Switching from Google Workspace to Microsoft 365 is a common move for organizations that need deeper desktop app integration, advanced compliance tools, or better hybrid identity management. This checklist covers every step.
Why Organizations Switch
| Feature | Google Workspace | Microsoft 365 |
|---|---|---|
| Desktop apps | Web-first | Full desktop suite |
| Email storage | 30 GB (basic) | 50-100 GB |
| Compliance | Basic | Advanced (DLP, eDiscovery, retention) |
| Identity | Google Identity | Azure AD + Entra ID |
| Security | Good | Enterprise-grade (Defender, Sentinel) |
| Hybrid support | Limited | Full (Azure AD Connect, ADFS) |
Pre-Migration Checklist
Week 1-2: Discovery & Planning
- [ ] Count total users, shared drives, and data volume
- [ ] Audit Google Groups → map to M365 Distribution Lists / Security Groups
- [ ] Identify Google Sites → plan SharePoint migration
- [ ] List Google Forms → plan Microsoft Forms replacement
- [ ] Check Google Vault data → plan eDiscovery migration
- [ ] Map Google Drive shared permissions → OneDrive/SharePoint permissions
- [ ] Identify third-party apps using Google OAuth → plan re-authentication
Week 2-3: Tenant Setup
- [ ] Purchase M365 licenses (compare plans)
- [ ] Create M365 tenant at admin.microsoft.com
- [ ] Add and verify domain(s)
- [ ] Set up Azure AD Connect (if on-prem AD exists)
- [ ] Create user accounts (manual or CSV bulk import)
- [ ] Configure security defaults (MFA, conditional access)
Week 3-4: Data Migration
Email Migration
Use Microsoft's built-in Google Workspace migration tool:
Admin Center → Settings → Migration → Gmail
1. Enter Google admin credentials
2. Generate migration key
3. Select users (batch or all)
4. Choose data: Email, Calendar, Contacts
5. Start migration (runs in background)
Estimated speeds:
- 1 GB per user per hour (average)
- 100 users × 5 GB average = ~500 hours of migration time
- Run multiple batches in parallel to speed up
Drive Migration
Options for Google Drive → OneDrive/SharePoint:
| Tool | Cost | Speed | Best For |
|---|---|---|---|
| SharePoint Migration Tool | Free | Moderate | Bulk migration |
| Mover (Microsoft) | Free | Fast | Large drives |
| BitTitan | $15/user | Fast | Complex permissions |
| ShareGate | $$$ | Fast | SharePoint-heavy orgs |
Week 4-5: DNS Cutover
# Old Google records to remove:
MX: ASPMX.L.GOOGLE.COM (priority 1)
MX: ALT1.ASPMX.L.GOOGLE.COM (priority 5)
MX: ALT2.ASPMX.L.GOOGLE.COM (priority 5)
# New Microsoft 365 records:
MX: company-com.mail.protection.outlook.com (priority 0)
TXT: v=spf1 include:spf.protection.outlook.com -all
CNAME: autodiscover → autodiscover.outlook.com
Critical: Lower TTL to 300 seconds 48 hours before the switch.
Week 5-6: User Training & Cleanup
- [ ] Deploy Outlook desktop clients
- [ ] Configure mobile devices (Outlook mobile)
- [ ] Train users on Teams, OneDrive, SharePoint
- [ ] Verify all data migrated correctly
- [ ] Keep Google Workspace active for 30 days (safety net)
- [ ] Cancel Google Workspace subscription after soak period
Common Gotchas
1. Google Drive Links Break
External links shared from Google Drive will stop working. Plan to:
- Re-share critical documents from OneDrive/SharePoint
- Set up redirects for widely-shared links
2. Google Calendar Integration
Third-party apps connected via Google Calendar API need to be reconfigured for Microsoft Graph API.
3. Google Groups vs M365 Groups
Google Groups and M365 Groups have different permission models. Plan the mapping carefully.
Cost Comparison
For a 100-user organization:
| Platform | Plan | Cost/mo | Annual |
|---|---|---|---|
| Google Workspace Business Starter | $7/user | $700 | $8,400 |
| Google Workspace Business Standard | $14/user | $1,400 | $16,800 |
| M365 Business Basic | $6/user | $600 | $7,200 |
| M365 Business Standard | $12.50/user | $1,250 | $15,000 |
Microsoft 365 is often cheaper AND includes desktop Office apps.
When to Hire Migration Experts
Consider professional help if:
- You have 500+ users
- You have complex shared drive permissions
- You need compliance-grade migration (audit trail)
- You can't afford extended downtime
- You have Google Vault data that must be preserved
Medha Cloud's Google to M365 migration service handles the entire process — from discovery to post-migration support. Their M365 migration services cover every source platform.
Conclusion
The Google to Microsoft 365 migration is straightforward with proper planning. Give yourself 4-6 weeks, follow this checklist, and you'll have a smooth transition.
Planning a Google Workspace to M365 migration? Medha Cloud provides zero-downtime migration services for organizations of all sizes. Get a free assessment.
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