Google Workspace to Microsoft 365 Migration

The Project

A Zero-Downtime Migration for 350+ Users

Saigon Technology decides to migrate its entire internal system from Google Workspace to Microsoft 365. Every email, file, and meeting had to move smoothly, without disrupting daily operations. This case study highlights Saigon Technology’s structured approach to transforming an organization’s collaboration ecosystem.

Key Goals: Migrate all business data for over 350 users from Google Workspace to Microsoft 365 with minimal disruption; Configure core services; Keep data integrity, access permissions, and folder structures; Enable secure identity and access management across the new environment; Provide user enablement and post-migration support for seamless adoption.

Service

IT Services

Project Duration

5 months

Key Achievement

Migrate business data for 350+ users from Google Workspace to Microsoft 365

The organization successfully moved to Microsoft 365 with secure data management, better communication, and more efficient collaboration.

Users reported smoother workflows and quicker access to shared resources in the new environment.

The Feature

Main Features

Email and Calendar Migration: Migrating all Gmail mailboxes and Google Calendar to Exchange Online.

File and Document Migration: Moving documents from Google Drive to SharePoint Online and OneDrive for Business, maintaining access permissions and collaboration settings.

User and Group Management: Synchronizing user accounts and groups from Google Workspace to Microsoft Entra ID, including new account creation and permission assignment.

User Training and Support: Providing detailed training sessions and start guides to help users quickly adapt to the Microsoft 365 environment.

The Process

Key Milestones

01

Assessment & Planning

02

Building a Dedicated Team

03

Pre-Migration Preparation

04

Data Migration Process

05

Post-Migration Validation

06

Post-Migration Reporting

The Challenge

Overcoming Major Challenges

Microsoft 365 Migration Overview Interface

Migration Overview Interface in Microsoft 365 Admin Center (This tool is used to migrate data from Google Workspace to Microsoft 365).

It includes two main migration sections: Gmail to Microsoft Exchange 365 and Google Drive to SharePoint or OneDrive.

Microsoft 365 Migration Overview Interface

Pre-Migration Data Validation: Google Drive to SharePoint or OneDrive

The tool allows users to scan data from the source (Google Drive) to verify file types, sizes, names, and other details. It also displays error notifications (if any) so users can fix issues or re-verify the source input before starting the migration to ensure a smooth transfer.

Post-Migration Reporting and Issue Resolution

After the migration is complete, the dashboard shows an overview of the process.

Users can download detailed reports for each migration job to check for any file errors. If issues are found, the team can quickly fix them and rerun the migration when needed.

Post-Migration Reporting and Issue Resolution

CHALLENGES

Complex Data Synchronization: Maintaining data integrity between two distinct ecosystems.
Minimal Business Disruption: Executing the migration process without significant disruption.
Consistent access permissions: Keeping consistent access settings across all accounts.
User Resistance: Some users may find it challenging to adapt to the new interface and workflows.
Email and attachments migration: Especially for large emails.
Function configuration: Ensuring existing Google Workspace functions are compatible on M365.

SOLUTIONS

A phased migration plan: Conducted tests on a small group of users and used specialized migration tools to ensure data accuracy and integrity before full deployment.
A step-by-step rollout: Minimized downtime and kept business operations running smoothly throughout the migration.
Automated tasks with PowerShell Scripting and Microsoft Graph API: Maintained consistent access settings, verified through post-migration QA.
User training and 24/7 support: Accelerated adoption and reduced productivity loss.
Migrated all Gmail and Google Calendar data to Exchange Online: Keeping folder structures and attachments intact.
Mapped and tested Google Workspace functions with Microsoft 365: Custom settings and automation scripts maintained workflow consistency and prevent functionality gaps.

The Team

BUILDING A TEAM

Project Manager: managed timelines, risks, and progress.

Microsoft 365 Solution Engineer & IT Support: designed and built the new system architecture. Handled user training and post-migration assistance.

Quality Assurance (QA): validated every migrated element for accuracy and integrity.

The Technology

Tools and Technologies Used

Microsoft 365 Migration tools

Utilizing built-in Microsoft 365 tools and specialized third-party tools for data migration.

PowerShell Scripting & Microsoft Graph API

Automating complex tasks such as licensing, configuration, especially customizing and handling specific cases related to access and sharing permissions.

Microsoft EntraID

For synchronizing identities from the existing environment or creating new users on EntraID.

Microsoft Exchange Online

Cloud email and calendar service, ensuring full migration of Gmail mailboxes and Google Calendar.

Microsoft SharePoint Online

Team collaboration and document management platform, serving as the destination for files from Google Drive, ensuring folder structures and, critically, preserving original sharing permissions.

Microsoft OneDrive for Business

Personal cloud storage, where users' private files from Google Drive are migrated, also ensures individual access rights.

Microsoft Teams

Unified communication and collaboration platform, deeply integrated with SharePoint and OneDrive, supporting the maintenance of workflows post-migration.

Microsoft Purview (Data Loss Prevention - DLP)

Comprehensive solutions for data lifecycle management, ensuring regulatory compliance.

The Reporting

Post-Migration Reporting and Quality Assurance

Reporting data from migration tools:

Migration tools automatically generated detailed reports on the migration status of each item (emails, files), the number of successful/failed items, and any errors encountered during the process. This data provided quantitative insights into migration progress and performance.

Reports from QA during post-migration data validation:

The QA team performed manual and automated checks after migration to verify the integrity, access permissions, and structure of the data (emails, documents on SharePoint/OneDrive). These reports documented the test results, identified any discrepancies, and confirmed the final data quality.

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