Undoubtedly, Google Workspace is the best collaboration and communication suite on the market. If you are not using it currently, you are missing out on many awesome features. If you have decided to move to Google Workspace, you will realize the importance later. Google’s collaboration suite includes Gmail, Google Drive, Chat, Meet, and Calendar, which cover all essentials needed to work effectively as a team or within an organization.

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For businesses embedded in the Microsoft ecosystem, switching platforms is a major strategic decision. Yet, migrating from Microsoft 365 to Google Workspace is an increasingly popular move for companies seeking a more flexible, integrated, and cloud-native collaborative environment.

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This guide is updated to reflect Google's latest tools, which make this transition more efficient than ever. We'll detail the DIY approach using the new Data Migration Service for email and calendars, explain how to handle contacts with the classic migration tool, and explore the benefits of a fully managed migration.

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Option 1: The Do-It-Yourself (DIY) Migration

The modern DIY process for migrating from Microsoft 365 requires using two separate tools within the Google Admin console: the new Data Migration Service for email and calendars, and the classic migration service for personal contacts.

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What’s Migrated from Exchange Online?

It's crucial to know what each tool can and cannot handle.

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Using the New Data Migration Service:

• Included Email Data: All messages (including drafts and sent items), folder structures (converted to labels), read/unread status, and attachments under 25 MB are migrated. Shared mailboxes are also included.

• Included Calendar Data: Primary and additional user calendars, resource calendars, and all event details (attendees, status, reminders) are migrated.

• Not Included: Emails larger than 50 MB, In-place Archive mailboxes, Outlook Categories, calendar event attachments, and rich text formatting in event descriptions.

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Using the Classic Migration Service:

• Included Contact Data: The tool is designed exclusively to migrate users' personal contacts. Migrated fields include name, organization, email, phone, and addresses.

• Not Included: This tool does not migrate contacts from the Global Address List (GAL), contact groups, or any email and calendar data.

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Prerequisites Checklist

Proper preparation is essential for a smooth transition.

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• In Google Workspace:
  • You must be a super administrator to run migrations.
  • All target user accounts must be created with active Google Workspace licenses, with Gmail and Calendar services turned on.

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• In Microsoft 365:
  • You need a user account with the Global Administrator role to authorize the main migration.
  • For migrating contacts, you need a dedicated role account with permission to access user data.

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Step-by-Step Migration Guide

This is a multi-stage process managed from the Google Admin console.

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Part 1: Migrating Email & Calendars (New Tool)

• Connect to Your Microsoft Account: As a super admin, navigate to the Data Migration service, choose to connect to Exchange Online, and sign in with your Microsoft Global Administrator account to authorize the connection.

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• Define and Map Users: You will need two separate CSV files: a User List CSV with all source email addresses (up to 250 per migration) and an Identity Map CSV to link each source address to its new Google Workspace address. You can download Sample CSV files for both of these lists.

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• Configure and Start: Select whether to migrate Email, Calendar, or both, and set a start date. Click

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• Start migration and monitor the progress on the real-time dashboard.

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• Finalize with a Delta Migration: After the initial transfer, run a delta migration to copy any new or updated data that changed in the source account during the process.

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Part 2: Migrating Contacts (Classic Tool)

• Access the Classic Tool: In the Data Migration service, click Microsoft Exchange Classic.

• Set Up the Connection: Select your Exchange version and, crucially, choose Contacts as the data type. Enter the credentials for your Exchange Role Account and verify the connection.

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• Migrate Contacts: Once connected, you can migrate users one by one or in bulk by uploading a CSV file that maps source emails to their target Google Workspace accounts. After the migration, run a “Delta Migration” to move the latest data, then click More > Exit migration to finalize.

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Expert Help for a Flawless Transition

Moving an entire organization from the deeply integrated Microsoft 365 ecosystem is a significant undertaking. While Google's tools are powerful, the process is complex. Understanding which tool to use for each data type, navigating their limitations, and managing the multi-stage process for email, calendars, and contacts is a challenge in itself. For businesses with large user counts, extensive archives, or specific compliance needs, the DIY route can introduce unnecessary risks.

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Cloudasta specializes in complex Microsoft-to-Google Workspace migrations, providing the expert guidance needed to ensure a flawless transition. Our team handles the entire project, ensuring a seamless experience with minimal disruption and zero data loss. We develop a clear migration strategy from the start, helping you choose the right tools and processes for a comprehensive transfer of email, calendars, and contacts, ensuring no data is left behind.

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Our service is designed to move your entire digital ecosystem, including:

• Emails and Calendars
• Contacts and User Groups
• OneDrive and SharePoint files

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As a Google Cloud Partner since 2014, we use industry-leading technology to ensure your data is migrated securely and completely, turning a complex technical project into a strategic success.

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Start your migration with significant savings. By choosing to sign up for or move your Google Workspace licenses with us, you can reduce your migration fees by 75%. This partnership also unlocks a wealth of premium benefits: receive dedicated support, stay informed with our monthly Google Workspace newsletters, join expert-led webinars, and get strategic advice from a team dedicated to maximizing your discounts.

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Contact Cloudasta today to ensure your migration to Google Workspace is a strategic success.

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