Migration Guide
How to Migrate Google Workspace to Microsoft 365
Moving from Gmail and Drive to Outlook and SharePoint touches every mailbox, every shared file, and every login your team uses daily — get the sequencing wrong and you'll hear about it immediately. Here's how a staged migration avoids that.
The four phases of a clean platform switch
Migrations that disrupt users usually skip the assessment or rush the cutover, not because the tools themselves are unreliable.
- Assess. Inventory mailboxes, Shared Drives, groups, and any third-party apps connected to Google Workspace.
- Prepare. Provision the Microsoft 365 tenant, domains, and identity, and set up dual mail delivery so nothing bounces mid-migration.
- Migrate. Move mail, calendar, contacts, and files in staged batches, starting with a pilot group.
- Cut over. Switch MX records once the pilot validates cleanly, then decommission Google Workspace access on a schedule.
Why a pilot batch matters
Migrating a small group first — usually IT and a few volunteers — surfaces issues like broken calendar invites or missing shared file permissions before they hit your whole organization.
The most common mistake
Migrating mail without also rebuilding Shared Drive permissions, which leaves teams unable to find files they had access to the day before.
Migration Checklist
| Task | Status |
|---|---|
| Inventory mailboxes, Shared Drives, groups, and connected apps | ☐ |
| Provision Microsoft 365 tenant, domains, and identity | ☐ |
| Set up dual mail delivery for the transition period | ☐ |
| Migrate a pilot batch and validate mail, calendar, and files | ☐ |
| Migrate remaining mailboxes and Shared Drives in batches | ☐ |
| Cut over MX records and decommission Google Workspace access | ☐ |
Frequently Asked Questions
Will our team lose access to email during the migration?
No, dual delivery keeps mail flowing to both systems during the transition, so a staged cutover avoids downtime.
What happens to our Google Drive files and Shared Drives?
Files and folder structure migrate into OneDrive and SharePoint, with sharing permissions rebuilt rather than left behind.
Do we need to retrain staff on a whole new set of apps?
Some adjustment is normal, but core workflows like email, calendar, and document editing map closely enough that most users adapt within days.
How long does a Google Workspace to Microsoft 365 migration take?
It depends on mailbox count and data volume — a specific timeline comes from an assessment of your current environment.
Related Guides
Conclusion
A clean Google Workspace to Microsoft 365 migration comes down to inventorying what's actually in use, piloting before you commit the whole organization, and rebuilding permissions rather than assuming they'll carry over. Businesses that skip the pilot are the ones most likely to field a flood of "where's my file" tickets on cutover day.
Rua Technologies plans and executes Google Workspace to Microsoft 365 migrations end-to-end, from tenant setup through post-migration support.
