Sound familiar?
- A Microsoft 365 outage stopped your email, Teams and files all at once
- Your team already uses Gmail and Google Docs at home and finds Outlook hard work
- You pay for Microsoft 365 licences but mostly use email and a few shared files
- Teams, OneDrive and SharePoint have grown into a muddle nobody can find anything in
- Staff work on Chromebooks or in the browser and do not need desktop Office
- You are paying for both Microsoft 365 and Google Workspace
Key facts
- Exchange Online mail, calendars and contacts move with the data import tool in the Google Admin console
- OneDrive files move into each person's My Drive; SharePoint document libraries are mapped to Google shared drives
- Delta imports catch mail that arrives during the move, so nothing is lost at the switch-over
- Outlook folders become Gmail labels, and Outlook rules are rebuilt as Gmail filters
- Google Workspace Migrate is being withdrawn for Exchange Online, SharePoint and OneDrive at the end of 2026, so we use Google's current data import tool
- Your email addresses stay the same; only the DNS records change
- Microsoft 365 is only cancelled after mail flow, calendars and files are checked in Google
Why businesses move to Google Workspace
Microsoft 365 suits a lot of businesses, and we support it too (see Microsoft 365 support). The businesses we move to Google Workspace usually want something simpler. Gmail, Calendar, Drive, Meet and Chat all run in a web browser with nothing to install or update. There are fewer licence types to choose between, sharing a file is one click, and several people can edit the same document at once without version conflicts. Staff who already use Gmail at home tend to get on with it straight away.
A big outage often starts the conversation. When Microsoft 365 went down worldwide on 13 November 2026, email, Teams and OneDrive stopped together for thousands of UK businesses. We wrote up what happened and what to do. To be fair, Google has outages too. The right reason to move is that Google Workspace suits the way you work. If you are still deciding, read our Microsoft 365 vs Google Workspace comparison first.
What moves, and how
| Microsoft 365 | Google Workspace | How |
|---|---|---|
| Outlook / Exchange Online mail | Gmail | Data import tool in the Google Admin console, with delta imports |
| Outlook calendars | Google Calendar | Same Exchange Online import |
| Contacts | Google Contacts | Same Exchange Online import |
| OneDrive | My Drive | Data import tool, OneDrive source |
| SharePoint document libraries | Shared drives | Mapped to shared drives we create for each team |
| Shared mailboxes | Google Groups (collaborative inbox) or delegated Gmail | Recreated, mail imported, access checked |
| Distribution lists | Google Groups | Recreated, members checked |
| Teams meetings | Google Meet | Fresh start; recurring meetings get Meet links |
| PST archives on laptops | Gmail | Imported with Google Workspace Migration for Microsoft Outlook |
The import connects to Microsoft 365 when a Microsoft 365 admin signs in and grants Google read access to the mailboxes and files. We remove that access once the move is finished. Word, Excel and PowerPoint files stay as Office files in Drive, where they can be opened and edited directly, or converted to Google Docs, Sheets and Slides if you prefer.
Things that do not move cleanly
We tell you about these at the start, not after the switch:
- Folders become labels. Gmail uses labels rather than folders. Your Outlook folder tree appears as nested labels, which looks a little different but works the same way.
- Outlook rules and signatures. These are not imported. We rebuild the important rules as Gmail filters and set signatures for everyone.
- Excel macros. VBA macros do not run in Google Sheets. Those files can stay as Excel files, or the macros can be rewritten in Apps Script. We list them during the audit.
- Teams chat and channels. Chat history can be brought into Google Chat for some setups, but most small businesses take a clean start and keep an archive. Files saved in Teams channels live in SharePoint and move with it.
- OneNote, Forms, Power Automate and Access. These have no direct Google equivalent and are not migrated automatically. We help you replace them with Google Keep or Docs, Google Forms, AppSheet or another tool that fits.
- Sharing. OneDrive sharing links do not carry over. We set access by team on shared drives instead, which is usually tidier.
The switch-over
- Audit every mailbox, shared mailbox, alias, distribution list, SharePoint site and device, plus scanners, website forms and phone systems that send email through Microsoft 365.
- Create your Google Workspace account, verify your domain with a DNS TXT record, and create users, groups and aliases with 2-Step Verification.
- Copy mail, calendars, contacts and files in the background while your team keeps working in Outlook.
- Lower DNS TTLs, then change the MX record to Google, update SPF to include Google instead of Microsoft, and remove the Microsoft Autodiscover record.
- Run a delta import to catch mail that arrived during the switch, and a final file pass.
- Set up Gmail, Calendar and Drive on laptops and phones, and remove the old Microsoft accounts so mail is not split across two apps.
- Turn on DKIM in the Google Admin console and set DMARC. See setting up SPF, DKIM and DMARC.
- Keep a final archive if you want one, then cancel the Microsoft 365 licences.
One timing note: the import reads from Microsoft 365, so the copying needs Microsoft to be working normally. Planning, Google setup and domain verification can start straight away, even during an outage.
Helping your team through the change
Most people find the move to Google easy, but day one still matters. We plan for it:
- Short handover sessions covering Gmail labels and search, Google Calendar, finding files in shared drives, and joining a Google Meet call.
- Shortcuts and habits: setting up a signature, sharing a file with a link, working offline in Gmail and Docs, and using the Drive app on Windows or Mac if people like a desktop folder.
- Phones: installing Gmail, Calendar and Drive, and removing Outlook so nobody keeps checking the old mailbox.
- A first-week check-in to sort the small things that only show up in real use, such as a missing calendar share or a filter that needs adjusting.
For ongoing help afterwards, see Google Workspace support.
Cost
Each move is quoted upfront after we look at your user count, mailbox sizes and OneDrive and SharePoint data. The quote covers the audit, Google setup, migration, DNS, device setup and a short handover. Google Workspace licences are separate and paid to Google per user per month.
Follow-up fixes are £45 an hour + VAT. Our support plans start at £25 a month + VAT if you want someone looking after your systems afterwards. Ask for a quote or call 01623 650333.
Frequently asked questions
Can you move our Outlook email to Gmail without losing anything?
Yes. dijitul uses Google's data import tool to copy mail, calendars and contacts from Exchange Online before the switch, then runs a delta import after the MX record changes to catch anything that arrived in between. Folders become Gmail labels, so mail looks slightly different but is all there.
What happens to our OneDrive and SharePoint files?
OneDrive files move into each person's My Drive, and SharePoint document libraries move into Google shared drives that dijitul sets up for each team. Word, Excel and PowerPoint files can stay as Office files, which Drive opens and edits, or be converted to Google formats.
How long does it take to switch from Microsoft 365 to Google Workspace?
A small business is usually planned and moved within one to two weeks, with the email switch-over done out of hours. Large OneDrive and SharePoint libraries take longer to copy. dijitul gives you a timeline with the quote, and your team keeps working in Outlook until the switch.
Will our email addresses change?
No. Your domain and addresses stay exactly the same. dijitul verifies the domain in Google Workspace and changes the DNS records so mail goes to Gmail. Aliases and shared addresses such as info@ are recreated as aliases or Google Groups.
Can we migrate while Microsoft 365 is down?
Partly. dijitul can plan the move, set up Google Workspace and verify your domain during an outage, because none of that needs Microsoft. Copying mail and files reads from Microsoft 365, so that part starts once the service is working normally again.
When can we cancel Microsoft 365?
Only after mail flow, calendars and files have been checked in Google Workspace. dijitul recommends a short overlap, keeping an archive of anything you are legally required to retain, and then cancelling the Microsoft licences so you are not paying twice.
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