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Microsoft 365 to Google Workspace Migration Guide
By — Managing Director |

Key Takeaways

Microsoft 365 to Google Workspace Migration at a Glance

Migrating from Microsoft 365 to Google Workspace involves moving Outlook to Gmail, OneDrive to Google Drive, SharePoint to Shared Drives, Word/Excel/PowerPoint to Docs/Sheets/Slides, and Teams to Google Chat + Meet. A well-planned migration typically takes 4–6 weeks and follows six phases: discovery, workspace setup, pilot migration, bulk migration, cutover, and hypercare.

Key challenges include Excel macro/VBA dependencies (which must be rebuilt as Google Apps Scripts), complex SharePoint workflows, Teams chat history (partial migration), desktop app change resistance, and Active Directory dependencies. With proper planning, zero data loss and minimal downtime are achievable.

All IT Services is a Google Workspace certified partner based in Sydney that has completed 80+ Microsoft-to-Google migrations for Australian businesses. We offer fixed-price engagements with 30-day post-migration hypercare and training included.

Reading time: ~14 minutes

Why Businesses Move to Google Workspace

We hear it all the time from Australian businesses: “Our Microsoft 365 environment works, but it feels bulky. We’re managing too many desktop applications, too many licensing tiers, and our team struggles to collaborate in real time.”

If that sounds familiar, you’re not alone. Over the past three years, we’ve helped 80+ organisations transition from Microsoft 365 to Google Workspace. The reasons vary, but they cluster into a few key themes:

Cloud-Native Simplicity Over Desktop Complexity

Microsoft 365 still carries legacy desktop application DNA. Word, Excel, PowerPoint—they’re powerful, but they require updates, patches, licensing management, and user training. Google Workspace is purpose-built for the cloud. Google Docs, Sheets, and Slides auto-update, sync instantly, and work identically across Windows, Mac, Chromebook, iPhone, and Android. For teams that want to reduce IT overhead, that’s transformative.

Real-Time Collaboration Is Built In

Google’s DNA is real-time collaboration. When five people open a Google Doc simultaneously, they see each other’s cursors, edits happen instantly, and the entire conversation happens within the document itself. Microsoft is getting better at this (Teams integration, co-authoring), but it still feels like an add-on. With Google, it’s the default experience.

Cost Optimisation—Especially for SMBs

Microsoft 365 licensing can balloon quickly. Business Standard, Business Premium, Enterprise—each tier adds features and costs. Google Workspace pricing is more transparent: Business Standard or Business Plus, and that’s essentially it. For small to medium-sized Australian businesses, that typically means 30–50% savings compared to a comparable Microsoft 365 footprint.

Reducing Desktop App Dependency

Organisations adopting Chrome OS and Chromebooks find Google Workspace a perfect fit. No need for Windows licensing, less OS patching, lower hardware costs, and a seamless user experience. It’s becoming increasingly popular in Australian education, retail, and logistics sectors.

Google-First Workforces

Younger employees, teams hired in the last 5–10 years, and tech-forward organisations often prefer Google’s interfaces and simplicity. If your workforce is generationally diverse and some cohorts demand modern tools, Google Workspace bridges that divide elegantly.

Simpler IT Administration

Managing Entra ID (Azure AD), Intune, Group Policy, and DirSync is complex. Google’s admin console is web-based, straightforward, and handles 95% of what a lean IT team needs. No servers, no endpoints, no GPO nightmares.

We hear you

The shift to Google isn’t about abandoning Microsoft; it’s about choosing a platform that aligns with how your team actually works today—cloud-first, collaborative, mobile-friendly, and cost-effective.

Frequently Asked Questions

Will I lose my Excel macros when migrating to Google Sheets?
Excel macros written in VBA don’t automatically translate to Google Sheets. However, we identify all macro-dependent spreadsheets during discovery and rebuild critical ones as Google Apps Scripts. For others, we document the workflow and discuss alternatives—sometimes a Sheets formula does the job, sometimes we use Zapier or Make for workflow automation. You won’t lose functionality; you’ll adapt the workflow to Google’s strengths in real-time collaboration.
Can I still open and edit Microsoft Office files in Google Workspace?
Absolutely. Google Docs, Sheets, and Slides can open and edit .docx, .xlsx, and .pptx files directly—no conversion needed. You maintain full compatibility with partners or clients still using Office. The only gotcha: advanced features (pivot tables, certain Excel functions, complex VBA) may not render perfectly. We recommend converting critical files to native Google formats, but Office format support is rock-solid.
Is Google Workspace secure enough for compliance (GDPR, APPs, industry-specific rules)?
Yes. Google Workspace meets GDPR, ISO 27001, SOC 2 Type II, HIPAA (with Business Associate Agreement), and most industry standards. For Australian organisations, it complies with the Australian Privacy Principles (APPs) and ASIC/ASX requirements. Google Vault provides eDiscovery, retention, and audit logging. We’ll audit your specific compliance needs and configure Google Workspace and Vault to meet them.
What if my team needs to keep using Microsoft Office desktop apps?
You can. Google Workspace integrates with Office (web) and Office apps on desktop. If you need the desktop experience, you can buy standalone Microsoft Office licenses without Microsoft 365. Alternatively, we can set up a hybrid workflow where critical users keep Office + OneDrive for specific workflows, while the rest of the organisation uses Google Workspace. It’s not ideal (you lose collaboration benefits), but it’s possible.
How long will the migration take, and what’s the impact on business?
The full migration is typically 4–6 weeks. The actual “downtime” is minimal: we run coexistence for weeks before switching MX records, so there’s no moment where email stops flowing. The day-of cutover (Friday evening) is when we switch DNS records, and by Monday morning, Google Workspace is live. Most users experience zero downtime; they simply log into Gmail instead of Outlook on Monday. We schedule the main event for after-hours to minimise disruption.
What about shared mailboxes and distribution lists?
Shared mailboxes become Google Groups or Google’s Collaborative Inbox feature. Distribution lists map to Google Groups. The functionality is equivalent: everyone in the group receives emails sent to the group address, and depending on settings, anyone can send on behalf of the group. We configure them to match your current workflows.
Do I need to replace all my hardware with Chromebooks?
No. Google Workspace works beautifully on Windows and Mac. If you want to explore Chromebooks for cost savings (and many organisations do—they’re 60% cheaper and manage centrally), we’ll help you pilot it. But it’s entirely optional. Windows and Mac users benefit from Google Workspace immediately; Chromebooks are a nice-to-have optimisation, not a requirement.

Ready to Go Google?

Migrating to Google Workspace is a strategic move that simplifies your IT, empowers your team, and typically saves money. Let’s talk about your specific situation—no obligation, just a conversation about what’s possible.

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    We’re a leading IT specialist providing premium services and support to businesses across Australia’s eastern seaboard. Our strength lies in our size – big enough to tackle complex projects yet small enough to pick up the phone when you call.  At All IT Services, our approach is refreshingly straightforward - no endless wait times or tech jargon. Just real people with genuine passion and expertise in IT solutions.

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