Home»Cloud Migration»How to Migrate from Office 365 to Google Workspace

How to Migrate from Office 365 to Google Workspace

Ready to make the switch from Office 365 to Google Workspace but not sure where to start? You’re not alone. Over the last decade, Google Workspace has risen as a powerful rival to Microsoft’s cloud suite, luring businesses with its unique benefits. Whether you’re already a Gmail enthusiast or weighing Gmail vs. Outlook, we’ve got the insights you need.

In this guide, we’ll take you step by step on how to migrate from Office 365 to Google Workspace using the Data Migration Service (DMS) – a built-in, no-cost feature for paid account holders. Yes, it’s as simple as it sounds, but don’t be fooled! The process can eat up time due to the sheer volume of data.

Note: if you have more than five people to migrate with DMS, the process can be quite a time-consuming task. Also, we want you to be aware that the Data Migration Service has some restrictions. It can’t migrate files from OneDrive. You’ll have to move those files manually or use a third-party tool. Plus, with Data Migration, you can only transfer one type of data (email/contacts) at a time, not all together.

The second option is to use a third-party backup and/or migration tool. If you back up your data (which we strongly advise you to do), you can use the backup tool as the migration service for all saved data. These tools simplify the migration, especially if you need to transfer many users at once.

In this tutorial, we migrate email from Office 365 to Gmail, but the process of migrating Calendars and Contacts is the same.

Enhance the cybersecurity of your Google Workspace with SpinOne!

Learn more

How to Migrate from Office 365 to Google Workspace Using Data Migration Service

At this point, we assume by default that, by this point, you have already created the destination Google Workspace account(s). Let’s get started!

Step 1. Set up roles for Office 365 accounts

This is a pre-migration step that makes migration possible. When you are migrating your data, you need to provide your credentials from Office 365 accounts to Google Workspace Data Migration Service. For DMS to extract data, you need to assign some new roles for your O365 account. These roles are:

– ApplicationImpersonation

– ViewOnly-Configuration

How to do that:

1. Log in to your Office account.

2. Go to the Admin panel. In the desktop version, go to apps and click on Security&Compliance. In the web version, click on Exchange.

Office 365 Admin Center: Exchange

3. Go to the Permissions section.

Office 365 Permissions section

4. In Admin roles block click on +. In the new window, fill out the Name field, go down to Roles and press on + again. Choose the first role (ApplicationImpersonation) and click Add, then repeat with the second one (ViewOnly-Configuration).

Office 365 management role picker

5. Click on Save.

6. Then, go to the User roles block. Click on + and add your account.

Exchange admin center permissions

7. You don’t have to do this with all the accounts you are about to migrate data from – do this just for the account that Google Workspace will use to connect to Office 365.

8. Note that the process can take some time to take effect. Wait 10-20 minutes, and then you can proceed with the migration itself.

Step 2. Moving Mails, Calendars, and Contacts

So, let’s start Office 365 cross-tenant migration with emails.

1. Open your Google Workspace admin console. Go to Data Migration.

Office 365 Migration

2. Chose Email.

3. In the Migration source field, select Microsoft Office 365.

4. In the Connection protocol field, chose Exchange web services. There will appear a new field where you need to put the web address of the migrating Outlook account.

5. In the Role account field, type the email address and password of the role account on your mail server.

6. Press Connect.

Email migration data and password

7. On the next page, you have to choose a date range and specific email folders to copy. Choose the options that make sense according to your needs.

Email migration operations

8. Press Select Users.

9. On the new page, you have to specify the source account(s) to transfer data from, and the destination account to move data to.

Specify the source and the destination

10. Click Start.

It usually takes some time to see the percentage bar movement in the Status column. The amount of time needed to migrate the Office 365 mailbox to another tenant depend on the number of emails. For example, it may take an hour to move 2000 emails. If you have thousands of emails to migrate from different users, be patient, and occupy yourself with other things while waiting for migration to finish. Keep in mind that you might lose some important elements in this process, for example, shared inbox. After migrating to Google, you might need to create Google Workspace shared mailbox from scratch.

Do you have Google Workspace and want to start using Microsoft 365? Learn about Google Drive to Office 365 migration.

Remember to backup your business-critical data in Google Workspace!

Use SpinOne
William William Tran Product Manager
About Author

Will Tran is the Product Manager at Spin.AI, where he guides the product's strategic direction, oversees feature development and ensures that the solution solves his clients’ cybersecurity needs.

Will is a security professional who started his career at Lockheed Martin where he worked on National Security Space programs in business development and product management.

Will holds a BA in Economics and Mathematics from UCSB and an MBA with a specialization in Technology Management and Marketing from UCLA Anderson School of Management.

At Lockheed Martin, Will developed the multi-year strategy campaign and supported the product development satellite program for the United States Air Force, which resulted in a multi-billion dollar contract.

During business school, Will consulted 2 non-profit organizations as part of a series of national consulting case competitions. He set strategic priorities, optimized business operations, and developed a process to qualify new revenue streams for his non-profit clients. These initiatives resulted in 15-20% increase in gross profit.

In his spare time, Will can be found at local coffee shops around Los Angeles, traveling to different countries, or hanging out with his cat.

Featured Work:

Frequently Asked Questions

How do I link my Microsoft 365 to my Google Workspace?

Linking Microsoft 365 to Google Workspace allows collaboration between these platforms. To do this, you need to add your Google Workspace domain to Microsoft 365. So, go to the Microsoft 365 Admin Center and select Show all > Settings > Domains. Then choose Add domain, enter your domain name then select Use this domain >Add a TXT record to the domain’s DNS records>Continue, and copy the TXT value.

Then go back to the Google Admin Console, choose Domains > Manage domains, View Details > Manage domain, DNS > Custom resource records. Open the record type drop-down, choose and enter the TXT value then select Add. ( the updates may take up to 48 hours.) Finally, return to the admin center, and select Verify > Close.

How do I migrate from Microsoft 365 to Google Workspace?

To migrate from Microsoft 365 to Google Workspace use an in-built, no-cost Data Migration Service (DMS). For this,

  1. create the destination Google Workspace account(s).
  2. set up roles for Office 365 accounts to provide your credentials from Office 365 accounts to Google Workspace Data Migration Service.
  3. move your emails, calendars, and contacts

Note, that the DMS has some restrictions. For instance, It is only available for paid account holders; it can’t migrate files from OneDrive; and it can only transfer one type of data (emails/calendars/contacts) at a time.

Why use Google Workspace over Microsoft 365?

Google Workspace and Microsoft 365 are both powerful productivity suites with their own sets of advantages. Yet, there are some advantages of Google Workspace over Microsoft 365. First, Google Workspace is often seen as a more cost-effective solution which makes it an attractive option for SMBs. Second, Google Workspace offers a superfast real-time collaboration when Multiple users can simultaneously edit documents, spreadsheets, and presentations. One more reason to use Google Workspace over Microsoft 365 is that the former is a fully cloud-native solution that allows easy and automatic updates without the need for manual installations. All in all, the choice between Google Workspace and Microsoft 365 depends on your organization’s specific needs, preferences, and existing infrastructure. Many businesses use a combination of both suites or choose based on the specific use case of each tool.