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Moving From Gmail to Office 365

Updated: Oct 18, 2023

Moving from Gmail to Office 365 involves several steps, from migrating emails, contacts, and calendars to familiarizing oneself with a new interface and functionalities. Here's a step-by-step guide to help you make the transition smoother:

  1. Preparation:

    • Ensure you have the necessary Office 365 licenses to use Outlook and other features.

    • Determine the amount of data you have in Gmail.

    • Make sure you have access to both your Gmail account and the Office 365 admin center.

  2. Backup Your Gmail Data:

    • Consider using Google Takeout to download a copy of your emails, contacts, calendars, and other data. This way, you have a backup in case anything goes wrong.

  3. Set Up Office 365:

    • Configure your domain in Office 365.

    • Add user accounts to Office 365 for everyone who will be migrating.

  4. IMAP Migration:

    • Office 365 supports IMAP migration from Gmail. Here's how you can set it up:

      1. In the Admin Center of Office 365, go to ‘Exchange’.

      2. Under ‘Recipients’, select ‘Migration’.

      3. Click on the ‘+’ symbol and choose 'Migrate to Exchange Online'.

      4. Choose ‘IMAP migration’ and follow the on-screen prompts. For the IMAP server, use

  5. Migrate Contacts:

    • Export contacts from Gmail in CSV format.

    • Import the CSV file into Outlook or use the Office 365 admin center.

  6. Migrate Calendars:

    • Export each calendar from Gmail as an iCalendar file.

    • Import each iCalendar file into Outlook.

  7. DNS Records:

    • To use Office 365 for email, you'll need to change the MX records for your domain to point to Office 365 servers.

    • Remember to verify the domain with Office 365 before changing MX records.

    • Update other DNS records like CNAME, TXT, etc., as per Office 365 requirements.

  8. Email Client Configuration:

    • If you are using an email client like Outlook, set it up to connect to your Office 365 account.

    • You can also use the web-based Outlook provided with Office 365.

  9. Familiarize and Train:

    • Office 365 offers more than just email. Take some time to familiarize yourself with OneDrive, SharePoint, Teams, and other applications.

    • Consider training sessions or tutorials for users who are new to the Office 365 environment.

  10. Clean Up and Monitor:

  • After migration, monitor the email flow to ensure everything works as expected.

  • Archive or delete old data from Gmail if you are sure about the successful migration to Office 365.

  1. Update Email Links/Signatures:

  • Ensure that your email signatures, website links, or any other references to your old Gmail address are updated to reflect your new Office 365 email address.

  1. Post-migration Considerations:

  • You might want to set up additional features in Office 365, like Multi-Factor Authentication, for added security.

  • Organize your emails, set up rules, or use the Focused Inbox feature in Outlook to manage your emails efficiently.

Note: Migrating data between platforms can be complex, especially for large organizations or if you have a lot of data. Consider seeking help from IT professionals or specialized services if you're unsure about any step in the process.

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