How to Merge Two Google Workspace Accounts

Merging Google Workspace accounts isn’t as straightforward as many organisations expect. Google doesn’t offer a “one-click merge” option, so IT teams often find themselves piecing together a migration with different tools.

Businesses usually face this challenge after a merger or acquisition, when trying to simplify multiple domains, or when correcting setup mistakes. But without careful planning, the process can create broken file permissions, missing emails, or permanent data loss. That’s why the most important first step is always a secure backup of your data.

Can You Really Merge Google Workspace Accounts?

The short answer is no. Google doesn’t provide a direct way to merge two accounts into one. Instead, administrators must rely on migrations, transfers, or third-party software. Even then, there are permanent limitations: file permissions may not carry over correctly, Gmail folder structures can be altered, and references between Docs and Sheets often break.

For most businesses, this means a “merge” is really a carefully planned migration, not a simple consolidation.

Why Businesses Need to Merge Workspace Accounts

There are several common scenarios. Mergers and acquisitions are the biggest driver, with organisations needing to bring all employees into a single Workspace domain. Others want to simplify administration, removing the overhead of running multiple consoles or domains. Some do it for cost efficiency, eliminating duplicate licences, while others are correcting legacy setup mistakes such as billing in the wrong country or creating multiple accounts unnecessarily.

Methods to Merge Google Workspace Accounts

There are a few different approaches to consolidating accounts, each with its own pros and cons.

Google’s Domain Transfer Tool is available for enterprise-scale organisations with more than 5,000 users, but it comes with a high price tag (often £20k+), making it unrealistic for smaller businesses.

Google Workspace Migrate is Google’s own tool, designed to run on virtual machines with SQL Server. It supports Gmail, Drive, and Calendar migrations but requires significant technical expertise to set up.

A more basic option is using the Admin Console’s data transfer feature when deleting users. This allows you to transfer Drive and Calendar data, but Gmail and Contacts won’t move over, so there’s a high risk of losing information.

Many SMBs turn to third-party migration tools, which offer broader support and simpler interfaces. These come at a cost, but they are often more user-friendly and better suited to multi-domain setups.

Finally, some organisations choose to hire a migration partner. This option is best for large or complex projects, with costs ranging anywhere from £5,000 to £200,000 depending on the scope.

How to Merge Two Google Workspace Accounts

Although every migration will look slightly different, the process typically follows a series of steps:

1. Plan the migration – Audit the data, confirm which domain will be the destination, and set a timeline.
2. Backup everything first – Protect Gmail, Drive, Contacts, and Calendars before any data is moved.
3. Prepare the destination account – Create the necessary user accounts and check storage capacity.
4. Migrate email – Use Google’s Data Migration Service or a third-party solution.
5. Move files and calendars – Transfer Drive documents, Shared Drives, Calendars, and Contacts.
6. Verify and test – Ensure file permissions, shared links, and email routing all work correctly.
7. Update aliases and domains.
8. Decommission the old account – Only once testing is complete and data is verified.

Risks and Limitations to Watch Out For

Merging Workspace accounts isn’t without pitfalls. Shared file permissions often fail to transfer properly, leaving some users locked out of content. Gmail structures such as labels and folders may not appear in the same way after migration. Cross-file references in Docs or Sheets can break, disrupting workflows. Above all, there’s always a risk of permanent data loss if backups aren’t in place before changes are made.

Why Backups Are Essential Before a Workspace Merge

Google’s tools were built for data migration, not full account merges. Mistakes like deleting users too early or missing permissions can lead to irreversible losses.

With BackupVault’s Google Workspace backup solution, you can secure Gmail, Drive, Shared Drives, Contacts, and Calendars before starting the migration. Our backups are stored in the UK for GDPR compliance and allow quick restoration if anything is lost or corrupted.

Before you merge, protect your organisation with a reliable safety net.

Explore our cloud backup solutions