{"skill":{"slug":"gmail-to-outlook","displayName":"Gmail To Outlook","summary":"Migrate email, contacts, and calendars from Google Workspace (Gmail) to Microsoft 365 (Outlook/Exchange Online). Use when a user asks to migrate from Gmail t...","description":"---\nname: gmail-to-outlook\ndescription: \"Migrate email, contacts, and calendars from Google Workspace (Gmail) to Microsoft 365 (Outlook/Exchange Online). Use when a user asks to migrate from Gmail to Outlook, transfer emails from Google Workspace to Office 365, export Google Takeout to Outlook, switch from Gmail to Exchange, or plan a Google Workspace to Microsoft 365 migration. Covers: single-user migrations, bulk/org-wide migrations, MBOX imports, calendar + contacts transfer, DNS/MX cutover, and post-migration validation.\"\n---\n\n# Gmail to Outlook Migration\n\n## Migration Paths\n\nAssess the source environment first:\n\n| Source | Best Method | Scope |\n|--------|------------|-------|\n| Google Workspace | Microsoft Data Migration Service | Org-wide, bulk |\n| Google Takeout (MBOX) | Outlook Desktop Import | Per-user |\n| Gmail (personal) | IMAP bridge via Outlook Desktop | Per-user |\n| G Suite Legacy | Microsoft Migration Tools | Per-user or bulk |\n\n## Pre-Migration Checklist\n\nRun through this with the client before touching anything:\n\n1. **Inventory** — Number of users, total mailbox sizes, largest mailbox, shared mailboxes, Google Groups\n2. **Microsoft 365 plan** — Confirm active subscription, verify admin access (Global Admin required)\n3. **Source admin access** — Google Workspace Super Admin + service account for bulk migration\n4. **DNS access** — Whoever manages MX records (registrar, Cloudflare, etc.)\n5. **Data scope** — Email only? +Contacts? +Calendars? +Drive files?\n6. **Cutover window** — When to switch MX records (weekend recommended)\n7. **Client communication** — Draft email to users about the switch, new login instructions\n8. **Retention** — Keep Google Workspace active 30 days post-migration as safety net\n\n## Method 1: Microsoft Data Migration Service (Recommended for Google Workspace)\n\nBest for org-wide migrations from Google Workspace to Microsoft 365.\n\n### Setup\n\n1. Microsoft 365 Admin Center → **Migration** → **Data Migration**\n2. Select **Google Workspace** as source\n3. Create service account in Google Admin Console with domain-wide delegation\n4. Upload service account key file to Microsoft migration tool\n5. Select what to migrate: Email, Contacts, Calendars\n6. Choose date range filter (optional — migrate only last N months to save time)\n\n### Execution\n\n1. Add users to migrate (CSV upload for bulk: `source_email,destination_email`)\n2. Start migration — Microsoft handles delta sync automatically\n3. Monitor progress in Admin Center → shows per-user status\n4. Migration runs in background — users can keep using Gmail during this phase\n\n### CSV Format\n\n```csv\nsource_email,destination_email\njohn@company.com,john@company.onmicrosoft.com\njane@company.com,jane@company.onmicrosoft.com\n```\n\nSee `references/csv-template.md` for full template with notes.\n\n## Method 2: Google Takeout + Outlook Import\n\nBest for individual users or when bulk migration fails.\n\n### Export from Google\n\n1. Go to Google Takeout: https://takeout.google.com\n2. Select **Mail**, **Contacts**, **Calendar**\n3. Choose MBOX format for mail (compatible with Outlook)\n4. Download archive when ready (can take hours/days for large mailboxes)\n\n### Import to Outlook\n\n1. **Email**: Outlook Desktop → File → Open & Export → Import/Export → Import from MBOX\n2. **Contacts**: Import Google CSV to Outlook contacts\n3. **Calendar**: Export Google Calendar as ICS, import to Outlook Calendar\n\n**Limitations**: Manual per-user process, requires desktop Outlook, size limits.\n\n## Method 3: IMAP Bridge (Manual / Small Scale)\n\nFor personal Gmail accounts or when other methods fail:\n\n1. Enable IMAP in Gmail: Settings → Forwarding and POP/IMAP → Enable IMAP\n2. Create app password for Gmail account\n3. In Outlook desktop, add Gmail as IMAP account using app password\n4. Set up Microsoft 365 account in same Outlook profile\n5. Drag-and-drop folders from Gmail IMAP to Microsoft 365 mailbox\n\n## Data Mapping Considerations\n\n| Gmail Feature | Outlook Equivalent | Notes |\n|---------------|-------------------|-------|\n| Labels | Folders | Multiple labels become copies in folders |\n| Google Groups | Distribution Lists | May need manual recreation |\n| Google Drive links | OneDrive links | Links break — migrate files separately |\n| Gmail filters | Outlook rules | Manual recreation required |\n| Hangouts/Chat history | Teams | Not directly migratable |\n\n## DNS / MX Cutover\n\nAfter migration data is transferred:\n\n1. **Verify domain** in Microsoft 365 Admin Center (TXT record)\n2. **Update MX records** to Microsoft:\n   ```\n   Priority  Host\n   0         company-com.mail.protection.outlook.com\n   ```\n3. **Set SPF**: `v=spf1 include:spf.protection.outlook.com ~all`\n4. **Set DKIM**: Admin Center → Defender → Email authentication → Enable DKIM\n5. **Set DMARC**: `v=DMARC1; p=none; rua=mailto:admin@domain.com` (start with `p=none`)\n6. **Autodiscover CNAME**: `autodiscover.outlook.com`\n7. **TTL**: Lower TTL to 300 before cutover, restore to 3600 after 48h\n\nSee `references/dns-records.md` for copy-paste DNS templates.\n\n## Post-Migration Validation\n\nRun these checks for every user:\n\n- [ ] Email receiving on Outlook (send test from external)\n- [ ] Historical emails present (spot-check oldest + newest)\n- [ ] Folders mapped correctly (labels→folders)\n- [ ] Contacts imported (check count vs Google)\n- [ ] Calendar events present (check recurring events specifically)\n- [ ] Google Groups recreated as Distribution Lists\n- [ ] Signatures set up in Outlook\n- [ ] Mobile devices re-configured (Outlook app or Exchange)\n- [ ] Gmail IMAP disabled or account removed\n\nSee `references/validation-checklist.md` for printable per-user checklist.\n\n## Common Issues\n\n| Issue | Fix |\n|-------|-----|\n| Migration stuck at connecting | Re-check Google service account permissions |\n| Labels become nested folders | Expected — Google labels flatten to Outlook folders |\n| Calendar recurring events broken | Complex recurrences may need manual recreation |\n| Contacts missing phone numbers | Google exports differently — check import mapping |\n| Large attachments missing | Items >150MB not migrated — export separately |\n| Google Groups not migrating | Create Distribution Lists manually in Exchange Admin |\n| Drive file links broken | Migrate files to OneDrive, update links manually |\n| MX propagation slow | Check TTL, use `dig MX domain.com` to verify |\n\n## Deliverables Template\n\nFor client-facing migration projects, prepare:\n\n1. **Migration Plan** — Timeline, phases, user batches, rollback plan\n2. **User Communication** — Email template announcing the switch\n3. **Admin Runbook** — Step-by-step for the migration operator\n4. **Validation Report** — Per-user sign-off checklist\n\nSee `references/client-templates.md` for ready-to-use templates.","topics":["Gmail","Calendar","Email"],"tags":{"latest":"1.2.0"},"stats":{"comments":0,"downloads":312,"installsAllTime":11,"installsCurrent":0,"stars":0,"versions":3},"createdAt":1771348014950,"updatedAt":1778491567625},"latestVersion":{"version":"1.2.0","createdAt":1771501864182,"changelog":"Metadata update","license":null},"metadata":null,"owner":{"handle":"luigi08001","userId":"s17174ff8avnmaqgey3v7z953n885p3r","displayName":"Luigi08001","image":"https://avatars.githubusercontent.com/u/217232646?v=4"},"moderation":null}