How to Migrate a Shared Mailbox from Google Workspace to Microsoft 365

Learn how to migrate a shared mailbox from Google Workspace to Microsoft 365 using different methods and tools.

A shared mailbox is a mailbox that multiple users can access to send and receive email messages. Shared mailboxes are useful for teams that need to collaborate on common tasks, such as customer service, sales, or project management. Google Workspace and Microsoft 365 are two popular cloud-based productivity suites that offer shared mailbox functionality.

However, if you want to switch from Google Workspace to Microsoft 365, you might wonder how to migrate your shared mailboxes without losing any data or disrupting your workflow. In this article, we will explain how to migrate a shared mailbox from Google Workspace to Microsoft 365 using different methods and tools. We will also provide some tips and best practices to ensure a smooth and successful migration.

Method 1: Use the Microsoft 365 Admin Center

One of the easiest ways to migrate a shared mailbox from Google Workspace to Microsoft 365 is to use the built-in migration wizard in the Microsoft 365 admin center. This method allows you to migrate the email messages, calendar events, and contacts of the shared mailbox using the IMAP protocol. However, this method has some limitations, such as:

• It does not migrate the shared mailbox settings, such as permissions, delegates, or auto-replies.
• It does not migrate the labels, filters, or rules of the shared mailbox.
• It does not migrate the meeting rooms, shared calendars, or event colors of the shared mailbox.
• It only migrates up to three email addresses per contact.

To use this method, you need to follow these steps:

1. Verify that you own the domain that you used for your Google Workspace accounts. You can do this by adding a TXT record to your domain’s DNS settings.
2. Create an app password for each Google Workspace account that you want to migrate. This is because Google considers Outlook to be a less secure app and will not allow a connection to it with a password alone. You also need to enable 2-step verification for each account.
3. Sign in to the Microsoft 365 admin center with a global admin account. Go to Setup > Data migration and select G Suite (Gmail) as the email provider.
4. Enter the email address and app password of one of the Google Workspace accounts that you want to migrate. Click Connect and verify that the connection is successful.
5. Select the shared mailbox that you want to migrate and click Next. If you don’t see the shared mailbox, click Refresh.
6. Select the Microsoft 365 mailbox that you want to migrate the shared mailbox to and click Next. If you don’t see the Microsoft 365 mailbox, click Add and create a new one.
7. Review the migration settings and click Migrate to start the migration. You can monitor the progress of the migration on the Data migration page. You can also pause, resume, or stop the migration at any time.

Method 2: Use a Third-Party Migration Tool

Another way to migrate a shared mailbox from Google Workspace to Microsoft 365 is to use a third-party migration tool, such as Shoviv, Kernel, or BitTitan. These tools offer more features and flexibility than the Microsoft 365 admin center, such as:

• They can migrate the shared mailbox settings, such as permissions, delegates, or auto-replies.
• They can migrate the labels, filters, or rules of the shared mailbox.
• They can migrate the meeting rooms, shared calendars, or event colors of the shared mailbox.
• They can migrate more than three email addresses per contact.
• They can migrate other types of data, such as documents, chats, or notes.

To use these tools, you need to follow the instructions provided by the vendor. Generally, the steps involve:

1. Downloading and installing the migration tool on your computer.
2. Creating a connection with your Google Workspace and Microsoft 365 accounts using the credentials and permissions required by the tool.
3. Selecting the shared mailbox and folders that you want to migrate.
4. Mapping the Google Workspace mailbox to the Microsoft 365 mailbox.
5. Applying filters and options to customize the migration.
6. Starting the migration and monitoring the progress and status of the migration.

Tips and Best Practices for Migrating a Shared Mailbox

Regardless of which method you choose to migrate a shared mailbox from Google Workspace to Microsoft 365, you should follow some tips and best practices to ensure a smooth and successful migration, such as:

• Plan your migration in advance and communicate it to your team members and stakeholders. Inform them about the migration schedule, the expected downtime, and the steps they need to take before and after the migration.
• Backup your data before the migration and verify that the backup is complete and accurate. This will help you to restore your data in case of any issues or errors during the migration.
• Test your migration before performing it on the live data. You can use a small sample of data or a test environment to check the functionality and performance of the migration tool and the migration settings.
• Perform the migration in batches and during off-peak hours. This will help you to avoid overloading your network and servers and minimize the impact on your users and business operations.
• Monitor and troubleshoot the migration and resolve any issues or errors as soon as possible. You can use the logs and reports generated by the migration tool or the Microsoft 365 admin center to track the progress and status of the migration and identify any problems or failures.
• Verify that the migration is complete and accurate and that the shared mailbox is working as expected. You can compare the source and destination mailboxes and check the email messages, calendar events, contacts, and other data. You can also ask your users to test the shared mailbox and provide feedback.

Frequently Asked Questions (FAQs)

Question: How long does it take to migrate a shared mailbox from Google Workspace to Microsoft 365?

Answer: The migration time depends on several factors, such as the size and number of the shared mailboxes, the speed and bandwidth of your network and servers, the method and tool that you use for the migration, and the settings and options that you apply for the migration. Generally, it can take from a few minutes to several hours or days to migrate a shared mailbox from Google Workspace to Microsoft 365.

Question: How much does it cost to migrate a shared mailbox from Google Workspace to Microsoft 365?

Answer: The migration cost depends on the method and tool that you use for the migration. If you use the Microsoft 365 admin center, the migration is free, but you need to pay for the Microsoft 365 subscription that includes the shared mailbox functionality. If you use a third-party migration tool, the migration cost varies depending on the vendor and the license that you purchase. You can check the pricing and features of different migration tools on their websites.

Question: How can I access the shared mailbox after the migration?

Answer: After the migration, you can access the shared mailbox from Outlook on the web, Outlook desktop app, or Outlook mobile app. You need to have the appropriate permissions to access the shared mailbox.

Summary

In this article, we have explained how to migrate a shared mailbox from Google Workspace to Microsoft 365 using different methods and tools. We have also provided some tips and best practices to ensure a smooth and successful migration. We hope that this article has helped you to understand and perform the migration of a shared mailbox from Google Workspace to Microsoft 365.

Disclaimer: This article is for informational purposes only and does not constitute professional advice. You should always consult with your IT technical expert before performing any migration of data or systems. We are not responsible for any loss or damage caused by the use of the information or tools in this article.