For staff · Staff moving from Gmail and Google Drive to Outlook, OneDrive, SharePoint and Teams
Google Workspace to Microsoft 365: staff guide
What staff need to know when moving from Google Workspace to Microsoft 365: what moves, what to set up again, and ready-to-send emails for each stage.
What is different for you
| Item | Before | After |
|---|---|---|
| Gmail (https://mail.google.com) | Outlook (https://outlook.office.com, or the Outlook app) | |
| Labels | Gmail labels | Outlook folders |
| Your files | My Drive | OneDrive |
| Team files | Shared drives | SharePoint sites or Teams. [LIST OR LINK TO NEW LOCATIONS] |
| Docs, Sheets and Slides | Google file formats | Copied as Word, Excel and PowerPoint files |
| Online meetings | Google Meet | Microsoft Teams meetings |
| Phone apps | Gmail and Google Drive apps | Outlook, OneDrive and Teams apps |
What stays the same
- Your email address
- Your existing email, calendar events and contacts. They are copied across.
- Your files. They are copied, and the originals in Google stay where they are until Google is closed.
- Meet recordings saved in your Drive. They move with your files, in the "Google Meet" folder.
Your checklist
Before the move
- Keep working in Gmail and Google Drive as normal. Your email and files are copied in the background.
- Make a note of your out-of-office (vacation) reply if you use one. It does not move, so you will set it up again in Outlook.
- List the calendars you share with others, and anyone you share files with outside [ORGANISATION]. Calendar sharing and outside sharing links do not move.
- If you have Gmail filters, they arrive in Outlook as rules that are switched off. Note which ones you rely on.
- If you use Google Chat and need to keep a conversation, tell [IT CONTACT] by [DATE]. Chat history does not move to Teams.
- If you built a Google Site, an Apps Script or a form that others use, tell [IT CONTACT] by [DATE]. These are not moved automatically.
- Read the quick-start guide: [QUICK-START LINK].
On the day
- On [DATE], stop using Gmail and Google Drive and start using Outlook and OneDrive.
- Sign in to Outlook and OneDrive with your [ORGANISATION] email address and new Microsoft 365 password. [HOW YOU GET YOUR PASSWORD]
- On your phone, remove the Google work account from your mail app and add your account in the Outlook app instead. Install the OneDrive and Teams apps too.
- Check that new email and calendar items arrive on your computer and phone.
- Find your team files in [LIST OR LINK TO NEW LOCATIONS].
After the move
- Turn on the Outlook rules you need. Migrated Gmail filters are switched off until you turn them on.
- Set up your out-of-office reply again in Outlook if you use one.
- Share your calendar again with colleagues who need to see it.
- If you organise recurring meetings, open each one in Outlook, turn on Teams meeting (or create a new series as a Teams meeting) and send the update, so people get Teams links instead of Google Meet links.
- Reshare files with people outside [ORGANISATION] from OneDrive or SharePoint. Old Google sharing links will stop working when Google closes.
- Recreate any Drive shortcuts you used, for example with "Add shortcut to My files" in OneDrive.
- Once OneDrive sync is working on your computer, remove Google Drive for desktop so you do not save files in the old place.
Questions people ask
Will I lose any email?
No. Your email, calendar and contacts are copied to Microsoft 365, and new mail keeps being copied until the switch.
Can I keep using Gmail until the switch?
Yes. Keep working as normal until [DATE].
What happens to my Google Docs, Sheets and Slides?
They are copied as Word, Excel and PowerPoint files. The originals in Google are left as they are.
Where have my labels gone?
Gmail labels become folders in Outlook.
Why are my rules not working?
Gmail filters arrive in Outlook as rules that are switched off. Open Outlook rules and turn on the ones you need.
Is my out-of-office reply moved?
No. Set it up again in Outlook.
What about Google Chat?
Chat conversations do not move to Teams. [ORGANISATION]'s plan for chat history is: [CHAT HISTORY PLAN].
Do people outside the organisation still have access to my shared files?
Not through the old links. Reshare from OneDrive or SharePoint after the move.
What about room bookings and shared calendars?
Room bookings and calendar sharing are not moved. Book rooms again in Outlook if needed, and reshare your calendar.
Emails you can send
Announcement (2 weeks before)
Subject: We are moving to Microsoft 365 on [DATE]
Hi all, On [DATE] we are moving from Google Workspace to Microsoft 365. Gmail becomes Outlook, Google Drive becomes OneDrive, shared drives become SharePoint or Teams, and Google Meet becomes Teams. Your email address stays the same. Your email, calendar, contacts and files are being copied across in the background, so keep working in Google as normal until [DATE]. A few things do not move automatically, so please note them now: - Your out-of-office reply (set it up again in Outlook) - Calendar sharing (share your calendar again after the move) - Sharing links for people outside [ORGANISATION] (reshare after the move) - Google Chat history: [CHAT HISTORY PLAN] If you own a Google Site, an Apps Script or a form others rely on, please tell [IT CONTACT] by [DATE]. Quick-start guide: [QUICK-START LINK] Questions: [IT CONTACT] Thanks, [SENDER NAME]
Reminder (2 days before)
Subject: Reminder: Microsoft 365 starts on [DATE]
Hi all, A reminder that we switch to Microsoft 365 on [DATE]. Before then: - Note your out-of-office reply and any Gmail filters you rely on. - Note the calendars you share and any files you share with people outside [ORGANISATION]. - Read the quick-start guide: [QUICK-START LINK] - Make sure you have your Microsoft 365 sign-in details: [HOW YOU GET YOUR PASSWORD] Keep using Gmail and Google Drive until [DATE]. We will email you on the morning of the switch. Thanks, [SENDER NAME]
Go-live (the morning of the switch)
Subject: Welcome to Microsoft 365: start here
Good morning, From today, please use Microsoft 365 instead of Google. 1. Open Outlook (or go to https://outlook.office.com) and sign in with your [ORGANISATION] email address. 2. Check your email and calendar are there. Your labels are now folders. 3. Open OneDrive to find your files from My Drive. Team files are in [LIST OR LINK TO NEW LOCATIONS]. 4. On your phone, remove the Google work account and sign in to the Outlook, OneDrive and Teams apps. Google Docs, Sheets and Slides are now Word, Excel and PowerPoint files. Need help? Contact [IT CONTACT] on [PHONE OR CHAT]. We are on standby all day. Thanks, [SENDER NAME]
Action needed: finish your set-up
Subject: Action needed: five things to set up in Microsoft 365
Hi all, Some settings do not move from Google, so please do these this week: 1. Turn on your Outlook rules. Gmail filters arrive switched off. 2. Set up your out-of-office reply again if you use one. 3. Share your calendar again with colleagues who need it. 4. If you organise recurring meetings, open each one in Outlook, turn on Teams meeting and send the update. 5. Reshare files with anyone outside [ORGANISATION] from OneDrive or SharePoint. When OneDrive is syncing on your computer, please remove Google Drive for desktop so you do not save files in the old place. Thanks, [SENDER NAME]
Completion
Subject: Our move to Microsoft 365 is complete
Hi all, The move to Microsoft 365 is complete. Thanks for your patience. Google Workspace will be closed on [DATE]. Until then you can still look things up in Google, but please do not create or edit anything there. If anything is missing from your email, calendar or files, tell [IT CONTACT] by [DATE] so we can check before Google closes. Thanks, [SENDER NAME]