June 2, 2021 | Divya Khare

Migrating data to Google Workspace

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For a number of companies, the remote workforce is a new concept. Navigation to this new concept and how to stay connected to the works in different locations with the utmost ease was challenging and that is where many organizations were stuck to find a solution. In this switching to adapt to the new normal, many turned to Google Workspace (Formerly G-Suite) cloud collaboration tools from Google, which was indeed a good choice to make. 

Why Migrate to Google Workspace?

The features of Gmail, Google Calendar, Google Meet and other tools were already in use by the organizations but still they wanted to explore cloud-based collaboration and productivity. Google Workspace essentials can help you migrate your email and calendar without having to abandon your current mail and calendar.

You can migrate user data to your Google Workspace domain using Google Workspace Migrate, as your organisation’s administrator. You can also set up Google Workspace Migrate on a group of Microsoft Windows machines by deploying these machines on-premises or in the cloud.

Google Workspace gives you the ability to work with the most collaborative and secure features to help your teams work together, even when they are in different locations. These features include Docs, Sheets, Slides, Google Meet and Google Drive. 

Getting started with Google Workspace Migrate

Google Migrate Tools helps admin access plan and migrate large amounts of content directly into Google Workspace. It already supports Microsoft Exchange, Microsoft OneDrive, file shares, and Box migrations. The Eligible  You can:

  • Selectively migrate Gmail, Calendar, Drive, and more data between Google Workspace environments. 
  • Choose to migrate all users from one environment to another. 
  • Selectively migrate specific user data (organizational units, users, or subsets of data) between Google Workspace environments. 

You or your users decide whether smart features in Gmail, Chat, Meet, and personalization features in other Google products can use data from Gmail, Chat, and Meet. You can configure these settings for users, and users can always choose their own settings. 

Ready to begin?

Here is the step-wise description of how the migration process works:

Step 1:

For Initiating the migration process the following details are needed

  1. Existing user mail credentials i.e user id and password
  2. Correct IMAP Server Name e.g, Google IMAP server name is imap.gmail.com
  3. Migration start date, you may add the date the company established.

You have to log in to the Google workspace Admin panel. Once you logged in, you have to perform the following steps

Click on the Data Migration Icon which is showing on the below image: 

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Step 2:

In the Migration source section, you have to select source server name eg, Google Workspace, Gmail, Godaddy, I don’t know, or another mail server.

If you are using the Gmail account then you need to select Gmail or else you can select the I don’t know or Other mail servers.

In the connection protocol section, you have to add the correct IMAP server name eg, the Google IMAP server name is imap.gmail.com, apart from the Google Server there are several mail server most the client using the IMAP server might look like imap.abcd.com or mail.abcd.com (note, replace the abcd domain to your actual one) once the details feel done by you then select the set data migration up.

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Step 3: 

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Step 4: 

The role account section needs to add the existing mail server credentials, then click on the start. 

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Step 5:

Select the start date of your migration, your mail will be migrated from the date to the most recent data starting with the most recent date.

Migration option is an optional tab, if you want to exclude some folder then need to add the folder name in the exclude section Eg, SPAM / Junk mail Folder/Label, refer to the below image.

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Step 6: 

Once the above process is done then you need to add the user details, it will ask/prompt you to add the existing user mail address, existing user password, and new mail address. Refer to the image 6 and 7

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Step 7:

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Step 8: 

After clicking on the START Icon the migration process will start, the process will take time, as it will first be initialized and check the source server details like user id and password is correct or not, if by mistaken user changed the exiting mail password the migration will be stopped for the affected user if the details are correct then no need to worried about it migration will initialize and you can track the migration process from the below dashboard.

Please note that the migration process will depend upon the number of users and the source server.

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Conclusion:

Google Workspace can help you migrate your data with ease and keep all the data assets safe. Pluto7 is a Premier Google Cloud Partner. We have assisted a number of customers in migrating their data to Google Workspace. If you are planning to switch, we are a one-stop-shop.

Talk to our experts to gain a deeper understanding of why Workspace gives you the best experience of collaborating with your team from anywhere in the world. 

Migrate with Pluto7

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