Google Workspace to Microsoft 365: Migration Checklist
Plan the move around the work your team needs to keep doing. Inventory email, files and applications, test a small group, agree a changeover plan and verify the result before cancelling the old service. The right schedule depends on your data and dependencies, not just the number of users.
On this page
Start with an inventory
Create a list of users, shared addresses, aliases, calendars, personal drives and shared drives. Ask teams about forms, automation, website email and tools that depend on a Google account. Assign a business owner to each important system.
Microsoft’s migration overview covers the main move to Microsoft 365. Use it to understand the available tools, then build a plan for your organisation’s actual setup.
Decide where information belongs
Agree destinations before copying data. Identify which files belong to an individual and which need to stay with a team. Review access with the people responsible for those documents.
Microsoft’s Google Drive migration guidance explains the Migration Manager route for files. Email and files have separate migration work, so confirm that your quote covers both where needed.
Use this planning checklist
| Area | Decision to make before the move |
|---|---|
| Accounts | Who needs access, which licences and who can approve the list? |
| Which mailboxes, aliases and shared addresses must work? | |
| Files | Where should team and personal content go, and who can access it? |
| Applications | Which sign-ins, forms or integrations depend on Google? |
| Devices | Who will help staff sign in and set up their apps? |
| Changeover | Who owns the schedule, communications and go/no-go decision? |
| Recovery | How will the team respond if a check fails? |
Keep passwords and recovery credentials out of ordinary planning documents. Agree secure access separately with the people doing the work.
Pilot with a representative group
Choose a small group whose work reflects the rest of the business. Our recommended acceptance list includes incoming and outgoing email, calendar use, access to team files, external sharing and a routine task in each important application.
Ask participants to report what changed or stopped working. A successful copy job is useful evidence, but it does not prove that every business workflow works. Record unresolved issues and agree which must be fixed before proceeding.
Check tool limits and the changeover plan
Microsoft documents Google Workspace mailbox migration capabilities and limitations. Review those against the inventory before promising that every item or setting will transfer unchanged.
Your technical plan should explain email routing, final synchronisation, verification and the response to problems. Changes to live domain records need a clear owner. Keep staff informed about where to sign in and who can help.
Avoid cancelling Google Workspace immediately after the first transfer. Complete the agreed checks, confirm retained information and account for any contractual commitments before discontinuing services.
What affects the quote?
User count is only one factor. Data volume, shared drives, permissions, integrations, unsupported items, device work and the support needed after the move can all affect the job.
Ask for a written scope with exclusions, acceptance checks, responsibilities and any temporary overlap in subscription costs. Our Microsoft 365 plans comparison helps with the licensing part of the decision.
Discuss your migration
Tell us your approximate user count, current setup, preferred timing and the main reason for moving. Mention shared drives or important integrations without sending confidential records through the enquiry form.
Discuss a Microsoft 365 migration, or see our migration service. We scope the work before agreeing the price and changeover date.
Common questions
Can we move files as well as email?
Yes, but they require appropriate migration tools and their own scope and checks. Confirm that both are covered by the agreed project.
Can you promise no disruption before reviewing our setup?
No. We first check your data, dependencies and requirements, then agree a tested plan and support arrangements.
Ask us for help
Tell us what you need
A short description is enough. We review enquiries within 2 business hours, Monday to Friday, 8am to 6pm UK time, excluding bank holidays.
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Your request is saved for our team. Jeet Singh is our Delivery Lead.
Need to add something? Email support@cloud365.io.
