Google Workspace is a dependable cloud platform, but many organizations eventually transition to Microsoft 365 for its deeper collaboration features and tighter integration with tools like Outlook, Teams, OneDrive, and SharePoint.

Suppose your business has decided to make the switch, but you're unsure where to begin. In that case, this guide walks you through the Google Workspace to Microsoft 365 migration process step by step so you can transition your users smoothly and efficiently.

Why Organizations Move from Google Workspace to Microsoft 365

Many businesses choose Microsoft 365 for the broader capabilities it brings across communication, collaboration, and enterprise security. Some of the most common reasons include:

• Stronger integration across Microsoft apps like Teams, SharePoint, Office, and Outlook, creating a single unified workspace.
• Advanced Office tools, including robust Excel features and AI capabilities through Microsoft Copilot.
• Enterprise-grade compliance and security, which often exceed what Google Workspace provides.
• Offline access to applications makes Microsoft 365 more versatile for hybrid work environments.
• Better suitability for organizations already invested in Microsoft infrastructure.

Cost-Free Ways to Migrate from Google Workspace to Microsoft 365

There are two primary approaches for moving your data without additional expense:

1. Manual Migration (Native Method)

Microsoft provides built-in options to migrate emails from Google Workspace to Microsoft 365. Before starting the actual move, you must set up your destination environment.

Pre-Migration Steps

1. Configure your domain in Microsoft 365.
2. Create user accounts in Microsoft 365 to act as target mailboxes.
3. Ensure the new accounts are assigned the correct licenses.

Steps to Perform the Manual Migration

1. Open the Microsoft 365 Admin Center, expand Show all, and select Exchange.
2. In the Exchange Admin Center, go to Migration → Add migration batch.
3. Name your migration batch, select Migration to Exchange Online, and click Next.
4. Choose Google Workspace migration and continue.
5. Review the prerequisites page.
6. Select Automatic setup and click Start.
7. Sign in using your Google Super Admin account.
8. Enable the necessary APIs—this will download a JSON file to your system.
9. Follow the provided link to add the Client ID and GWS Scope in the Google Admin console.
10. Click Add New in Google Workspace and paste the required details.
11. Return to the Exchange Admin Center and click Next.
12. Select Create a new migration endpoint.
13. Enter a name for the endpoint and continue.
14. Provide the Gmail Admin email address.
15. Add users to the migration—either manually or by uploading a CSV file.
16. Choose your target domain and select which items you want to migrate.
17. Specify whether the migration should begin and complete automatically.
18. Save the batch to start the process.

This approach works well for small organizations, but it may not be ideal for large or complex migrations due to time, limitations, and manual overhead.

2. Automated Migration Using a Third-Party Tool

For organizations with large volumes of data, tight deadlines, or complex requirements, a dedicated migration solution is often more practical. One widely trusted option is the Dancing Number G Suite to Office 365 Migration Tool.

Why Choose Dancing Number for Migration?

The tool simplifies the entire migration process with an intuitive interface and enterprise-grade reliability. Some standout benefits include:

• Bulk mailbox migration with no risk of data loss.
• A built-in scheduler to automate migration jobs.
• Advanced filtering to migrate only selected items.
• Preservation of mailbox hierarchy and data structure.
• Support for migrating Google Workspace mailboxes to Microsoft 365 or On-premises Exchange.
• Capability to move Google Drive data to OneDrive.
• Option to set thresholds for failed items.
• A free trial version to test features before purchasing.

Step-by-Step Migration Using the Dancing Number Tool

1. Download and install the Dancing Number to Office 365 Migration Tool.
2. In the Source section, enter the required details to establish a secure connection (Service Account ID and P12 file path).
3. In the Target Office 365 section, enter your Microsoft 365 login credentials (Client ID, Tenant ID, and Secret Key).
4. Go to Mailbox Migration and create a new migration project.
5. Assign a project name, add your configured profiles, and choose the mailboxes to migrate.
6. Map each source mailbox to its matching destination mailbox.
7. Apply filters (by date or folder) if needed.
8. Adjust configuration settings according to your requirements.
9. Use the scheduler if you want the migration to run automatically at a specific time.
10. Review your settings and click Finish to begin the migration.

Final Thoughts

This guide breaks down how to migrate from Google Workspace to Microsoft 365 using both manual and automated approaches. While the manual process may work for smaller environments, organizations with larger data sets or stricter timelines will likely benefit from a dedicated migration tool.

Ultimately, the right method depends on your data volume, complexity, and business requirements. Both paths lead to the same outcome: helping your organization take full advantage of the Microsoft 365 ecosystem.