Working Guide on How to Change from Google Workspace to Office 365

Making the switch from Google Workspace (formerly G Suite) to Office 365 (now Microsoft 365) can be a significant transition for businesses, organizations, or individuals looking for new tools and capabilities. Whether you're seeking enhanced productivity, better integration with other Microsoft products, or improved security features, this move requires careful planning and execution. In this blog, we'll guide you through the process on how to change from Google Workspace to Office 365, outlining the key differences between both services, the reasons behind such migration, and the methods available for a smooth migration.

Before delving into the "how-to" of migration, let’s take a look at the key features and differences between Google Workspace and Office 365.

Google Workspace (formerly G Suite)

Google Workspace is a cloud-based suite of productivity tools developed by Google. It includes Gmail for email, Google Drive for storage, Google Docs, Sheets, Slides for collaboration and document management, Google Meet for video calls, and Google Calendar for scheduling. Google Workspace is known for its simplicity, collaboration features, and seamless integration across devices.

Key Features -

Email through Gmail

Cloud storage via Google Drive

Real-time document collaboration via Docs, Sheets, and Slides

Google Meet for video conferencing

Easy collaboration with shared calendars and contacts

Office 365 (Microsoft 365)

Office 365 is a cloud productivity suite developed by Microsoft. It provides a comprehensive range of tools such as Word, Excel, PowerPoint, Outlook, OneDrive, Teams, and SharePoint. Office 365 is well-known for its rich feature set in document editing, its enterprise-grade security, and its deep integration with Microsoft’s software ecosystem.

Key Features -

Email through Outlook

File storage and collaboration via OneDrive and SharePoint

Document creation and collaboration using Word, Excel, and PowerPoint

Microsoft Teams for collaboration and communication

Enterprise-grade security and compliance tools

While both services offer similar functionalities in terms of email, cloud storage, and collaboration tools, each has its unique strengths. Understanding these features is essential when considering a switch between the two.

Reasons to Change from Google Workspace to Office 365

There are several reasons why businesses or individuals may choose to migrate from Google Workspace to Office 365. Some of the most common reasons include -

• Better Integration with Microsoft Products - If your organization relies on software such as Windows, Teams, SharePoint, or other Microsoft tools, Office 365 can provide a more seamless experience.
• Advanced Security and Compliance - Office 365 offers a range of enterprise-level security features, including advanced threat protection, encryption, and data loss prevention tools, making it a popular choice for businesses that prioritize security and compliance.
• Familiarity with Microsoft Office - For many people, Microsoft Office applications such as Word, Excel, and PowerPoint are the industry standard. The familiarity with these tools can make the transition smoother for employees.
• Enterprise-level Features - Office 365 comes with more advanced features for larger organizations, including enterprise-grade email, advanced calendar and scheduling tools, and powerful collaboration features.
• Better Control Over User Management - Office 365 allows administrators more granular control over user permissions, roles, and access, which can be an advantage for larger organizations with complex IT needs.

How to Change from Google Workspace to Office 365 – Manual Method

When transitioning from Google Workspace to Office 365, there are several ways to approach the migration, with one of the most common methods being the manual migration process. This method involves moving data and settings from Google Workspace to Office 365 without the help of a third-party tool. Here's how to go about it -

Steps for Manual Migration -

Prepare Your Office 365 Tenant -

• Set up your Office 365 account and ensure it’s ready to receive data. This includes creating users and assigning licenses.

Export Google Workspace Data -

• Use Google Workspace’s export tools, such as Google Takeout, to download emails, contacts, calendars, and other important data from Google Workspace.

Configure Your Office 365 Accounts -

• Create corresponding accounts for each user in Office 365.

Transfer Email -

• Use Microsoft’s IMAP migration tool to move email data from Gmail to Office 365 Outlook accounts.

Migrate Other Data (Documents, Calendars, Contacts) -

• Transfer Google Drive documents to OneDrive or SharePoint manually by downloading and uploading the files.
• Migrate Google Calendar events to Outlook Calendar using export/import features.
• Transfer Google Contacts to Office 365 via CSV files.

Test and Verify -

• After the data migration, thoroughly test each user account to ensure emails, files, and calendar events are correctly migrated and that users can access everything they need.

Drawbacks of the Manual Migration Method

While the manual method might seem straightforward, it comes with several drawbacks that can make the process cumbersome, especially for larger organizations -

• Time-Consuming - The manual method requires a lot of time and effort, particularly when dealing with large volumes of data. Each step must be carefully planned and executed, which can take days or even weeks.
• Risk of Data Loss - There is always the risk of data loss during manual migrations. Human error, incomplete transfers, or technical issues can result in important data being missed or corrupted.
• Complexity - For organizations with complex setups, such as custom configurations or specialized email settings, manually migrating everything to Office 365 can be very challenging.
• Limited Support for Large Migrations - Microsoft’s built-in tools are more suited for smaller migrations and may not offer the scalability needed for larger migrations.
• No Automation - Since the process is manual, there’s no automation involved. This means that every email, document, and calendar event needs to be handled individually, which can be inefficient and prone to errors.

How to Change from Google Workspace to Office 365 by Alternative Solution

If you are looking for an easier and more efficient way to change from Google Workspace to Office 365, the CubexSoft's Google Workspace Backup Tool offers a streamlined alternative to the manual process. This tool simplifies the migration by automating the process and ensuring that all your data is accurately transferred from Google Workspace to Office 365 without the hassle of manual steps.

Why choose Google Workspace to Office 365 Tool

• Automated Migration - The tool automates the entire process of migrating emails, contacts, calendars, and other data from Google Workspace to Office 365, saving time and reducing the risk of errors.
• Selective Migration - You can choose specific data, such as emails from certain folders or specific calendar events, making the process more flexible and efficient.
• Data Integrity - The tool ensures the integrity of your data during migration, ensuring that nothing is lost or corrupted in the process.
• No Need for Technical Expertise - Even if you're not technically inclined, the CubexSoft tool simplifies the process and provides step-by-step guidance.
• Support for Multiple Formats - The tool supports various formats, including PST, EML, MSG, and MBOX, ensuring that your data is compatible with Office 365.

In conclusion, switching from Google Workspace to Office 365 can be a complex task, but with the right approach and tools, it doesn’t have to be overwhelming. While manual migration can be effective for smaller organizations, using an automated tool can save you time, reduce risks, and ensure a smooth migration to Office 365. If you are looking to make the switch, consider evaluating your needs and determining the best migration method for your situation.