Some organizations that started with Google Workspace eventually find that Microsoft 365 offers a better fit for their workflow, security policies, or integration with other enterprise tools. Transitioning from Google Workspace to Microsoft 365 can seem like a complex task, but careful planning and the right approach can ensure an untroubled process with minimal downtime.
Before diving into the migration steps, it's important to understand why companies decide to make the switch:
Start by defining what data needs to be moved. This typically includes:
A schematic diagram illustrating the scope of Google Workspace migration, including emails, contacts, calendars, Google Drive files, shared drives, and user accounts.
Decide whether you will migrate everything at once or in stages. Some businesses opt for a phased migration to reduce risk and minimize workflow interruptions.
Before beginning the migration, two subdomains must be created for email routing during the coexistence period, as described in Google Workspace migration prerequisites in Exchange Online. These subdomains must be verified in the Google Workspace Admin Console. One subdomain should have its MX record pointing to Microsoft 365, while the other should direct emails to Google Workspace.
Additionally, prepare a list of users for migration and save it in a CSV file with two columns: EmailAddress and Username. This file will be used to map accounts during the migration process.
To prepare Microsoft 365 for migration, the first step is verifying domain ownership within the Microsoft 365 admin center. This requires adding a TXT record provided by Microsoft to the domain's DNS zone.
Next, user accounts must be created in Microsoft 365. This can be done manually through the admin center, imported via a CSV file, or synchronized using Microsoft Entra ID Connect. It is also important to ensure that there are enough licenses available for all users being migrated (but do not assign the licenses before the start of the migration batch).
Additionally, if Microsoft’s default security policies do not align with your organization’s needs, adjust the configuration to meet your specific requirements.
Once all preparations are complete, log in to the Exchange Admin Console (EAC) and create the migration batch. There are several ways to migrate data from a Gmail mailbox to Exchange Online, but the migration batch is the most efficient - it minimizes manual work, moves contacts and calendars along with the mailbox, and is suitable for both small and large organizations. Detailed instructions on how to proceed can be found in Perform an automated Google Workspace migration to Microsoft 365.
During the configuration, use the CSV file and subdomain prepared in step 2 of this guide. The subdomain with an MX record pointing to Microsoft 365 must be used as the target domain.
A visual guide showing the step-by-step execution of an email migration batch from Google Workspace to Microsoft 365. It illustrates how user emails, contacts, and calendars are transferred while maintaining email flow continuity.
Monitor the batch execution, and once the data transfer is complete, finalize the migration as described in Completion of a migration batch in EAC in Exchange Online.
Finally, go to your domain registrar's DNS settings and update the MX record to point to Exchange Online. Also, don’t forget to update the SPF record, and if you have used Gmail for any SMTP-relay scenarios, update the configuration to relay through Exchange Online.
Graphic overview of the mail system after migration, highlighting the transition from Google Workspace to Exchange Online with updated MX and DNS settings.
Although migrating Google Drive files are listed as the next step, it is not necessary to wait for the email migration to complete - both can be migrated simultaneously.
For migrating to Microsoft 365, the best option is Migration Manager, a tool developed by Microsoft that enables easy data transfer to OneDrive while preserving file structure and metadata. It also provides centralized management of the migration process and simplifies data movement.
Additionally, Migration Manager can transfer data from both individual and shared Google Drives and supports automatic identity mapping. Detailed instructions on how to use it can be found in the article Migrate Google Workspace to Microsoft 365 with Migration Manager.
After the migration is complete, thoroughly test the new services. The more detailed the testing, the better. I recommend checking the following:
If any issues arise, follow the troubleshooting steps available online or contact the Microsoft support team for assistance.
Once you confirm that Microsoft 365 is fully operational, make a full backup of all the data from Google Workspace to have a copy in case any issues arise. Then go to the Google Admin Console and deactivate your subscription as described in Cancel Google Workspace to avoid unnecessary costs.
Tal is the Cofounder & CTO of Reco. Tal has a Ph.D. from Tel Aviv University with a focus on deep learning, computer networks, and cybersecurity and he is the former head of the cybersecurity R&D group within the Israeli Prime Minister's Office. Tal is a member of the AI Controls Security Working Group with CSA.
Migrating from one productivity suite to another is a significant challenge for any company, as it involves critical services such as email, video conferencing, cloud storage, and more. This is why transitioning from Google Workspace to Microsoft 365 requires detailed planning and careful preparation.
Fortunately, there are many powerful tools available - both from Microsoft and third-party vendors - that enable a migration without disrupting business operations. Additionally, many of the tools you already use with Google Workspace also support Microsoft 365, eliminating the need for a complete revision of your IT services. For example, Reco.ai’s dynamic SaaS security tool helps maintain a strong security posture and detect potential threats, regardless of which productivity suite your organization uses.
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