Supported editions for this feature: Business Starter, Business Standard, and Business Plus; Enterprise Standard and Enterprise Plus ; Education Fundamentals, Education Standard, and Education Plus ; Essentials Starter , Essentials , Enterprise Essentials , and Enterprise Essentials Plus ; Nonprofits; G Suite Basic and G Suite Business. Compare your edition
You can use the new data migration service to copy your organization’s Microsoft Exchange Online (Outlook) email and calendar data to user accounts in Google Workspace. Except where indicated, you complete these steps in the Google Admin console for the Workspace account you’re migrating to.
Migrate email from Exchange Online to Google Workspace
Requirements
- Only administrators can migrate data to Google Workspace.
- For Workspace, you must be a super administrator. For details, go to Prebuilt administrator roles .
- For Microsoft 365, you must be a Global Administrator .
- You need to verify your Workspace domain. If you have an Essentials edition, you need to verify before starting a migration. For details, go to Verify your domain for Google Workspace .
- The data migration service migrates only users with existing Exchange Online and Workspace accounts. The service doesn't create new user accounts for migrated data.
- You need an email address for every Exchange Online user that you want to migrate. For details, go to Plan for where and how you will manage your user accounts .
- You need a Workspace user account for each user you're migrating to Workspace. For details, go to Options for adding users .
- Each user needs a license to use Google services. For details, go to How licensing works .
- Turn on the Gmail and Google Calendar services for the users you're migrating. For details, go to Turn a service on or off for Google Workspace users .
- You can migrate data for up to 250 Exchange Online users at a time. Additional users require a separate migration.
Retention & legal holds
Exchange Online data migration is intended as a productivity feature and isn't designed to assist with legal compliance matters. You and your organization are responsible for assessing and meeting your organization's legal compliance needs.
Run a migration
You must be signed in as a super administrator for this task. Resellers cannot migrate data for their customer accounts.
Expand section | Collapse all & go to top
Choose a Microsoft Exchange Online account to copy data from:
- Sign in with a super administrator account to the Google Admin console.
If you aren’t using a super administrator account, you can’t complete these steps.
- For Exchange Online, click Migrate.
- Click Connect and sign in to your Microsoft 365 account as a Global Administrator.
Note:If needed, allow pop-ups from Microsoft sites.
When your account is connected, Data migration (New)appears as an authorized API client on the Domain-wide delegationpage of the Admin console. Learn more about domain-wide delegation .
The workflow for migrating users from Exchange Online depends on the number of users in your organization.
If you have 20 users or less
After you connect your Exchange Online and Workspace accounts, the data migration service automatically finds users in both accounts and attempts to map them.
By default, the data migration service tries to match users with similar addresses. For example, an Exchange Online user with the address kim@example.com maps to a Workspace user with the address kim@other-company.com.
- Review the suggested mappings between Exchange Online users and Workspace users.
- If the data migration service can't find a matching email address for some of your Workspace users, manually add addresses for those users.
- If you need to change any of the suggested Workspace email addresses, select the address to use.
- If you don't want to migrate certain users, uncheck the checkboxes next to their email addresses.
- If you recently added or updated users in Workspace, click Refresh datato generate a new list of mapped users.
Refreshing discards the current user list in the data migration services and any manual edits you made to it.
- If you clicked Refresh data, manually re-add any users that the service can't find a matching email address for (step 2 earlier in this section).
- Click Save Changes.
If you have more than 20 users
Create and upload a comma-separated values (CSV) file that contains each user's Exchange Online email address and their new Workspace address. You can also use a CSV file to migrate Exchange Online resource calendars to Google Calendar resources , such as meeting rooms.
To get details about users in your Exchange Online tenant, go to Plan for where and how you will manage your user accounts .
Tip: Click Download sample CSV fileto get an example file.
To create your own CSV file:
- Open a spreadsheet program.
- In the first column, add the header Source Exchange Email and add an email address for every Exchange Online user or calendar resource you're migrating. Each row must contain a unique email address.
- In the second column, add the header Target GUserand add a Workspace email for each user or calendar resource. The email address doesn't need to be unique.
Use a separate row for each user or calendar resource.
Example:
Source Exchange Email
Target GUser kim@example.com
kim@other-company.com alex@example.com
alex@other-company.com You can migrate up to 250 users or resources at a time. The CSV file must be smaller than 10 MB. Additional users require a second migration.
-
Save the spreadsheet as a CSV file.
- Upload the file to the Google Admin console:
- Click Upload CSV.
- Select the fileclick Open.
- Click Tasks to confirm that the mapping file is successfully uploaded.
Note:If the CSV file doesn't load successfully, go to (Optional) Step 3: Delete a CSV file .
If there is an error during the CSV upload or the upload gets stuck, you can delete the current configuration and upload a new one.
- Select the CSV file you want to remove.
- Click Delete.
- Click Yesto confirm that you want to delete the CSV file.
- To upload a new list of source users, go to Step 2: Select users to migrate and follow the instructions for organizations with more than 20 users.
Adjust the following settings to choose which data to copy from Exchange Online.
- For Data sources, check one or more of the following boxes to migrate data for all your selected users:
- Calendar events
- Contacts—A new migration duplicates any contacts you already migrated. Contact labels are not duplicated.
- For Date range, select a date to start migrating data from the source you selected. All calendar events and email messages sent or received after this date are copied to Workspace and all contacts are copied, regardless of creation date.
- (Optional) To specify additional email messages and folders, check the following boxes:
- Include deleted email—Migrate deleted email messages.
- Include spam email—Migrate email messages in spam folders.
- Exclude folders for all users in my organization—Exclude messages in specific folders. Enter the excluded folder names, separated by commas. For details, go to Exclude folders from migration .
- (Optional) To migrate the Exchange Online users' calendars and events, including calendars for personal appointments, select Copy additional calendars. After a migration, these are in Other calendarsin Google Calendar.
- (Optional) For Calendar events and contacts for non-migrated users, manually add a list of additional users and resources in a CSV file. This list can include event invitees who aren't part of the migration. For example, you might be planning to migrate some users later. Or, the list could include event guests who are outside of your organization.
- Check the Upload a list of email addresses for non-migrated usersbox.
- Open a spreadsheet program.
- In the first column, add the header Source Emailand add the user's original email address.
- In the second column, add the header Destination Emailand add the new email address.
Use a separate row for each user.
Example:
Source Email
Destination Email
kim@example.com kim@other-company.com alex@example.com alex@other-company.com
- Save the spreadsheet as a CSV file.
- Click Upload CSVand follow the steps to upload the CSV file.
- (Optional) To choose what happens if the service finds additional users during the process, check the If the user's aren't in the list you uploaded, copy their addresses andbox and opt to keep the same domain name or choose a different domain name from the list.
This setting doesn't work for Exchange Online resource calendars. You must use a CSV file to map them to Google Calendar resources.
- Click Save changes.
Exclude folders from migration
- Separately add each Exchange Online folder or subfolder name.
- If you exclude a folder, the migration doesn’t include its subfolders and any email messages in them.
- To exclude a subfolder, use the full path and separate the parent folder from the subfolder with a forward slash (/). For example:
- If you want to exclude the subfolder Asia in the folder Travel, enter Travel/Asia.
- If you also add Travelin the list, such as Travel, Travel/Asia, then all the subfolders are automatically excluded.
- To exclude a folder with a forward slash (/) in its name, replace each slash with an underscore (_). For example, to exclude Folder/with/slash,add it as Folder_with_slash.
- You can also exclude default Microsoft folders, such as Deleted Items, Inbox, or Junk email, and user-created folders.
Migrate additional calendars
When you migrate additional Outlook calendars, such as a calendar for personal appointments, they’re migrated as Other calendarsin Google Calendar.
- Click Start migration.
- The status changes to In progressand the following information is updated in real time:
- Discovered items—Total number of items (messages, folders, and other tasks) that were migrated, skipped, or failed.
- Warning—Number of items that were migrated, but failed to complete as expected.
- Failed—Number of items that failed to migrate due to an error.
- Skipped—Number of items that were skipped.
- Successful—Number of items that were migrated.
- Users processed—Number of users whose migration is complete for all selected data types.
- Emails discovered—Number of email messages in the Exchange Online users’ accounts.
- Emails migrated—Number of email messages that were migrated.
- Emails skipped—Number of email messages that were skipped. For example, an email is marked as skipped if it was already migrated in a full migration and then you run a delta migration.
- Emails failed—Number of email messages that failed to migrate.
- Calendars processed—Number of calendars that were migrated.
- Calendar events discovered—Number of events in the Exchange Online users’ accounts.
- Calendar events migrated—Number of events that were migrated.
- Calendar events skipped—Number of events that were skipped. For example, an event is marked as skipped if it was already migrated in a full migration and then you run a delta migration.
- Calendar events failed—Number of events that failed to migrate.
- Contacts discovered—Number of contacts in the Exchange Online users' accounts.
- Contacts migrated—Number of contacts that were migrated.
- Contacts skipped—Number of contacts that were skipped. For example, a contact is marked as skipped if it was already migrated in a full migration and then you run a delta migration.
- Contacts failed—Number of events that failed to migrate.
You can navigate away from the migration page without interrupting the migration. Your migration continues unless you cancel it.
- (Optional) To export a report for a migration in progress:
- Click Export migration reportor Export user report.
- If the Tasks list doesn't automatically open with the exported report, click Tasksthe report link.
- Click Open in Google Sheetsto open the report in Sheets.
- To export and interpret the reports, go to Understand Exchange Online data migration reports .
To stop a migration that’s in progress, click Stop migration. It might take a few minutes for the migration to stop, and the migration process does not roll back.
Email messages, calendars, calendar events, and contacts migrated before you stopped the migration are not deleted from Gmail, Calendar, or Google Contacts.
After you successfully migrate data, you can still run a delta migration to copy any newly added or updated data to Workspace. You can also retry migrating data that failed in the initial migration. For details, go to Run a delta migration .
Exit a completed migration
You can run delta migrations and review information about a completed migration in the Admin console until you exit the migration. You can’t start a new migration until you exit a completed migration. To exit a completed migration:
- (Optional) If you want to save logs from a completed migration, click Export migration reportand Export user report. For details, go to Understand email migration reports .
- Click Exit migration Exit and delete migration.
When you exit, the system deletes the client ID and removes Data Migration (New) as a client in the domain-wide delegation setting.
Related topic
Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.
