Migrating from Outlook/Exchange to Google Workspace
### Before You Begin
- Set up Google Workspace and verify your domain (do NOT switch MX records yet)
- Create all user accounts in Google Workspace
- Decide on a migration method (batch or cutover)
- Notify users of the migration timeline
### Method 1 — Google Workspace Migration Tool (GWMMT)
The recommended tool for migrating from Exchange or Outlook.
**Download:** workspace.google.com/products/migration
1. Install GWMMT on a Windows machine with access to Exchange
2. Sign in with a super-admin Google Workspace account
3. Select source: Microsoft Exchange
4. Enter Exchange server details (hostname or autodiscover, admin credentials)
5. Map Exchange users to Google Workspace users (CSV or auto-match by name)
6. Select data to migrate: Email, Contacts, Calendar
7. Set date range (e.g. migrate last 2 years only)
8. Start migration
### Method 2 — Admin Console Data Migration
admin.google.com → Account → Data migration → Email
Choose source: Microsoft Exchange
Enter Exchange Web Services (EWS) URL and admin credentials
Map users and start
### Typical Migration Times
| Mailbox Size | Approximate Time |
|-------------|-----------------|
| 1–5 GB | 2–6 hours |
| 5–20 GB | 6–24 hours |
| 20–50 GB | 1–3 days |
### Migrating Calendar and Contacts
Use GWMMT — select Calendar and Contacts during setup.
Or individual users can import:
- Calendar: export ICS from Outlook → Google Calendar → Import
- Contacts: export CSV from Outlook → Google Contacts → Import
### Switching MX Records (Cutover Day)
After migration:
1. Log in to your DNS provider
2. Delete old Exchange MX records
3. Add Google MX records (ASPMX.L.GOOGLE.COM etc.)
4. DNS propagation: up to 48 hours (usually 1–4 hours)
Run migration again after MX switch to catch any emails received during the transition.
### Post-Migration Steps
- Update SPF record to include Google's servers
- Enable and activate DKIM in Google Workspace admin
- Configure DMARC
- Assist users in setting up Gmail, mobile apps, and Google Calendar
- Decommission Exchange server after confirming no mail is flowing to it