Migrate Email From Gmail to Office 365: Step-By-Step Guide

Nowadays, technology is becoming more advanced, and with this increasing updation, communication is getting enhanced. Gmail has remained the best email platform for a long. However, it lacks some features. Subsequently, users want to migrate email from Gmail to Office 365. Are you one of them too? Then this blog is for you. We will provide a manual way or use the Gmail Backup Tool for enhanced efficiency. Let’s dive into it for a better understanding.

Gmail vs. Office 365

Gmail is an emailing application in G Suite. It is widely used and preferred by the users for personal and professional mailing. However, the main disadvantage is the lack of storage space. The consumer Gmail mailboxes aren’t enough for large files.

Whereas, Office 365 suite consists of various applications like Outlook, Excel, Word, and more. It has ample data storage space and provides robust and integrated productivity solutions. Consequently, organizations are convinced to migrate Gmail to Office 365.

Why Move Emails from Gmail to Office 365?

Apart from that, there are other factors and reasons as well, why users want to migrate from Gmail such as:

• O365 provides a comprehensive suite of productive applications and tools.
• It has numerous subscription plans as per the needs of every user.
• Offers enhanced accessibility features, is cost-efficient and user-friendly.
• Moreover, as a cloud-based software, it keeps updating. So, the files are secure and intact.

Methods to Migrate Email from Gmail to Office 365

There are two methods to export Gmail emails to Office 365. The first is manual way and the second is using a professional tool. Furthermore, the step-by-step procedure for how migration works between Gmail and Office 365 is given below. Let’s understand them and start with the conversion process.

Manual Method to Transfer Email from Gmail to Office 365

Before proceeding ensure the following:

• First, scope of migration i.e. number of users, data amount, and others.
• Second, Backup Gmail Emails to Hard Drive to protect your data from being misplaced.
• Third, check your Office 365 Subscription is active.
• Likewise, enable IMAP in your Gmail account by:

1. Sign into your Gmail account.
2. Go to Settings, choose Forwarding, and select POP/IMAP. Next, select Enable IMAP > Save Changes.

Let’s start converting. The manual method involves various steps discussed below.

Step 1: Verifying Domain

Before setting up the Microsoft Office 365 account, verification is needed to prove that the G Suite domain is yours.

Step 2: Adding Users

Office 365 gives an option to add users to the mailbox. You can add single or multiple users as required. They must have an Office 365 mailbox beforehand for transferring emails. Additionally, provide them with their corresponding licenses. To add users, go to the Admin Center > Users > Active Users > More > Import Users.

Step 3: Create a record of the Gmail mailboxes to migrate

Create a migration file of Gmail mailboxes to migrate email from Gmail to Office 365. To do so, follow the below-given steps:

1. Login to Google Workspace Admin Console with your administrator credentials.
2. Go to users and copy their email addresses.
3. Next, launch Microsoft 365 Admin Center, click Users, and select Active Users.



4. Further, open Excel. Create the migration file as shown below. Fill in the details and save it as a CSV file type.

Step 4: Connecting Office 365 to Gmail

The steps for creating a migration endpoint are as follows:

1. Open Exchange Admin Center > Migration > Endpoints. In the Endpoints window, select Add + to create a migration endpoint.



2. The Add Endpoint dialog box will appear. Select IMAP as the migration type. Fill in other credentials too and click Create.

Step 5: Creating Migration Batches

Users need to create Migration Batches to import Gmail mailboxes to Office 365. This step is essential to migrate email from Gmail to Office 365. The steps are as follows:

1. Start Exchange Admin Center > go to Migration > Add Migration Batch.
2. The add migration batch dialog box will open. Enter a unique name for the batch and choose Migrate to Exchange Online as the migration type. Click Next.
3. Now, complete all the prerequisites and click Next. Subsequently, set the migration endpoint as Gmail to Office 365 and click Next.



4. Further, in Add Users import the CSV file created earlier in Step 3 and click Next.
5. Later, choose the configuration settings and schedule migration. Click Save and select Done.

Go to the Exchange Admin Center, choose Migration, and verify that batches are added.

Step 6: Transfer Gmail to Office 365

To directly route Gmail mails to Office 365, update your DNS records. Follow the steps given:

1. Sign into an Office 365 account with your credentials.
2. Click the Setup option and choose Domains. Select your Domain > Fix issues.
3. Next, select What do I fix? for each DNS record type & then follow the instructions to add the records.

Wait at least 72 hours before you stop synchronization so that it recognizes the change in MX records.

Limitations of Manual Method

Overall, the process to migrate Gmail to Office 365 manually is cost-free but has some shortcomings such as:

• There is no confirmation that all the data will be migrated without loss.
• Large files with attachments cannot be transferred.
• This method is time-consuming and compromises data integrity.
• Users can have only limited access to mail.
• Moreover, this process is complex, lengthy and requires technical expertise.

Automated Tool to Migrate Email from Gmail to Office 365

For seamless transfer, it is better to use a professional approach. Gmail Backup Tool is a top-notch tool for migrating emails and backing data without losing integrity. It is a successful and effortless method that has various advantages. Backing up data is a good choice to save your important files. Some features of this tool are:

• It allows migrating emails to Thunderbird, Outlook, and other email clients.
• Moreover, it can export contacts, calendars, photos, and more.
• You can also export Gmail emails to CSV, PST, MBOX, DOC, MSG, etc.
• This tool is user-friendly and compatible with all versions of the system.
• It also prevents the migration of duplicate mail.

To transfer email from Gmail to Office 365, follow the steps given:

1. Download and install the tool on your system. Run it as an administrator.
2. Select the option Gmail(Backup Mails Only). Enter your Gmail credentials and click Sign In.



3. Now, choose your mailbox and click Next. Select Migrate in Email Client.
4. Subsequently, choose the email format as Office 365, enter your Email ID, and click Sign In. Click Next.



5. Then apply the option filters if required. Select additional features and click Next.
6. Select the folder where you want to migrate your Gmail mailbox and hit the Next button to start the migration.



7. Finally, click the Download button to migrate emails into the Office 365 account.

Conclusion

Various reasons initiate users to migrate email from Gmail to Office 365. Moreover, the main cause is increasing productivity and storage space. We have discussed the detailed process of migration. Nevertheless, the manual method has some cons. Therefore, it is advised to use a professional tool. You can easily and feasibly migrate your emails.

Frequently Asked Questions (FAQs)

Q. How do I forward my Gmail to Outlook 365?

Ans- To forward your Gmail to Outlook 365, follow the steps given:

1. Install the Gmail Backup tool on your system and run it.
2. Choose Gmail(Backup Mails Only). Sign in with your Gmail credentials.
3. Select Gmail mailboxes > Next > Migrate in Email Client.
4. Further, select Office 365 as the email saving format.
5. Sign in to your MS Office 365 account > Next.
6. Apply optional filters and additional features. Click Next.
7. Select the folder to transfer your Gmail mailbox, and click Next.
8. Lastly, hit Download.

Q. Can I migrate Gmail emails to Office 365 without attachments?

Ans- Yes, you can migrate Gmail emails to Office 365 without attachments. To do so, use the Gmail Backup Tool. It provides you an option to Migrate or Backup Emails without Attachment Files. This tool ensures that you seamlessly migrate your files in seconds without hassle. It will store your emails at the specified place without attachments for use.

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