Migrate from Exchange or Office 365 to Google Workspace

The process of migrating from Microsoft Exchange to Google Workspace involves these major steps. Click a step for more information about the tools, resources, and best practices to help you move to Google Workspace.

Steps to migrate data

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Step 1: Get familiar with Google Workspace

For resources on managing a pilot or full deployment of Google Workspace—from planning to ongoing user support—see Set up Google Workspace for your organization.

Step 2: Add user accounts in Google Workspace

Make sure that your Google Workspace users have a user account. 

Step 3: Configure mail delivery to Google Workspace

Next, set up your Exchange server to send mail to your Google Workspace account. Your users will continue to receive mail sent to Exchange email accounts as your organization transitions to Google Workspace. 

The most straightforward option is to set up dual delivery. With dual delivery, incoming mail continues to be delivered to your Exchange server. The Exchange server processes each message and then forwards a copy to Google Workspace. This configuration does not require you to change the mail exchange (MX) records for your domain. In some cases, you might need to set up secondary email addresses in Google Workspace.

For details about how to set up dual delivery through your Exchange server, see Legacy server as primary server.

Related topic

Email routing and delivery

Step 4: Move data from the legacy system to Google Workspace

You might want to bring some data, such as email, calendar, and contacts, from your legacy system to Google Workspace. There are a range of tools to help you with this process. 

If you want to...

Then use...

Migrate email, calendar, and contacts on behalf of your users from:

  • Exchange Server 2010, 2013, and 2016

G Suite Migrate (beta)

Must be a super admin

Migrate email, calendar, and contacts on behalf of your users from:

  • Exchange Online (Office 365)

Data migration service

Must be a super admin

Migrate email, calendar, and contacts on behalf of your users from:

  • Exchange Server 2007

  • PST archives

G Suite Migration for Microsoft Exchange (GSMME)

Must be a super admin

Allow your users to migrate their own Exchange data.

Note: Recommended for 20 users or fewer.

G Suite Migration for Microsoft Outlook (GSMMO):

  1. Set up GSMMO for your organization.

    Must be a super admin

  2. Instruct your users on how to run GSMMO.

Synchronize email, calendar, contacts, notes, and tasks between your Google Workspace account and Outlook

G Suite Sync for Microsoft Outlook (GSSMO)
Step 5: Configure the Google Workspace environment

You might want to set up Google Workspace so that it feels familiar to users coming from Exchange. This section describes how to recreate some of the functionality of Exchange in Google Workspace.

Can a user continue to use Outlook or another email client?

Yes. You can set up G Suite Sync for Microsoft Outlook (GSSMO) to let users access Google Workspace email, calendar, and contacts from Outlook. GSSMO synchronizes all data between Google Workspace and Outlook. For details, see Administrator setup for GSSMO

Google Workspace also supports any email client that uses IMAP, including mobile devices. For details, see Use IMAP to check Gmail on other email clients.

Can a user send email on behalf of another user?

Yes, but first you need to set it up in the Google Admin console:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenGoogle Workspaceand thenGmailand thenUser settings.
  3. Under Mail Delegation, check the Let users delegate access to their mailbox to other users in the domain box.
  4. Click Save.
  5. Tell your users to review Set up mail delegation.

Can I create a global address book of shared contacts?

Yes. All users and groups in your domain are automatically added to the global address book. You can add additional entries using the Shared Contacts API.

Can I create shared calendars?

Yes, but first you need to set it up.

  1. See Set Calendar visibility and sharing options.
  2. (Optional) To create a calendar for your organization, see Create and share a group calendar.
  3. Tell users to share their calendar. See Share your calendar with someone.

If you use G Suite Sync for Microsoft Outlook (GSSMO), it will synchronize user calendars between Outlook and Google Workspace. Your users can create calendars in either place and have them appear in the other. See Share a calendar using GSSMO.

How do I create Public Folders?

Google Workspace does not support Public Folders in the sense that Exchange uses them. However, you can implement similar functionality by using Google Groups to create a collaborative inbox, or by using shared files and folders in Google Drive.

Step 6: Train your users

For a successful deployment, train your users before switching to Google Workspace. See:

Related topics

Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.
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