Google Says Moving From Microsoft 365 Is Now Faster. What to Check First

On November 3, Google released its monthly Workspace update. One item matters to any business that runs on Microsoft 365. Google says its migration tool is now up to five times faster, at no additional cost. It moves email, calendars, Teams chats, OneDrive files, and SharePoint libraries.

However, a faster tool does not make a move simple. This post explains what Google announced, and gives you seven checks that apply whichever platform you choose. Moving from Google to Microsoft raises the same questions.

What Google announced

Google’s data import service sits inside the Workspace Admin console. Google says it copies mail, calendars, Teams channel history, direct messages, and OneDrive files. It also copies SharePoint document libraries, including permissions and metadata.

It also maps some settings. Outlook rules become Gmail filters, and shared mailboxes become Google Groups, according to Google. The tool decrypts protected files and emails during the move. Google also says processing happens in memory, so you need no extra servers.

Google says the update is rolling out now, and that Teams chat migration became generally available in August. These are vendor claims, so test them on your own data.

Why a faster tool is only part of the job

First, copying data is the easy part. Then come the hard parts: the people and the plumbing. Mail routing, login methods, phones, shared inboxes, and habits all change on the day you switch. A migration that skips these steps causes lost email and frustrated staff. Also remember the data you cannot see. Forwarding rules, automatic replies, and calendar invites with outside guests all need a second look after the move.

Microsoft’s new Copilot billing may also prompt some owners to compare costs, as we noted in Copilot Business billing. Cost is a fair reason to look. It is a poor reason to rush.

Seven checks before you move

• Write down every service tied to your email domain: website forms, invoicing, CRM, and booking tools.
• Lower the time-to-live on your mail records a few days early, so the DNS switch takes effect quickly.
• Update SPF, DKIM, and DMARC for the new platform, because otherwise your mail may land in spam.
• Test with a small pilot group first, and include someone who uses a shared mailbox.
• Decide what happens to old mail, legal holds, and retention rules before you start.
• Keep the old platform running during the overlap, and do not cancel until you have verified the data.
• Tell your team the date, the new login steps, and where to get help.

The authentication step matters most for deliverability. We explained why in your business emails are failing silently. A new platform means new sending servers, so update your records before the first message goes out.

A simple timeline

A typical plan runs in four stages.

• Two weeks before: audit your services, pick a pilot group, and start the trial import.
• One week before: lower the time-to-live, update authentication records, and train the team.
• Cutover day: switch your mail records, test sending and receiving, and check every phone.
• The week after: fix problems, verify the data, and keep the old platform running.

Pick a quiet day for the switch, such as a weekend, so you have time to fix problems before Monday.

Shared mailboxes, phones, and logins

Also, shared mailboxes trip up many migrations. Google says its tool maps them to Google Groups. Even so, your team may need to learn a new way of working. Phones also need attention, because each person must add the new account.

Next, turn on multi-factor authentication on day one. If you plan to move to passkeys, a migration is a good moment to start. We covered them in passkeys and cyber insurance.

How to decide whether to move at all

Start with the problem. Are you unhappy with cost, features, or support? A migration solves some problems, but it creates others. Compare the full cost, including staff time, training, and any add-ons you use today.

• Which features do we use every week, and does the new platform match them?
• What will the move cost in staff time, not only licenses?
• Which tools connect to our email and files today?
• Who will manage the move, and who will answer questions afterward?

Write down the answers. If three of the four are unclear, delay the decision and gather more information.

Run a trial with a small team before you commit. A trial costs little and shows problems early.

FAQ

Is Google's migration tool really free?

Google says it carries no extra cost. However, you still pay for Workspace licenses. Check your own costs, including add-ons and staff time.

How long does a migration take?

It depends on your data and your team. Plan for weeks, not days, because testing and training take time.

Will my email stop during the switch?

It should not, if you plan the DNS change and keep the old platform running. Most problems come from rushed cutovers and missing authentication records.

What if something goes wrong during the move?

Stop, and keep the old platform live. Fix the issue with your pilot group, then try again. This is why the overlap matters.

Can I move the other way, from Google to Microsoft?

Yes. The same checks apply. Look at Microsoft’s current migration tools, and plan DNS, authentication, and training in the same way.

Getting started

We plan and manage email and file migrations for small businesses, including DNS, authentication, and training. Book a Free Call, and we will map what you have today and what a move would involve.