Microsoft to Google Workspace Migration Guide 2026

Learn how to migrate from Microsoft to Google Workspace and import users, email, OneDrive files, calendars, contacts, and tasks during setup.

How to Easily Import Users and Data from Microsoft to Google Workspace

Switching your organization’s productivity suite is a significant decision. The process can seem daunting, especially when you think about moving all your team’s emails, files, and calendars. Fortunately, Google has introduced a streamlined way to make this transition smoother than ever.

For small businesses and educational institutions, a new data import tool within Google Workspace simplifies the migration process. You can now copy your existing Microsoft users and their essential business data directly into your new Google Workspace account during the initial setup.

This guide will walk you through this simplified process, helping you get your team up and running on Google Workspace quickly and efficiently.

What Can You Import from Microsoft?

This new feature is designed to cover the essentials your team needs to stay productive from day one. The tool allows you to migrate a core set of user data from your Microsoft account.

Here’s what gets transferred:

• User Accounts: Your existing user profiles are identified and prepared for creation in Google Workspace.

• Emails: All emails from user inboxes are copied over, ensuring no critical communication is lost.

• Calendar Events: Keep schedules synced by importing all calendar appointments and meetings.

• Contacts: Your team’s contact lists are migrated, so they can immediately reach out to clients and colleagues.

• Tasks: Any tasks created in Microsoft To Do or similar tools are brought over.

• OneDrive Files: Your organization’s files and folders stored in OneDrive are transferred to Google Drive.

The Simplified Import Process: A Step-by-Step Guide

The new data import tool is built directly into the Google Workspace setup flow, making it an intuitive part of getting started. The process is designed to be completed in two main steps by an administrator.

Step 1: Connect Your Microsoft Account

After you’ve completed the initial setup for your Google Workspace domain (including domain verification and MX record activation), you will see an option to import your data.

As a Google Workspace administrator, you will need to connect to your Microsoft business account using your global admin credentials. This step authorizes Google’s tool to access the user data you wish to migrate.

Once connected, the tool automatically scans your Microsoft account, identifies the users, and prepares to add them and their data to your new Google Workspace environment.

Step 2: Select Users and Data to Import (Optional)

Before the import begins, you have the opportunity to customize what gets moved. This step is optional, but it gives you granular control over the migration.

You can choose to:

• Exclude specific users from the import.

• Exclude certain types of data (e.g., decide not to import tasks or calendar events).

This flexibility ensures that you only bring over what you need, keeping your new Google Workspace environment clean and organized.

Important Details to Keep in Mind

Before you begin the import, it’s helpful to understand the scope and limitations of the tool to ensure a smooth experience.

• User Limit: The standard import tool allows you to migrate up to 10 Microsoft users and their data automatically. If you need to import more than 10 users, you can follow Google’s instructions in their Help Center for larger migrations.

• Prerequisites: You can only start the import process after completing your domain verification and activating your MX records.

• Background Process: The data import runs in the background. This means you don’t have to wait for it to finish before continuing with the rest of your Google Workspace setup.

• Licensing: This feature is designed for customers on a Flexible Plan. If you are on an Annual/Fixed-Term Plan, you must ensure you have enough available licenses to cover the users you are importing before you begin.

Who Can Use This Feature?

This tool is specifically designed for administrators. End users will not see this option during their login process.

The feature is available to all Google Workspace customers and is being rolled out to both Rapid Release and Scheduled Release domains. It is intended for both small businesses and educational institutions looking to make a swift and efficient switch.

Conclusion

Migrating your team from Microsoft to Google Workspace doesn’t have to be a complex, time-consuming project. This new, integrated data import tool significantly reduces the effort required to switch, allowing you to get your organization up and running on Google’s platform quickly.

By following the simple, two-step process during setup, administrators can seamlessly transfer the essential users and data their teams need to hit the ground running. This streamlined approach ensures a smoother transition and lets everyone focus on the work that matters most.