How to Migrate Email from Microsoft 365 to Google Workspace

Reasons to Export Office 365 to G Suite

There are several reasons why organizations might choose to migrate from Microsoft 365 to Google Workspace:

• Cost Efficiency: Google Workspace may offer more cost-effective pricing plans suitable for the organization’s budget.
• Integration: Better integration with other Google services such as Google Drive, Google Meet, and Google Docs.
• User Preference: A preference for Google Workspace’s user interface and features among employees.
• Collaboration Tools: Superior collaboration tools like Google Docs, Sheets, and Slides are highly effective for real-time collaboration.
• Scalability: Google Workspace’s flexibility and scalability can be more aligned with the organization’s growth plans.

Pre-Migration Planning to Migrate Microsoft 365 to Google Workspace

Before starting the migration process, thorough planning is essential to ensure a smooth transition. Here are the key steps:

1. Assess the current environment.
1. Inventory: Take stock of all email accounts, distribution lists, and shared mailboxes.
2. Data Volume: Estimate the amount of data that needs to be migrated.
3. Dependencies: Identify any applications or services that rely on Microsoft 365.
2. Plan Migration Strategy
1. Migration Method: Decide on the migration method (self-service tools provided by Google, third-party tools, or hiring a professional service).
2. Timeline: Set a realistic timeline for the migration, including off-hours or weekends, to minimize disruption.
3. Communication: Inform all stakeholders about the migration plan, schedule, and any potential downtime.
3. Prepare Google Workspace
1. Set Up Google Workspace: Create user accounts in Google Workspace and configure basic settings.
2. Verify Domain: Verify your domain ownership in Google Workspace to ensure smooth email delivery post-migration.
3. Configure DNS Settings: Prepare to update DNS settings to route emails to Google Workspace once the migration is complete.

#Method 01: Manually Export Office 365 Mailbox to Google Workspace

Google Workspace provides a built-in Data Migration tool, though it involves multiple steps. Here’s a simplified guide:

1. First, create the destination Google account.
2. Once the accounts are set up, configure roles for your Microsoft 365 accounts.

To make it easier, we’ve broken down the role setup in Office 365 into two parts.

Step 1: Set up Roles of Office 365

Assuming you’ve already created the destination accounts, follow these steps to set up roles for your Microsoft 365 account:

1. Sign in to your Microsoft 365 account.
2. Open the Admin panel.
3. In the desktop version, navigate to Apps >> Security & Compliance >> Exchange. In the web version, click on Exchange.
4. Click on Permissions.
5. Then, click the + icon, enter a name, and add two roles: ApplicationImpersonation and ViewOnly-Configuration.
6. Click Save.
7. Go to User Roles, click the + button, and add the account to be used for the migration.
8. Wait 30 minutes for the changes to take effect.

After completing these steps, you have finished half of the process. Now, let’s explore the steps to migrate from Microsoft 365 to Google Workspace.

Step 2: Convert Microsoft 365 to G Suite

Go to the Google Workspace admin console and click on Data Migration.

1. Select Email.
2. Fill in the details for:
1. Migration source: Microsoft Office 365
2. Connection protocol: Exchange Web Services
3. URL: Web address of the migrating Outlook account
4. Role: Email ID and Password of the account used in the prerequisites
3. Click Connect.
4. Choose a migration date and options, then click Select Users.
5. Click Specify the source Google Workspace accounts and the destination Office 365 accounts.
6. Click Start.

The migration from Office 365 to Google Workspace (GSuite) will take some time. Additionally, the manual approach can be tedious and requires technical expertise. To save time, we recommend considering an alternative method.

#Method 02: Professionally Migrate Email from Microsoft 365 to Google Workspace

The Aryson Office 365 Backup & Restore Tool simplifies the migration of Microsoft 365/Office 365 accounts to Google Workspace, Gmail, Yahoo, Hotmail, iCloud, AOL, Thunderbird, and IMAP accounts, as well as other email clients or file formats. It allows you to export Office 365 to PDF, PST, MBOX, PDF, EML, EMLX, MSG, and other file formats on your PC or local system. This all-in-one solution enables backing up Office 365 mailboxes into PST format and restoring mailboxes from PST/OST files back into Office 365.

Steps to export O365 to G Suite.

1. Install and run the Office 365 Backup & Restore Tool as an administrator.
2. Enter your Office 365 credentials and click Sign In.
3. Select the desired files/folders from the tree structure and click Next.
4. Choose G Suite as the saving format and enter your Google Workspace credentials.
5. Finally, select the desired features and filters, then click Convert.

Conclusion

The process to migrate email from Microsoft 365 to Google Workspace involves careful planning, execution, and post-migration support. By following the outlined steps, organizations can ensure a smooth and efficient transition. Thorough preparation, utilizing the right tools, and providing adequate support and training to users are key factors in the success of the migration. Additionally, for a faster and more reliable solution, use the automated tool.