If you are wondering how to migrate from Microsoft 365 to Google Workspace, the first thing to know is that it is not just a case of switching email platforms.
For most organisations, the migration touches everything from calendars and files to permissions, user accounts, security settings and the way teams work day to day. When it is planned properly, it can give people a simpler and more collaborative way to work. When it is rushed, it can lead to disruption, confused users and a very busy IT team.
That is why it pays to plan the move properly.
Microsoft 365 vs Google Workspace: why businesses make the move
When comparing Microsoft 365 vs Google Workspace, the main difference for many businesses is how the tools feel in everyday use.
Google Workspace is built around browser-based collaboration. Teams can work together in Docs, Sheets, Slides and Drive without passing files back and forth, worrying about version control or digging through long email threads.
That becomes especially useful when you work with people outside your organisation. Sharing a Google Doc or Drive folder with a client, supplier or external partner is quick and simple. Everyone can work in the same file, leave comments, suggest edits and see changes in real time. With Microsoft 365, external collaboration can often feel a lot more rigid.
That does not mean Google Workspace is right for every organisation. If your business depends heavily on desktop Microsoft apps or complex legacy workflows, the move needs careful planning. But if your teams already work best in the cloud, and regularly collaborate with people outside the organisation, Google Workspace can be a better fit for how they actually work.
Start with a proper migration plan
When working out how to migrate from Microsoft 365 to Google Workspace, the first proper step is understanding what you already have.
That means taking a proper look at your Microsoft 365 environment: where your users sit, how email is set up, what is stored in OneDrive and SharePoint, which calendars and shared mailboxes matter, and how permissions are currently managed.
It is not the most exciting part of a 365 to GWS migration, but it is the part that helps you avoid surprises later.
It is also worth deciding what should not move. Old files, unused accounts, duplicate folders and messy permissions do not become less messy when they arrive in Google Workspace. A migration is a good chance to clean things up before rebuilding them somewhere new.
Migrating email from Microsoft 365 to Google Workspace
Email is usually the part everyone worries about first. Which is fair. If email stops working, people notice.
In most migrations, Google Workspace is prepared while Microsoft 365 is still active. That usually means verifying the domain, setting up the right users in Google Workspace and preparing the Microsoft 365 mailboxes before any live mail flow is changed.
Existing mailbox data can then be copied across into the Google accounts. When you are ready to cut over, your domain settings are updated so new mail starts flowing into Gmail.
That stage needs care. MX records control where email for your domain is delivered, and your wider email authentication setup also needs to be checked so messages continue to send and receive properly after the move.
It is worth testing the process with a small pilot group before rolling it out to everyone. Move a few users first, check Gmail, test delivery, fix anything unexpected, then continue with the wider migration.
Moving files, folders and permissions
Files can be trickier than email because they are often messier.
By the time a business is ready to migrate, its Microsoft 365 environment may contain years of OneDrive folders, SharePoint sites, Teams files and inherited permissions. Moving everything straight into Google Drive without reviewing it first can create a cluttered setup from day one.
Before the migration, decide what belongs in My Drive and what belongs in shared drives. Personal working files may be fine in My Drive, but shared business data is better placed in shared drives, where ownership sits with the organisation rather than one individual user.
Permissions need the same level of attention. If a SharePoint folder has been shared widely over several years, you may not want to recreate that same access in Google Drive. Use the move as a chance to ask who actually needs each set of data now.
Reducing downtime during the migration
No migration is completely invisible, but it should not feel chaotic.
For smaller organisations, a simple cutover may be enough. For larger businesses, or those with more complex data and permissions, a phased Office 365 to Google Workspace migration is often safer.
Either way, people need to know what is changing, when it is happening and what they need to do on go-live day. The smoother migrations usually have a few things in common: testing before the main move, avoiding peak working hours where possible, visible support during launch week, and checks once the switch has happened.
Common Microsoft 365 to Google Workspace migration mistakes
The biggest mistakes usually come from rushing. When teams skip planning, they risk carrying old problems into the new setup, missing important details or creating avoidable disruption during go-live.
Another key mistake is treating the project as purely technical. A migration changes how people work. Users may need to get used to new ways of sharing files, managing inboxes, booking meetings and collaborating in documents.
That is why user training and adoption support matters. Moving data into Google Workspace is only one part of the project. The next step is helping your people work confidently once they are there.
How long does a Microsoft 365 to Google Workspace migration take?
There is no useful universal answer.
A straightforward email migration for a small business will be relatively quick. A larger migration involving email, calendars, OneDrive, SharePoint, shared drives and complex permissions will naturally need more time.
The timeline usually depends on the number of users, the volume of data, how tidy the existing Microsoft 365 setup is, how many shared mailboxes or calendars are involved, and how much user support is needed.
The best approach is to scope the migration properly before committing to a timeline. That way, you are working from the real setup rather than a guess.
Do you need a Google Workspace migration partner?
Some businesses can handle the migration themselves. If you have a small team, a simple setup and people in-house who know Google Workspace well, an internal migration can work.
For more complex environments, a partner makes the move much easier to manage. That is especially true when your IT team is already stretched, you have a lot of SharePoint or OneDrive data to move, email is business-critical, or your users need support to make the most of the move.
Cobry can plan, manage and deliver your Google Workspace migration from start to finish. We help you understand what needs to move, reduce disruption during the switch and support your people as they settle into Google Workspace, so the move actually improves the way your organisation works.
If that sounds right for you, get in touch with us.
