How to Migrate from Google Workspace to Microsoft 365 in 2025

Businesses often switch from Google Workspace to Microsoft 365 for better integration with Windows, Microsoft Teams, or stronger compliance features. While the move is possible, it requires careful planning to avoid downtime or data loss.

Pre-Migration Checklist

Before you begin, make sure a few essentials are in place. First, confirm that you have purchased the correct Microsoft 365 licences for every user. Next, verify ownership of your Google Workspace domain — Microsoft won’t let you proceed until that’s done.

It’s also wise to communicate upcoming changes to your team. Let staff know when the migration will happen, how long it may take, and what they’ll need to do afterwards. Finally, protect yourself against unexpected errors by creating a Google Workspace backup with a solution like BackupVault. Migration moves data; backup secures it.

Migration Methods Explained

There are three main ways to move data from Google Workspace to Microsoft 365.

Manual Migration

With this method, you export emails, contacts, and calendars to PST or CSV files and then import them into Outlook or Exchange Online. It’s free and can work for very small businesses, but it’s slow and risky if you have many users or large mailboxes.

Native Microsoft 365 Migration Tool

Microsoft’s own tool, Migration Manager (found in the Exchange Admin Center), allows you to connect your Google Workspace domain, set up a service account, and map user mailboxes. Once configured, you can run migration batches directly within Microsoft 365. This option is officially supported but can be error-prone with very large data volumes.

Third-Party Migration Tools

For larger organisations, third-party tools such as AvePoint Fly, BitTitan MigrationWiz or CloudM are often the best choice. They automate batch transfers of mail, contacts, calendars and files, and are built to handle complex, large-scale moves. BackupVault provides this as a managed service using AvePoint Fly for both Google Workspace and Microsoft 365 (including tenant-to-tenant) migrations. These solutions carry an additional licence cost but typically save time and reduce errors during complex projects.

Google Workspace to Microsoft 365 Migration (Step-by-Step)

A typical migration follows this sequence:

Step 1: Add and verify your domain
In Microsoft 365, add your existing Google Workspace domain and complete the DNS verification process.

Step 2: Create users and assign licences
Set up each user in the Microsoft 365 admin centre and make sure the right licences are applied.

Step 3: Configure migration endpoints
Create a secure connection between Google Workspace and Microsoft 365 so data can flow between the two.

Step 4: Map user accounts
Link Google Workspace mailboxes to the new Microsoft 365 accounts.

Step 5: Run migration batches
Begin moving emails, contacts, and calendars in batches. Monitor progress closely and resolve any errors.

Step 6: Update MX records
Once you’re ready to cut over, change your MX records so that new mail is delivered directly to Microsoft 365.

Step 7: Validate and decommission
Check that all data has migrated successfully. When you’re confident everything is in place, you can decommission your Google Workspace environment.

Common Migration Issues (and Fixes)

Some common challenges include Gmail labels not mapping neatly to Outlook folders, Shared Drive permissions being lost, and calendar events with attachments failing to migrate. Message size limits or throttling can also slow progress. These problems are usually resolved by careful pre-planning and, in some cases, breaking migrations into smaller batches.

How Long Does Migration Take?

The time required depends on the number of users, the size of each mailbox, and your network speed. A small business with around 10 users may complete the migration in a few hours. Medium-sized organisations often take one to three days, while large enterprises with thousands of users may need several weeks.

Final Steps After Migration

Once data is in Microsoft 365, update user devices and Outlook profiles to point to the new system. Provide training so staff can get comfortable with Teams, OneDrive, and other Microsoft apps. Finally, confirm that your Google Workspace subscription is cancelled to avoid paying for two systems at once.

Importance of Backups During Migration

It’s important to remember that migration is not the same as backup. Even with the best tools, errors, corruption, or accidental deletions can occur. A reliable third-party solution ensures your data is safe before, during, and after the switch.

Explore our Microsoft 365 backup solutions, or protect both platforms with BackupVault.

👉 Protect Microsoft 365 and Workspace data with BackupVault – try it free today.