Working with remote and in-office colleagues? Learn how to thrive in hybrid work environments.

Get ready to switch to Google Workspace


Assorted devices display Google Workspace servicesBefore switching to Google Workspace, complete this checklist to...


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Understand Google Workspace

CheckboxGet to know Google Workspace and your new tools

Google Workspace helps you:

  • Communicate and collaborate instantly with your co-workers—Connect with your team over video meetings, email or chat whether they're using Google Calendar, Gmail, Google Meet, and Google Chat.
  • Store files securely and find what you need instantly, on any device—Keep documents, spreadsheets, presentations, and more all in one place with Google Drive.
  • Create, share, and present professional templates, project plans, and slide decks—With Google Docs, Sheets, and Slides you can create and edit documents, spreadsheets, and Slides right in your web browser.
CheckboxLearn about Gmail

If you’re switching from another email app like Microsoft Outlook, you’ll notice a few differences when you start using Gmail:

  • Gmail groups a message and its replies in a single conversation thread. You can use conversation threads to see multiple related messages in one view. You'll see new messages at the bottom of a thread.
  • If a thread has a lot of messages, click the 3 dots at the bottom to see the entire thread.
  • In Gmail, you can tag messages with labels and use search operators to find messages.

Learn more

CheckboxGet Chrome Browser

You must have access to Chrome Browser 30 days before before your company transitions to Google Workspace. If you don’t already have Chrome Browser, download and install it.

You’ll work in Chrome Browser to use Google Workspace tools, such as Gmail, Google Drive, and Google Docs. You can customize it and work securely across all of your devices. With Chrome Browser, you can:

  • Synchronize bookmarks and settings across all your devices.
  • Add to your browser’s functionality with Chrome Web Store extensions, such as photo editors and project-management tools.

Clean up old mail and calendar events

CheckboxOrganize your email and email folders

About 30 days before your organization switches to Google Workspace, it's a good idea to start cleaning up your email and email folders. You need time to think about what you really need to keep in Outlook. Here are some other tips to get you started:

  • Try and keep your email folder structure to 10 folders for a smoother migration process.
  • Check messages in your folders, including nested folders that might not be visible. You might need to search for messages.
  • Delete email messages that you don’t need to keep.
CheckboxReview your mailing lists

Review your mailing lists and see what lists you need to keep or delete.

CheckboxCheck for recurring meetings in your calendar

Make a note of recurring events and important meetings before you switch to Google Calendar—during the migration process, some recurring meetings might not appear in Calendar.

Prepare for your new tools and schedule training

CheckboxSwitch to 'Search First' work style

When you start using Google Workspace, you’ll find files, email messages, and more by searching for what you need.

CheckboxBlock time off in your calendar the day you switch to Google Workspace
  • On the day your organization switches to Google Workspace, allow time to review your account settings and familiarize yourself with your new Google Workspace account.
  • Work with your manager to coordinate this schedule with other members of your team.
CheckboxCome into the office for 1:1 support

If you work remotely, schedule 1:1 and peer support time at your organization’s office the week your company switches to Google Workspace.

CheckboxFind Google Workspace training and resources

Before your company switches to Google Workspace, contact your training team to see what Google Workspace courses and resources are available:

  • Review Google Workspace training resources from your training team. For example, is there an internal website where you can find learning resources, such as recordings or presentations?
  • If your training team has a shared training calendar, check out upcoming dates and add these to your calendar.
  • Explore this Google Workspace Learning Center for switching guides, tips and tricks, and more.
  • If your training team offers it, register for advanced training and sign up for the mailing list to hear about Google Workspace updates.
CheckboxReview your email signature

Check with your IT team to see if they have a signature template with an appropriate publicly-hosted image. If there is a template available, make sure you get it before your organization switches to Google Workspace.

If your IT team doesn’t have a signature template, here are some other options:

  • If your organization can share Google Drive files externally, copy and paste the signature from your old email app into Gmail.
  • If your organization can't share Drive files externally, ask your company’s IT team for a signature template with a public URL for the image. Or, if this isn’t possible, search for a public image from the site and copy the URL.
  • Paste your previous signature into a Google Doc and then paste this into Gmail. You’ll need to test to see if this works so have an external person verify the logo in the signature.

Contact your training team about your company logo so you can add it to your new Gmail signature.

CheckboxSet up your Android or Apple iOS device to access Google Workspace

Enroll a company-owned Android or iOS device in mobile management to access your new Google Workspace account and work apps on the go.

  • Add a password to protect your device.
  • If you own an Android device, you can set up a work profile that separates work apps and data from your personal apps and data.
  • Get approved and internal apps on your device.

Prepare to use Chrome Browser

CheckboxImport and manage your bookmarks from non-Chrome browsers

Migrate your bookmarks, browsing history, and saved passwords from any other browsers to Chrome Browser.

Import bookmarks:

  1. In Chrome browser, at the top right, click More ""and thenBookmarksand thenImport Bookmarks and Settings.
  2. Select the program that contains the bookmarks that you want to import.
  3. Click Importand thenDone.

Add bookmarks:

  1. In Chrome browser, go to a site.
  2. To the right of the address bar, click Star "".

Note: You can plan to set up Gmail and Calendar bookmarks on the day your company switches over to Google Workspace.

Manage bookmarks:

  1. At the top right, click More ""and thenBookmarksand thenBookmark Manager.
  2. On the left, click a folder to see its contents.
  3. Drag to reorder a folder or bookmark.
  4. Next to a bookmark, click More "" and select an option to edit or delete.
CheckboxSet a download location

To save a file or image on your computer or device, download it. The file will be saved in your default download location.

  1. In Chrome browser, at the top right, click More "" Settings.
  2. At the bottom, click Advanced.
  3. Go to the Downloads section and choose an option:
    • To change the default download location for all files, click Change and select where you want to save your files.
    • To choose a specific location for each download, check the Ask where to save each file before downloading box.

Learn more

CheckboxTurn Chrome Browser notifications on or off

With Chrome Browser, you get an alert whenever websites, apps, or extensions try to send you notifications. If you don’t want to get notifications, you can turn them off.

  1. In Chrome browser, at the top right, click More ""and thenSettings.
  2. At the bottom, click Advanced.
  3. In the Privacy and security section, next to Site Settings, click the Right arrow "".
  4. Next to Notifications, click the Right arrow "".
  5. Choose an option:
    • To block all notifications, next to Ask before sending (recommended), click Turn off "".
    • To block a notification from a site, next to Block, click Add. Enter the site and click Add.
    • To allow a site, next to Allow, click Add. Enter the site and click Add.
CheckboxContinue where you left off

You can tell Chrome Browser to reopen the same pages that you were looking at when you quit.

  1. On your computer, open Chrome Browser.
  2. At the top right, click More ""and thenSettings.
  3. Under On startup, select Continue where you left off.

Your cookies and data are saved, so any websites that you signed in to before, such as Gmail, will open again. If you don't want to be automatically signed in to these pages, follow the steps below:

  1. On your computer, open Chrome Browser.
  2. At the top right, click More ""and thenSettings.
  3. At the bottom, click Advanced.
  4. Under Privacy and security, click Site settings.
  5. Click Cookies.
  6. Turn on Keep local data only until you quit your browser.
CheckboxReopen a closed tab

If you accidentally closed a tab, you can reopen it by pressing Ctrl+Shift+T

Next steps



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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