Exchange Online Calendar migration using the new data migration service is currently in beta and subject to the Pre-General Availability Offerings Terms in the Google Workspace Service Specific Terms.
Exchange Online data migration copies the following data:
- Emails and email folders from your Microsoft Exchange Online business editions to your organizations’ Google Workspace users’ Gmail accounts.
- (Beta) Calendars and events from your Microsoft Exchange Online business editions to your organizations’ Google Workspace users’ Google calendar accounts.
You complete these steps in the Google Admin console for the Google Workspace account you’re migrating to, unless otherwise noted.
Run a migration
You must be signed in as a super administrator for this task. Resellers cannot migrate data for their customer accounts.
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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 to Exchange Online and sign in as a Global Administrator with your Microsoft account. If you can’t connect, make sure you're using a Global Administrator account to sign in to Microsoft.
Note: If a blocked pop-up prompt appears in your browser, allow pop-ups from Microsoft sites.
The new data migration service transfers data from a list of Microsoft Exchange Online source users to target Google Workspace users. You can create a comma-separated values (CSV) file for the list, or you can update an existing file to match the required formatting.
To get details about users in your Exchange Online tenant, go to Manage Microsoft 365 user accounts.
Tip: Click Download sample CSV file to get an example file you can use.
If you're creating your own file:
- Open a spreadsheet program.
- In the first column, add the header Source Exchange Email.
- On separate rows, add the emails of Microsoft Exchange Online users that you want to migrate. You can migrate up to 100 users at a time. Additional users will require a separate migration.
- Save the spreadsheet as a CSV file.
Note: The file must be smaller than 10 MB.Example:
Source Exchange Email
- Upload the file:
- In your Admin console, click Upload CSV.
- Select your CSV mapping file
click Open.
- Click Tasks
to confirm that the mapping file is successfully uploaded.
If the CSV file doesn't load successfully, go to (Optional) Step 3: Delete a CSV file. If you encounter this issue more than once, contact Google Workspace support.
to confirm that the mapping file is successfully uploaded.
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 Yes to confirm that you want to delete the CSV file.
- To upload a new list of source users, go to Step 2: Where do you want to copy emails from? To upload a new identity map, go to Step 4: Create a map from Exchange Online to Google Workspace.
Use an identity map to connect users on the source account to users on the target account. To get details about users in your Exchange Online tenant, go to Manage Microsoft 365 user accounts. You can also download a list of your organization’s Google Workspace users.
Tip: Click Download sample CSV file to get an example CSV file that you can use.
- Open a spreadsheet program.
- In the first column, add the header Source Email.
- In the second column, add the header Destination Email.
- Using valid email addresses, add your organization’s Microsoft Exchange Online source accounts and their target accounts in Google Workspace where you want to migrate the emails.
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An Exchange Online source user can only be mapped to one target user in Google Workspace.
Example: Exchange Online user [email protected] can map to Google Workspace user [email protected] or [email protected], but not both.
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Multiple Exchange Online source users can be mapped to the same Google workspace target user, but remember that all the source users’ folders and messages will migrate into one target account.
Example: Exchange Online source accounts for [email protected], [email protected], and [email protected] can all map to the same Google Workspace account, [email protected].
- Source user emails must be included in the identity and migration maps to migrate. You can also select the Copy accounts that aren't included in the map that are discovered during the migration setting in Step 4 to find any missing emails.
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- Save the spreadsheet as a CSV file.
Note: The CSV file must be smaller than 10 MB.Example:
Source Email
Destination Email
- Upload the file
- In your Admin console, click Upload CSV.
- Select your CSV mapping file
- Click Tasks
If the CSV file doesn't load successfully, go to (Optional) Step 3: Delete a CSV file. If you encounter this issue more than once, contact Google Workspace support.
Note: To migrate calendar resources, you need to provide specific mapping for the resource calendar.
- Select the data sources that you want to migrate from Exchange Online:
- Select Email to migrate email data.
- Select Calendar migrate calendar data.
- Click Start date and enter the date that you want your data migrated from. The new data migration service migrates data as follows:
- Messages from the Start date to the date that you start the migration.
- Events from the Start date up to the last event in the calendar
- (Optional) If you selected Email in step 1, you can choose the following options:
- Include deleted emails—Migrates email messages that have been deleted by users.
- Include junk emails—Migrates junk email messages.
- Exclude specific folders—Excludes messages in folders you specify. Enter the folder names, separated by commas.
For details, go to How to exclude folders from migration, below.
- (Optional) If you selected Calendar in step 1, to migrate additional calendars and the events associated with them, select Migrate additional calendars. For more information, go to Migrating additional calendars, below.
- (Optional) To map all users including those not in the identity map, check the Copy accounts that aren't included in the map that are discovered during the migration box and then choose an option:
- If the user's email address on the source account is the same as their address in Google Workspace, choose Keep their original address.
- If the domain name for all migrated users is changing, choose Use a different email address for these accounts, then select the Google Workspace domain name.
This setting does not migrate resource calendars. For resource calendars, you need to explicitly define mapping in the identity map and upload it.
- Click Save.
How to exclude folders from migration
- Specify each Outlook folder or subfolder name separately.
- If you exclude a folder, all of its subfolders and any emails in them will not be migrated.
- When you 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” under the folder “Travel,” enter “Travel/Asia”. If you also add “Travel” in the list, such as “Travel, Travel/Asia,“ then all the subfolders will automatically be excluded.
- If you want to exclude a folder with a “/” in its name (for example. “Folder/with/slash”), add it as “Folder_with_slash”.
- You can add both default Microsoft provided folders and User created folders in this field.
- Example default folder(s): Deleted Items, Inbox, Sent Items, Drafts, Junk Email
- Example user created folder: Travel
Migrating additional calendars (beta)
In addition to the default Microsoft Outlook Calendar, you can create other Outlook calendars. For example, you can create a calendar for your personal appointments, separate from your work calendar. When you copy these additional calendars, they’re migrated as Other calendars in Google Calendar.
- Click Start migration.
This action also grants domain-wide delegation and creates a client ID for Data Migration (New) in the target account. For more information, go to Control API access with domain-wide delegation. - The status changes to In progress and 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 has completed
- Emails discovered:—Number of email messages that were discovered in the source users’ accounts
- Emails migrated:—Number of email messages that were migrated
- Emails skipped:—Number of email messages that were skipped. For example, an email has already migrated in a full migration and then if you are running a delta migration, that email would be marked as skipped.
- Emails failed—Number of email messages that failed to migrate
- Calendars processed—Number of calendars whose migration have completed
- Calendar events discovered—Number of events that were discovered in the source 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.
- You can export the report at any time once the migration starts. Click Export migration report or Export user report.
- If the Tasks list doesn't automatically open with the exported report, click Tasks
- Click Open in Google Sheets to open the report in Google sheets.
- To export and interpret the reports, go to Understand the new data migration service reports.
- Emails migrated before you stopped the migration are not deleted from Gmail.
- Calendars and events migrated before you stopped the migration are not deleted from Calendar.
After you successfully migrate data, you can still move any newly added or updated data to your target account before you exit the migration. You can also retry migrating data that failed in the initial migration. For details, go to Run a delta migration.
Examples:
- If a new source user is mapped to an existing target user, delta migration will migrate all the folders and messages from the new user into the existing target account.
- If a source user is mapped to a new target user, delta migration will only migrate messages that were created or modified since the last migration.
- If a source user is deleted from the migration map, delta migration won’t migrate any folders or messages created or modified since the previous migration. Note that deleting a source user from the migration map won’t remove any existing data from their target user account. Delta migration does not remove previously migrated data.
- If a message is moved from FolderA to FolderB in Outlook before running a delta migration, the message will be moved from the Gmail label FolderA to the label FolderB during the delta migration.
- If a folder is renamed from FolderA to FolderB before running a delta migration, then the corresponding label in Gmail will be renamed FolderB.
- If a calendar is renamed from CalendarA to CalendarB before running a delta migration, then the corresponding calendar in Google Calendar will be renamed CalendarB
- If an event is moved from CalendarA to CalendarB before running a delta migration, a new event will be created in CalendarB in Google Calendar. Previous event in CalendarA will not be deleted.
- Any change to the event will be reflected in Google Calendar after running the 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 report and Export user report. For details, go to Understand the new data migration service reports.
- Click Exit migration
When you exit, the system deletes the client ID and removes Data Migration (New) as a client in the domain-wide delegation setting.
