Migrate to Google Workspace: Things to consider
Migrate to Google Workspace the smart way. Whether you’re coming from Microsoft 365, Zoho, or a legacy provider, there’s a right way — and a painful way — to do it. This guide gives small businesses the no-nonsense path to migrate smoothly without downtime or data loss.
Why Migrate at All?
Google Workspace has become the go-to productivity suite for lean teams and growing businesses.
You get:
- Familiar tools like Gmail, Docs, Sheets, and Drive
- Seamless collaboration across teams
- Admin-level control over users, apps, and permissions
- Tight integration with tools like Slack, Zapier, and QuickBooks
If you’re feeling boxed in by clunky systems, email servers, or tools that don’t talk to each other, it’s time to switch.
Step 1: Assess Your Current Setup
Before hitting the “go” button, map out:
- Your current email provider (Exchange, Zoho, cPanel, etc.)
- Total users and aliases
- Existing shared mailboxes and calendars
- File storage structure (Dropbox, OneDrive, Box, etc.)
- Any integrations or forwarding rules
🧠 Pro Tip: Create a simple migration plan document in Google Docs. It’ll save your sanity.
Step 2: Prep Your Google Workspace Environment
Set up your Workspace tenant with:
- User accounts or groups
- Custom domain verification (via DNS TXT record)
- DKIM/SPF/DMARC email authentication
- Organizational units (OUs) for permission scoping
- Admin roles for delegation
📚 Google’s official admin setup checklist is a great starting point.
Step 3: Email Migration (Do It Right)
Use Google Workspace Migrate or Data Migration Service to import email, calendar, and contacts from your old system.
Options include:
- Microsoft Exchange
- PST files
- IMAP (for most providers)
- Gmail or Google accounts
Avoid doing it manually — these tools are tested, supported, and preserve timestamps, attachments, and folder structure.
More info: Migrate email using the Data Migration service
Step 4: File Migration
If you’re moving from:
- Dropbox: Use CloudM or MultCloud
- OneDrive or SharePoint: Use Google Drive for Desktop or third-party tools
- Legacy file servers: Consider Google Drive’s shared drives and access controls
Organize files before the move to avoid chaos later.
Step 5: Test Before You Flip the Switch
Before going live:
- Test mail flow
- Test document access
- Confirm user logins
- Check calendar sync
- Verify admin alerts
Only once everything’s working should you update DNS MX records to route mail to Google.
Step 6: Train & Support Your Team
The tools might be intuitive, but change isn’t. Share these with your team:
💡 Bonus: Record a Loom video of your own walkthrough if you have custom workflows.
Final Thoughts
If you Migrate to Google Workspace, it doesn’t have to be painful. With the right prep, smart tooling, and a bit of guidance, small teams can transition in days — not weeks.
If you’d rather let a pro handle it, CloudRack HQ offers white-glove migrations for businesses that need it done right, the first time.
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