Home Migrate Emails to Google Workspace: 2 Methods

How to Migrate Emails to Google Workspace Domain

MB
Written ByMariya Beckham
EJ
Reviewed ByEdwin J. Hoffer
Published OnFebruary 4, 2021
Reading Time4 Min Read
Quick Answer. Google service moves email, calendar and contacts for admins. Super admin access is required for the service. Users must exist in Workspace before the migration starts. SysTools Migrator adds date filters and delta passes.

Which Migration Method Fits Your Domain?

Admins have two paths for this move. Google gives you a free service and SysTools gives you a migration tool with filters.

MethodCostUse case
Google serviceFreeExchange Online or IMAP source with a few users
SysTools MigratorPaid after demoDate filters, delta passes and Drive data

How does the Google Data Migration Service Work?

Method #1: Data Migration Service (Free)

Who it suits. Super admins with an Exchange Online source. Extra application. None.

  1. Create the user accounts in Google Workspace first.
  2. Sign in to the Admin console as a super admin.
  3. Open Menu, then Data, then Data import & export, then Data migration (New).
  4. Select Migrate next to Exchange Online and connect both accounts.
  5. Review the user mappings the service suggests.
  6. Tick the data types you need and start the migration.

Google states that only administrators can use the service and that it migrates users who already have both accounts. The Google service does not create new users.

Google lists up to 1,000 Exchange Online users at a time with the default method. More users need a second migration.

What does Google Not Migrate?

  • Email messages larger than 150 MB do not migrate.
  • Public folders in Exchange or Exchange Online do not migrate.
  • Drive files need a separate migration.
  • A repeat migration needs a plan for duplicates.

Google lists what moves and what stays behind.

Classic service. Google states that after December 4, 2025 you cannot start a migration in the classic data migration service. Use the new service for Exchange Online email and calendar.

How do You Migrate With a Cloud Migration Tool?

Method #2: SysTools Migrator (Paid After Demo)

Who it suits. Admins who need filters and repeat passes. Extra application. SysTools Migrator.

SysTools Migrator moves email, contacts, calendars and Drive data between cloud platforms. The vendor page lists Office 365, Google Workspace, IMAP, Exchange and Lotus Notes as sources and destinations.

  1. Start the software and select the source and the destination.
  2. Sign in with admin credentials for both accounts.
  3. Fetch the users or import them from a CSV file.
  4. Select the data types and set the date filters.
  5. Validate the permissions and select Start.

The software handles delta migration for items that arrive after the first pass. SysTools Migrator needs a Google Cloud Console project for the Workspace accounts. The trial migrates email for 2 users.

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What should You Check Before You Switch the Domain?

  • Test the migration with two pilot users.
  • Compare folder counts in Gmail and in the source.
  • Start a delta pass before you switch the MX records.
  • Tell users when the old mailbox goes read only before the Google Workspace cutover.

Moving Drive files too? Read how to do a Google Drive to Google Drive migration.

Need the platform basics? See the G Suite overview.

Frequently Asked Questions

How do You Migrate Emails to Google Workspace?

Sign in as a super admin, open Data migration (New) in the Admin console, connect the source and start the migration.

Who can Use the Google Data Migration Service?

Only administrators can use it. Google states that resellers cannot migrate data for their customers.

How Many Users can the Default Exchange Online Method Migrate?

Google lists up to 1,000 Exchange Online users at a time. More users need a second migration.

Does the Service Create the User Accounts?

No. Users must exist in Google Workspace before you start.

What Happens to the Classic Migration Service?

Google states that after December 4, 2025 you cannot start a migration in the classic service.

Can SysTools Migrator Move Drive Data Too?

Yes. The vendor page lists Drive documents and files with email, contacts and calendars.

Does the SysTools Migrator Trial Limit Users in Google Workspace?

Yes. The trial migrates email for 2 users.

Author's Verdict

Use the Google service to migrate emails to Google Workspace from Exchange Online in small numbers.

Use SysTools Migrator when you need date filters, delta passes or Drive data.

Key Takeaways

  • Only super admins use the Google service for Google Workspace.
  • Users must exist before the migration.
  • SysTools Migrator adds filters and delta passes.

Related Guides

Need to recover a Workspace user later? Read how to restore Google Workspace user data.

Switching the mail host as well? See how to switch email hosting to Google Workspace.