Google Workspace to Microsoft 365 Migration: All You Need to Know

 Google Workspace to Microsoft 365 migration is a big decision. Over 78.4 million people have already made the move. Here’s what you need to know to make the transition as easy as possible.

Why Make the Switch? 

Microsoft 365 has some clear advantages over Google Workspace:

• Stronger Security: Microsoft 365 comes with tools like Microsoft Defender, which helps detect threats, block phishing, and respond to issues automatically. If your business deals with strict regulations (like HIPAA for healthcare or FINRA for finance), Microsoft’s Compliance Manager has built-in templates to help you stay on track. It also has better tools for keeping sensitive data safe, which Google lacks at the same level. 
• Better Collaboration: Microsoft’s tools work together smoothly. Teams, for example, combines chat, video calls, and file sharing in one place—so you’re not jumping between apps like Google Meet and Chat. And unlike Google’s web-only apps, Microsoft offers desktop versions of Word, Excel, and Outlook (there’s tons of advantage when you move data from google to outlook), so you can work offline if needed (and much more).
• More Room to Grow: Microsoft 365 is built to scale with your business. Every user gets at least 1TB of storage and AI features (like Copilot) can help with tasks like writing emails or summarizing meetings. It’s a good fit if your business is growing and needs tools that keep up.

Google Workspace vs. Microsoft 365: What’s Different? 

• User Experience: Google Workspace is simple and works best in a browser. The apps (Docs, Sheets) are great for working together in real time but don’t have advanced features like pivot tables in Excel or mail merge in Word.  

Microsoft 365 on the other hand, gives you full desktop apps like Word and Excel, plus cloud tools. It’s so much better if you need to handle complex tasks or work offline. 

• Security and Compliance: Google has basic threat detection, and Google Vault mainly handles retention. 

Herem, Microsoft 365 is quite advanced, with Conditional Access to block risky logins and tools like eDiscovery for detailed compliance tracking. 

• Cost and Storage: Google’s shared storage (30GB–5TB for the whole org) can be really tricky for teams with a lot of data (maybe you?) 

Microsoft gives 1TB per user (with OneDrive), and you can expand that if needed. You also get selective file sync web-based document editing and so much more with OneDrive

Google’s plans might look cheaper upfront, but Microsoft’s higher-tier plans give better value over time, especially for bigger companies. 

• Collaboration: Microsoft Teams is stronger, with features like threaded chats, breakout rooms, and app integrations (Planner, Power BI).  

While Google’s tools (Spaces, Meet, Chat) don’t work as smoothly together, which can make collaboration harder. 

When Should You Migrate from Google Workspace to Microsoft 365? 

So, when’s the right time to make the switch? It depends on where your business is at. 

For startups, the answer is usually “when you start hitting limits.” 

• Google Workspace works fine when you’re small, but as your team grows, things get tricky. You’ll outgrow its s
• Implicity and start needing tools like Power BI dashboards or Teams channels to keep everyone on the same page. That’s when Microsoft 365 starts to make more sense. 

For companies going through mergers or acquisitions, the timing is pretty clear. 

• Merging two companies almost always creates IT chaos. 
• Microsoft 365 helps by centralizing data in SharePoint hubs, syncing team calendars, and connecting everyone through shared Teams workspaces. It turns a messy situation into something manageable. 

For regulated industries, the decision is even simpler. 

• If you’re in healthcare, finance, or defense, compliance isn’t optional. 
• Microsoft 365 helps you meet these requirements with tools like Azure Information Protection, which encrypts sensitive data. Google can’t match Microsoft’s level of compliance certifications and security features. 

And if you’re a global company, Microsoft offers something Google doesn’t: multi-geo capabilities. 

• You can store data in specific regions to comply with laws like GDPR or CCPA. 
• If data protection across borders is critical for your business, this feature alone can be a dealbreaker. 

Challenges and How to Handle Them

When you migrate from Google Workspace to Microsoft 365 can be tricky. But it’s manageable if you’re prepared. 

1.Skill Gaps 

Problem: Your IT team might not know how to use Microsoft 365’s admin tools or PowerShell. 

Solution: Use assistance from Beyond Intranet. We simplify tasks like setting up users, mapping permissions, and moving data.  

2.User Pushback 

Problem: Some people might prefer Google tools and won’t want to change. 

Solution: Offer training. Beyond Intranet has easy guides and videos to help people learn the new system. 

3. Losing Data 

Problem: Permissions or file history could get lost during the move. 

Solution: Beyond Intranet keeps everything intact—permissions, timestamps, version history, and file authors. 

4.Work Disruptions 

Problem: Moving everything at once could disrupt work. 

Solution: Migrate in smaller phases. For example: 

• Move finance data after the quarter ends. 
• Then move other teams, like HR or marketing, later. 

5.Messy SharePoint 

Problem: SharePoint can get messy without a plan. 

Solution: Beyond Intranet can help by enforcing naming rules, archiving old sites, and tracking storage. 

Steps to Prepare for Your Migration 

Moving from Google Workspace to Microsoft 365 doesn’t have to be a mess. If you prepare the right way, it will go much smoother. 

1. Review Your Data and Prioritize

Go through all your stuff in Google Workspace, like: 

• Gmail emails 
• Files in Google Drive (including Shared Drives) 
• Calendar events 

Decide what’s important (e.g., financial data, customer info) and what’s not (old files you can archive or delete). 

Consulting Partners like Beyond Intranet can make this easier. They can: 

• Show you how storage is being used 
• Flag files that are shared publicly or with people who shouldn’t have access 
• Help you clean up permissions 

Once that’s done, focus on what to move first. Start with important stuff like finance or HR. Then handle the less critical data. 

2. Use the Right Tool

Don’t bother with manual methods like Google Takeout or scripts—they’re slow and error-prone. Use migration assistance from Beyond Intranet. It can: 

• Move large amounts of data at once. 
• Keep your folder structure the same. 
• Convert Google file formats (like .gdoc to .docx) automatically. 

It also lets you: 

• Schedule transfers during off-hours. 
• Sync last-minute changes. 
• Combine data from multiple Google accounts into one Microsoft 365 system. 

3. Test It First

Before you move everything, run a test with a small group (maybe IT or HR). Make sure: 

• Permissions in SharePoint match what you had in Google Drive 
• Gmail rules and labels work as expected in Outlook 
• File versions from Google Docs or Slides carry over correctly to Word or PowerPoint 

Beyond Intranet can find issues ahead of time, like permission mismatches or unsupported file types. Fix those during the test so they don’t become bigger problems later. 

4. Help Your Team Adjust

Switching systems can be irritating. Make it easier by: 

• Running workshops: Show people how to use Outlook, Teams, and OneDrive. Walk them through things like how Google Meet links convert to Teams meetings. 
• Creating simple guides: Provide videos or quick tips for people coming from Google. 
• Getting feedback: Ask your team what’s confusing or not working after the switch. 

If you take the time to plan and test, your migration will go much smoother. Start small, fix any issues early, and make sure your team knows how to use the new tools. Simple as that. 

FAQs Answered 

Q1: Can I transfer my Google domain to Microsoft 365? Yes. You’ll need to verify your domain in the Microsoft 365 Admin Center and update the DNS records (like MX and CNAME) to point to Microsoft. Beyond Intranet can help by automating the process and making sure your email stays up. 

Q2: How do I move Google Forms to Microsoft 365? Export the responses to Google Sheets, save them as Excel files, and recreate the form in Microsoft Forms. If you have a lot of forms, Beyond Intranet can automate this and keep things like question logic and responses. 

Q3: Can I use Google and Microsoft 365 at the same time? Yes, but it’s not ideal. Using both can cause confusion and extra costs. It’s better to switch fully to Microsoft 365 to keep things simple. 

Q4: Will my Google Drive permissions transfer to SharePoint? Not automatically. Beyond Intranet can map Google’s permissions (Editor, Commenter, Viewer) to SharePoint roles (Contribute, Read, View Only). Doing it manually can break access. 

Q5: How long does migration take?  It totally depends on how much data you have and what tools you use. Beyond Intranet can move up to 1TB of data in less than 24 hours. Try our free trial to get an idea of your timeline. 

Staying Organized After Google Workspace to Microsoft 365 Migration

Keep things tidy: 

• Use clear names for SharePoint sites (e.g., Department-Project-Year). 
• Archive sites that haven’t been used in 90 days with Microsoft 365’s retention policies. 
• Check permissions regularly and clean up old access. Beyond Intranet has tools to help with this. 

Make the most of Microsoft 365: 

• Use AI tools like Copilot to write emails, summarize meetings, or analyze data. 
• Connect Teams to Power BI for dashboards or Planner to manage tasks. 
• Use Microsoft Purview to classify sensitive files and add security rules. 

Help your team: 

• Check usage trends with Beyond Intranet to know tools people are using and where they need training. 

Ask for feedback that can help you fix issues and make workflows better. 

The better organized you are, and the more comfortable your team is with the tools, the more you’ll get out of Microsoft 365.  

P.S: Beyond Intranet can help you stay on track. 

Summary 

Switching to Microsoft 365 makes sense. It’s more secure and easier to manage. Beyond Intranet can make the move smoother, whether you’re growing, merging systems, or just upgrading your tools. 

What’s Next 

Try Beyond Intranet free trial or talk to an expert on their migration page. It’ll save you time and help you get set up.