For staff · Staff moving from Outlook, OneDrive, SharePoint and Teams to Gmail, Google Drive and Google Chat
Microsoft 365 to Google Workspace: staff guide
What staff need to know when moving from Microsoft 365 to Google Workspace: what is copied, what to redo, and ready-to-send emails for every stage.
What is different for you
| Item | Before | After |
|---|---|---|
| Outlook (https://outlook.office.com, or the Outlook app) | Gmail (https://mail.google.com, or the Gmail app) | |
| Mail folders | Outlook folders | Gmail labels |
| Your files | OneDrive | My Drive in Google Drive |
| Team files | SharePoint sites | Shared drives in Google Drive. [LIST OR LINK TO NEW LOCATIONS] |
| Shared mailboxes | Shared mailbox in Outlook | A Google group collaborative inbox |
| Online meetings | Microsoft Teams meetings | Google Meet |
| Chat | Microsoft Teams | Google Chat. [WHICH CHATS ARE MOVING] |
What stays the same
- Your email address
- Your email, calendar events, contacts and To Do tasks. They are copied across.
- Your files keep their format. Word, Excel and PowerPoint files stay as Office files in Google Drive.
- Nothing is deleted from Microsoft 365 during the copy.
Your checklist
Before the move
- Keep working in Outlook and OneDrive as normal until [DATE]. The copy runs in the background.
- Know the key dates: first copy [DATE], final top-up copy [DATE], switch to Google [DATE]. Changes you make after the first copy are picked up by the final top-up.
- Outlook categories, flags and pinned items do not move. If you rely on flags to track work, make a note of what is flagged.
- Outlook rules may not move: [RULES PLAN]. Rules that forward or redirect mail never move. Note the rules you need.
- Personal Vault files, OneDrive favourites and folder shortcuts do not move. Move anything in Personal Vault into a normal OneDrive folder before [DATE] if you want it copied.
- If you own a SharePoint page, list, Power Automate flow or Planner plan, tell [IT CONTACT] by [DATE]. These are not copied and need a plan.
- Your To Do tasks are copied, but repeat settings and due times are not. Note any repeating tasks.
On the day
- On [DATE], stop using Outlook and OneDrive and start using Gmail and Google Drive.
- Sign in at https://mail.google.com with your [ORGANISATION] email address and Google password. [HOW YOU GET YOUR PASSWORD]
- On your phone, remove the Microsoft 365 work account and add your Google account (for example in the Gmail app). Install Google Drive and Google Chat too.
- Check your email, calendar and contacts are there. Your folders now show as labels.
- Find your team files in [LIST OR LINK TO NEW LOCATIONS].
After the move
- Recreate the mail filters you need in Gmail, unless IT has told you they were copied.
- If you organise recurring meetings, open each one in Google Calendar and add a Google Meet link. Copied meetings still carry Teams links, which stop working when Microsoft 365 is retired.
- Set up any repeating To Do tasks again in Google Tasks.
- Your Microsoft 365 data stays read-only until [DATE] in case you need to look something up.
Questions people ask
Will I lose any email?
No. Email, calendar and contacts are copied. Very large messages (over 150 MB) are skipped, and IT can help if you have one you need.
Are my Word and Excel files turned into Google Docs?
No. They are copied as they are. You can open Office files in Google Drive or convert them later.
Where have my folders gone?
Outlook folders become labels in Gmail. The messages are all there.
Will my categories and flags come across?
No. Categories, flags, pinned and scheduled status, and the Notes folder are not copied.
Do I keep my company address book?
The company address book and your contact lists are not copied. Your own contacts are. Colleagues appear in the Google directory.
What happens to the shared mailbox I use?
It becomes a collaborative inbox in a Google group. The mail is copied, but read and unread status is not.
My meeting invites still say Teams. Why?
Copied events keep their original Teams links. Organisers should edit recurring meetings to add Google Meet.
What about Teams chats?
[TEAMS CHAT PLAN]. Teams chat history that is not copied stays in Microsoft 365 until [DATE].
Emails you can send
Announcement (2 weeks before)
Subject: We are moving to Google Workspace on [DATE]
Hi all, On [DATE] we are moving from Microsoft 365 to Google Workspace. Outlook becomes Gmail, OneDrive becomes Google Drive, SharePoint sites become shared drives, and Teams meetings become Google Meet. Your email address stays the same. Your email, calendar, contacts, To Do tasks and files are copied across. Nothing is deleted from Microsoft 365. Key dates: - First copy: [DATE] - Final top-up copy: [DATE] - Switch to Google: [DATE] Some things do not move, so please note them now: - Outlook categories, flags and pinned items - Outlook rules: [RULES PLAN] - Personal Vault files and OneDrive shortcuts - SharePoint pages, lists, flows and Planner plans (owners, please contact [IT CONTACT] by [DATE]) Questions: [IT CONTACT] Thanks, [SENDER NAME]
Reminder (2 days before)
Subject: Reminder: Google Workspace starts on [DATE]
Hi all, We switch to Google Workspace on [DATE]. Before then: - Move anything in your OneDrive Personal Vault into a normal folder if you want it copied. - Note any Outlook rules, flags and repeating tasks you rely on. - Make sure you have your Google sign-in details: [HOW YOU GET YOUR PASSWORD] Keep working in Outlook and OneDrive 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 Google Workspace: start here
Good morning, From today, please use Google Workspace instead of Microsoft 365. 1. Go to https://mail.google.com and sign in with your [ORGANISATION] email address. 2. Check your email, calendar and contacts. Your folders are now labels. 3. Open Google Drive to find your OneDrive files. Team files are in [LIST OR LINK TO NEW LOCATIONS]. 4. On your phone, remove the Microsoft 365 work account and add your Google account. Install Gmail, Google Drive and Google Chat. Your Word, Excel and PowerPoint files are still Office files. They open in Google Drive. Need help? Contact [IT CONTACT] on [PHONE OR CHAT]. Thanks, [SENDER NAME]
Action needed: finish your set-up
Subject: Action needed: a few things to redo in Google
Hi all, Please do these this week: 1. Set up the Gmail filters you need (unless we told you your rules were copied). 2. If you organise recurring meetings, open each one in Google Calendar and add Google Meet. Copied meetings still have Teams links. 3. Set up any repeating tasks again in Google Tasks. Your Microsoft 365 data stays available to look things up until [DATE]. Thanks, [SENDER NAME]
Completion
Subject: Our move to Google Workspace is complete
Hi all, The move to Google Workspace is complete. Thanks for your patience. Microsoft 365 will be closed on [DATE]. If anything is missing from your email, calendar or files, tell [IT CONTACT] by [DATE] so we can check before then. Thanks, [SENDER NAME]