Working Guide on How to Migrate from G Suite to Microsoft 365

In this blog, we will walk you through everything you need to know about how to migrate from G Suite to Microsoft 365, the reasons why organizations choose to switch, a step-by-step guide to the manual migration method, drawbacks of this process, and a smarter alternative using a professional Gmail backup tool.

In today’s fast-paced digital environment, organizations often look to switch platforms to align with evolving business needs, security standards, and productivity goals. One such common migration is from G Suite (now Google Workspace) to Microsoft 365 (formerly Office 365). While both platforms offer powerful collaboration tools and cloud-based applications, Microsoft 365 is often preferred for its deeper integration with Microsoft Office applications, advanced administrative controls, and superior email management via Outlook.

G Suite (Google Workspace) is a cloud-based productivity suite developed by Google. It includes Gmail, Google Drive, Google Docs, Google Meet, and other tools focused on collaboration and cloud storage.

Microsoft 365, on the other hand, is Microsoft’s cloud-based suite that includes Outlook, OneDrive, Word, Excel, Teams, SharePoint, and more. It’s designed to work seamlessly with desktop applications and provides enhanced security, compliance, and management features ideal for business environments.

Key Benefits of Switching from G Suite to Microsoft 365

• Tight Integration with Microsoft Office – Organizations relying heavily on Microsoft Word, Excel, and PowerPoint prefer Microsoft 365 for its seamless compatibility.
• Advanced Email Management – Outlook in Microsoft 365 provides a more robust and customizable email interface compared to Gmail.
• Better Administrative Controls – Microsoft 365 offers advanced admin tools, compliance options, and Active Directory integration.
• Improved Security and Compliance – Microsoft provides enterprise-level security features, such as Data Loss Prevention (DLP), eDiscovery, and encryption.
• Unified Communication Tools – Microsoft Teams integrates chat, meetings, and file collaboration in a unified environment, ideal for remote work.

How to Migrate from G Suite to Microsoft 365 Manually

Microsoft provides a built-in tool called Data Migration Service (DMS) for migrating emails from G Suite to Microsoft 365. Here’s how the manual migration process typically works –

• Verify Domain Ownership – Add and verify your domain in Microsoft 365 using the admin center.
• Create Mailboxes in Microsoft 365 – Set up user accounts and mailboxes for all employees.
• Enable Gmail IMAP – Ensure IMAP is enabled in all Gmail accounts.
• Create a CSV File – Include user email addresses, Gmail usernames, and app passwords (or OAuth credentials).
• Use Exchange Admin Center –

Navigate to the Exchange admin center > Recipients > Migration.

Choose “IMAP migration” and upload the CSV.

• Start Migration – The system connects to Gmail and begins transferring data.

Modify MX settings to redirect incoming mail to Microsoft 365 servers.

• Complete the Migration – Once everything is moved, complete and verify the process.

Drawbacks of the Manual Method

• Time-Consuming – The manual migration process is complex and takes a significant amount of time for large organizations.
• Technical Knowledge Required – Involves managing DNS settings, IMAP configurations, and CSV file setups, which can be challenging for non-technical users.
• Data Loss Risk – Improper setup or interruptions can lead to data corruption or incomplete migration.
• Limited Migration Scope – The manual method primarily focuses on emails; calendars, contacts, and Google Drive files need separate migration.
• No Real-Time Monitoring – You get minimal insights or logs on the migration status and errors, making troubleshooting difficult.

How to Migrate from G Suite to Microsoft 365 by Other Solution

To simplify the process and avoid manual complexities, many IT professionals opt the CubexSoft Gmail Backup Tool for Mac & Windows. This tool allows you to –

• Export entire Gmail accounts (emails, contacts, calendars, documents) directly to Microsoft 365.
• Maintain folder structure, email formatting, and attachments.
• Apply smart filtering options like sender, date, or subject to perform targeted migration.
• Support batch migration for multiple users.
• Get real-time progress logs and error reporting.
• It’s a more reliable and efficient approach, especially for medium to large organizations looking for minimal downtime and error-free data transfer.

Conclusion

Migrating from G Suite to Microsoft 365 can significantly enhance productivity and offer better integration for Microsoft-centric workplaces. While manual methods are available, they often involve complex steps and risks. For a smoother, more secure migration experience, using a professional Gmail backup tool is a smart choice.

Whether you are an IT admin or a business owner, plan your migration carefully, test before execution, and choose the right method based on your organization’s size, needs, and technical capabilities.