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Many growing businesses start with Microsoft 365 because it’s familiar and widely used. Over time, however, some teams find Gmail and Google’s collaboration tools easier to manage and better suited for fast-moving workflows.
That’s when businesses decide to move from Microsoft 365 to Google Workspace.
Email migration between two cloud platforms is a major change, not just a mailbox transfer. Without proper planning, businesses risk missing emails, broken mail flow, or user confusion during the transition.
This guide explains how Microsoft 365 email migration works and why SMBs usually involve a specialist.
Why Businesses Move from Microsoft 365 to Google Workspace
Common reasons SMBs switch include:
- Preference for Gmail’s interface and spam filtering
- Easier collaboration with Drive, Meet, and Calendar
- Simpler admin management for growing teams
- Reducing dependency on Outlook-based workflows
- Cost and license optimization as teams scale
While both platforms are powerful, migration between them needs careful execution.
What Makes Microsoft 365 Migration Different
Migrating from Microsoft 365 is more complex than hosting-based email because of:
- Outlook folder structures vs Gmail labels
- Shared mailboxes and aliases
- Existing rules, forwarding, and filters
- DNS and authentication differences
- Active email usage across teams
These factors make planning essential before changing any MX records.
How Microsoft 365 to Google Workspace Migration Works
A safe migration follows a structured process.
1. Migration Planning
We review:
- Number of users and mailboxes
- Use of Outlook, shared mailboxes, and aliases
- Domain and DNS configuration
- Business email usage patterns
This helps define the correct migration order.
2. Google Workspace Preparation
Google Workspace is set up in advance:
- Users are created
- Domain verification is completed
- Migration access is configured
Microsoft 365 email continues working during this stage.
3. First Sync (Email Copy)
Emails are copied from Microsoft 365 to Google Workspace:
- Server-to-server migration
- Folder structure mapped correctly
- No interruption to live email
Users continue working as usual.
4. Review Before Go-Live
After the first sync:
- Key users review migrated emails
- Folder mapping and data accuracy are checked
Only after validation do we proceed.
5. MX Record Switch & Final Sync
At go-live:
- MX records are updated carefully
- Temporary safeguards are applied during DNS propagation
- Final sync captures any remaining emails
This ensures a clean and complete transition.
Common Mistakes During Microsoft 365 Migration
Businesses often face issues when they:
- Switch MX records too early
- Ignore Outlook-specific folder mapping
- Miss shared mailboxes or aliases
- Attempt DIY migration without testing
- Skip post-migration authentication setup
These mistakes can lead to email disruption or user frustration.
Why SMBs Should Hire a Professional for Microsoft 365 Migration
Migrating from Microsoft 365 involves more than moving emails. It requires:
- Correct mapping between Outlook and Gmail
- Careful DNS and authentication handling
- Sequencing to avoid downtime
- User-ready mailboxes on day one
A Google Workspace migration consultant helps reduce risk and ensures business continuity during the transition.
Why Businesses Trust ManagedInbox
ManagedInbox specializes in Google Workspace migrations for startups and SMBs.
- Certified Google Workspace administrator
- 100+ successful email migration projects
- Experience migrating from Microsoft 365, Zoho Mail, and hosting email
- Strong DNS and email deliverability expertise
- Projects handled for teams from 1 user to 100+ users
- 30 days post-migration support included
Our focus is on safe planning, smooth execution, and minimal disruption.
Planning to Migrate from Microsoft 365 to Google Workspace?
If you’re considering moving from Microsoft 365 to Google Workspace and want it done securely and without downtime, we can help.
Start Your Free Consultation