Migrating from Google Workspace to Microsoft 365: What You Need to Know

For companies aiming for more structure, tighter security, better collaboration—Microsoft 365 is the natural next step. We’ve helped businesses across industries make the shift from Google Workspace, and the gains are clear: deeper integration, stronger governance, and a platform that’s built to scale.

At Alta Cloud, we’ve been inside these transitions. We know where teams get stuck, what surprises them, and how to make the switch with minimal disruption. If your company is considering moving to Microsoft 365, here’s what changes, what to think through, and why the payoff is worth it.

Email: Gmail to Outlook – A Shift in Structure and Control

What changes:

• Gmail’s label-based system gives way to folder-based organization in Outlook.
• Shared mailboxes and distribution groups replace Google Groups.
• Outlook integrates natively with Teams, SharePoint, and OneDrive—everything works together.

Why it’s better: Exchange Online brings enterprise-grade security, retention policies, and admin control. It’s built for organizations that are growing and need consistency across devices, users, and offices.

File Storage: From Google Drive to OneDrive & SharePoint

What changes:

• OneDrive becomes the user’s personal file space (like “My Drive”), while SharePoint replaces Shared Drives.
• Permissions are more structured and less reliant on link sharing.
• File versioning, access logs, and co-authoring are all built-in and enterprise-ready.

Key considerations:

• Design your file structure up front. SharePoint sites should align with departments, projects, or clients—not just mimic Drive folders.
• Set sharing policies. Avoid accidental oversharing by configuring external access early.
• Educate on OneDrive vs. SharePoint. Know where files belong and when to move them.

Why it’s better:  Microsoft’s model gives you more visibility and control. As your organization grows, SharePoint scales without becoming chaotic—and files stay where they belong.

Collaboration: Google Chat + Meet to Microsoft Teams

What changes:

• Teams becomes the central hub for messaging, meetings, calls, and file collaboration.
• Every Team is backed by a SharePoint site, shared calendar, and group permissions.
• Meetings, chat history, and files live in one space—not scattered across tools.

Key considerations:

• Avoid overbuilding. Don’t create a new Team for every discussion—use channels inside broader Teams.
• Use private channels for sensitive work. They offer restricted access within a Team.

Why it’s better: Teams creates consistency. When files, chat, meetings, and tasks are tied together, people stop losing track of information—and things move faster.

Security & Administration: Strengthened Protection with Microsoft Entra

Security is a key reason many businesses choose Microsoft 365 over Google Workspace. Microsoft Entra ID (formerly Azure Active Directory) is the backbone of identity and access management in the Microsoft ecosystem, providing advanced security features that extend beyond traditional login controls.

What changes:

• Microsoft Entra ID (formerly Azure AD) now unifies identity protection, governance, and network access in a single platform.
• Zero Trust security model ensures that every access request is authenticated and verified.
• Proactive security monitoring with built-in risk assessment tools.

Key considerations:

• Implement Multi-Factor Authentication (MFA). Reduces the risk of unauthorized access by requiring multiple verification methods.
• Use Conditional Access policies. Define specific conditions for user access based on location, device, and role.
  
• Leverage Identity Protection. Microsoft Entra detects and responds to identity-based threats using advanced AI-powered risk intelligence.

Why it’s better:  Microsoft Entra offers a modern, AI-driven approach to identity security, reducing the risk of cyberattacks while improving access management. Unlike Google’s simpler security model, Microsoft 365 provides enterprise-grade protection that evolves with new threats.

Why It’s Worth the Move

Companies don’t just switch to Microsoft 365 for a new email client or file storage—they do it to streamline operations, tighten security, and prepare for what’s next. With Microsoft 365, your tools aren’t just connected—they work together by design.

The transition from Google Workspace requires planning and a clear structure. But when done right, the outcome is a more productive, more secure, and more scalable workplace.

If you're thinking about the switch, now’s the time to lay the groundwork. Alta Cloud is here to help you get it right—so your team doesn’t just adapt, they thrive.

Reach out to us today! 📩