calendars, and contacts have migrated correctly.
2. User Training:
   • Provide users with training sessions to familiarize them with Office 365 features.
3. Set Up Email Forwarding (if necessary):
   • To avoid missing emails, set up forwarding from Google Workspace to Office 365 temporarily.
4. Update DNS Records:
   • Update your DNS records (MX records) to point to Microsoft 365 to ensure mail flow to new Office 365 accounts.
5. Decommission Google Services:
   • After ensuring everything is functioning correctly in Office 365, consider deactivating the old Google Workspace accounts.

Step 6: Support and Feedback

1. Monitor User Experience:
   • Keep an eye on user issues or questions and offer ongoing support during the transition phase.
2. Collect Feedback:
   • Gather feedback from users to improve any processes or training materials.
3. Finalize Documentation:
   • Document the procedures for future reference and continued training.