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Summary: Migrating from Microsoft 365 to Google Workspace (formerly G Suite) offers improved functionality, a familiar interface, and simplified subscription plans. To successfully transition, understand Google Workspace, plan thoroughly, evaluate data, and train users. Ensure data backup using tools like Kernel Office 365 Backup & Restore. Migrate using Google’s Data Migration Service for email, contacts, and calendars, but manually transfer OneDrive data. Proper preparation is key for a seamless migration.

“An exemplary cloud-based platform which offers a range of applications that boost productivity, creativity, and collaboration.”

Upon reading the opening statement, one immediately thinks of either Office 365 or G Suite. G Suite encompasses a comprehensive suite of cloud tools from Google, featuring Gmail, Drive, Sheets, Docs, Calendar, Slides, and more, rebranded as Google Workspace in 2020. In contrast, Office 365, now referred to as Microsoft 365, integrates various cloud applications, including MS Office, OneDrive, SharePoint Online, Exchange Online, and others.

In today’s business landscape, regardless of their size, organizations increasingly rely on cloud applications to streamline their operations and manage their workforce effectively. While both Microsoft 365 and Google Workspace share a common foundation, they exhibit distinct differences that have become pivotal considerations when deciding between the two. Despite hardcore facts that prove your data is secure in Office 365, the continuous enhancements in features and security have propelled Google Workspace to the forefront of users’ preferences. Consequently, many individuals and businesses are actively seeking methods to transition from Microsoft 365 to Google Workspace.

Why migrate from Microsoft 365 to Google Workspace?

It is necessary to understand all the benefits which G Suite has to offer-

  • Better functionality- The prime reason users switch to Google Workspace is the performance of all its applications. They are well-known due to their speed and broad accessibility.
  • Familiar interface- One of the most significant advantages is that all the users are well-versed with the Google applications. We have been using Gmail, Drive, and Calendar for personal use for years now.
  • Simple subscription plans- A vast range of options always creates more confusion. G Suite has limited subscription plans like Basic, Business, and Enterprise, from which businesses can choose according to their requirements.
  • Unlimited cloud storage- Once your business flourishes, you need unlimited storage space, but if the service keeps charging for extra storage, it can become costly. Google Workspace offers all its Business and Enterprise plans to enjoy unlimited cloud storage.

How to plan for Google Workspace migration?

The migration from Office 365 to G Suite is far more than a mere data transfer; it necessitates a comprehensive shift in the working environment. To embark on this migration journey successfully, one must carefully deliberate upon the following essential factors before initiating the process:

  • Understand Google Workspace
    Before you get into the new platform, it is essential to understand all the nooks and crannies of Google Workspace. So, go through all the Google documentation and expert advice to learn more about Google Workspace.
  • Prepare a roadmap
    Due to many intricacies, you need to plan the entire migration roadmap, taking into account every detail. You need to understand both platforms, ensure data security, ensure a hassle-free migration process, and foresee the problems involved.
  • Understand the data-
    A suitable data migration procedure depends on the data you are dealing with. Run a deep check on all the users, files, and their sizes to be migrated from Office 365 to G Suite.
  • OneDrive migration
    Emails, contacts, and calendar information can be seamlessly transferred using the Data Migration Service. However, migrating OneDrive data requires a manual approach. It is crucial to establish a well-structured plan for the OneDrive data migration.
  • Timely communication
    Maintain clear and uninterrupted communication channels during the migration process to prevent any disruptions or panic. Consider establishing a dedicated email ID or communication thread for this purpose.
  • Train all the users
    All employees should undergo training for the new productivity suite as the interface and processes differ from the previous system. Consider providing guidance through training sessions and workshops to ensure a smooth transition.
  • Backup Office 365 data
    The most crucial part of the plan is to backup data selectively from Office 365 or entirely. It’s crucial to do this promptly to prevent data loss. You can opt for the Kernel Office 365 Backup tool, a professional solution ensuring data security and integrity.
Migrate data from Microsoft 365 to Google Workspace using Data Migration Service

The Data Migration Service (DMS) is a complimentary utility included with your Google Workspace plan. Through the admin console, you can utilize this tool to import data from Microsoft 365 into your new Google Workspace account. It’s important to note that the selected data is copied rather than transferred, allowing you to access it at both the source and destination locations.

Features of Data Migration Service utility
  • You can easily migrate email, calendar, and contact data.
  • The time taken to migrate will depend on the data’s size.
  • Files from OneDrive cannot get migrated using DMS.
  • Only one type of data (either Email, Calendar & Contact) will be moved at a time—conduct a separate migration for each item.
  • This approach works best when migrating data for 1 to 100 users. Selecting more users is possible but will degrade the utility’s performance.
How to migrate from Office 365 to G Suite using Data Migration Service?

Though the process is time-consuming, it involves only simple steps. It involves further sub-steps-

  • Create and set up new Google Workspace accounts
  • Set up roles in Microsoft 365
  • Migrate emails
  • Migrate contacts
  • Migrate calendars

All the steps involved have been explained in detail below-

Create and set up new Google Workspace accounts

Before moving on to the actual migration, you need to set up G Suite (Google Workspace) account for your business. One can migrate the data only to the existing accounts.

Set up roles in Microsoft 365

You must assign Application Impersonation and View Only Configuration roles in Microsoft 365 through the admin center. This process takes around 15 to 20 minutes to complete.

  1. Log in to the Office 365 account and then go to the Admin Panel.
  2. Select Exchange under the Admin Center section.
  3. In the Exchange Admin Center, select the permissions the permissions
  4. Under the admin roles section, click on the new on the new symbol
  5. Fill in the required details. In the Roles section, click Add
  6. Select ApplicationImpersonaltion and click add. Finally, click on OK. Repeat the same process for add
  7. Move to the user roles section, click New, and select your account whose data is migrating to Google New
Migrating emails from Microsoft 365 to Google Workspace
  1. Login to your Google Workspace admin console. Select Data Migration.
  2. Choose the Email option.
  3. Under the Migration source field, select Microsoft Office 365.
  4. Under the Connection protocol field, select Exchange web services. In the new field, type the destination web address.
  5. Under the Role account field, enter the email address and password of the mail server’s role account. Finally, select Connect.
  6. Now, select the Migration start date and Migration options. It specifies the date range and type of email migration that will be conducted. Click on Select Users to continue.
  7. Here, you can select single or multiple users whose data will be transferred. Also, mention the G Suite email to which the migration occurs.
  8. Click on Start.
Migrating calendars and contacts from Microsoft 365 to Google Workspace

The exact process, like email migration, will be followed to transfer single or multiple users’ contact and calendar information from Microsoft 365 to Google Workspace.


Due to its exceptional features and ongoing enhancements, many users are choosing Google Workspace as their preferred platform. However, migrating from Microsoft 365 to Google Workspace requires careful planning to address potential challenges. Google’s Data Migration Service facilitates a smooth transfer of email, contact, and calendar data, but manual transfer is necessary for OneDrive data. Prior to initiating the process, it’s essential to ensure you have a comprehensive backup of your Office 365 data. While there are various free methods to take Office 365 backup, their accuracy and security may raise concerns. For a reliable solution, consider using the Kernel for Office 365 Backup and Restore software.