How to migrate Gmail to Office 365 account manually?

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Gmail is a popular web-based application among individuals and organizations. But many users are switching towards Office 365 by analyzing the suitability of Office 365 for business use. If you are searching for migrating your mailboxes from Gmail to Office 365, then follow the steps mentioned below:

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Step 1. Verification of Domain

First, you have to verify that you own the domain of Office 365 that you used for Gmail account. In case, you are using Office 365 subscription instead of your domain, you can simply add users after creating them in Office 365.

Step 2. Create Users & Add them to Office 365

• To create users, a license is required. Every user should be assigned to the mailbox to start the migration process.
• Now, from Admin Center, go to Users, click on Active Users, and go to More button. Finally, choose Import Multiple users option.

• For a single user, choose add a user and enter the values manually. Using Import multiple users, download a sample excel sheet and use it as a reference to add users.
• The important fields contained in that CSV file are username, first name, last name, display name, mobile number, etc.
• After filling the Excel sheet, click on Browse and then click on verify. Finally, click Next.

Step 3. Generate Gmail mailbox list to migrate

Now, generate a list of Gmail mailboxes. You must aware of the password of each Gmail account. You can assign temporary password for the migration. You must have an administrator to reset passwords.

• Log in to Gmail account with username and password
• Select Users
• Select list of the users
• Select each user to identify the user’s email address.
• Login to the Office 365 admin and select Users> Active Users
• Open Excel and fill the details like email address, username, & password for each mailbox that you need to migrate.

• Save this as CSV file.

Step 4. Create migration endpoints with Gmail IMAP

For the migration of Gmail emails to Office 365, a communication channel is established with Gmail. To do this, Office 365 uses a migration endpoint that establishes a connection for the smooth migration of the mailboxes.

Here are the steps to create migration endpoint.

• Go to Exchange admin center
• Go to Recipients> Migration > Migration Endpoints

• Click New
• Select IMAP option
• Enter IMAP details :imap.gmail.com
• Hit Next. This migration service uses the settings to establish a connection to Gmail system. A page of Enter general information opens.
• Type a migration endpoint name in it.
• Click New by leaving two boxes empty.

Step 5. Migrate mailboxes by creation of batch

• To migrate Gmail to Office 365, a migration batch with Gmail mailboxes needs to be created.
• Go to Office 365 Admin Center, go to Admin Centers > Exchange.

• Navigate to Recipients > Migration
• Click New under Migrate to Exchange Online
• Choose IMAP migration and hit Next
• On Select Users option, Browse and select earlier created CSV file. Hit Next.
• Office 365 shows the Gmail mailboxes. Hit Next.
• On IMAP migration configuration window, continue with default values. Then, Hit Next.
• Type the name of the migration batch and also the name of the folders to be excluded. Click Add (+) icon to add them to the excluded list.
• Provide the required options and start the migration.

Step 6. Update DNS records for migration to Office 365

Email systems use a DNS Record known as MX record to ask the exact address for email delivery. During this migration process, the MX record was pointing to Gmail system. Now, point the MX record to Office 365. After changing the MX record, the email sent to Gmail account is delivered to Office 365 mailboxes.

Follow the steps for this –

• Go to Admin Center and go to settings
• Click on Domains and select your domain name. Set up in progress is displayed.
• You will find the setup completed.

• Click on your domain name, this will show “Setup your online services” window with two options.
  1. Add records for me: This will connect your DNS domain and update MX record automatically.
  2. Manage my own DNS records: This provides you to insert a list of DNS entries that follows the manual addition process for a domain registrar.

Select the 2nd option. Now, add MX records on your DNS. For each domain, MX record value will be different.

Migrate Gmail mailboxes to Office 365 by professional tool

To migrate Gmail to Office 365, you have the option of professional third-party tools like WholeClear Mail Migration. It provides instant and direct migration facility with lots of features –

• Migration is done with 100% accuracy and without data losses
• It comes with deep filters for migration of Gmail data to Office 365.
• Simple migration without dependency on any external tool
• Unlimited data migration from Gmail mailboxes to Office 365 account.

Conclusion

You can easily analyze that the manual process is lengthy and time-consuming. Therefore, it is recommended to try third-party tools to migrate Gmail emails to Office 365.