Microsoft 365 to G Suite Migration Guide

This guide provides the process and information necessary to migrate an instance of Microsoft 365 to G Suite. 

MigrationWiz

MigrationWiz is a migration tool, not a syncing tool. If changes are made at the source after migration, they will not sync to the destination, nor will changes made at the destination sync to the source. We do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction.

First time?

If this is your first time performing a migration, we have created a Migration Planning & Strategy Guide to walk you through planning, set-up, and general migration best practices.

Prerequisites

Licensing

We recommend that you purchase User Migration Bundle licenses for this migration scenario. User Migration Bundle licenses allow the performance of multiple migrations with a single license. For questions on licensing, visit MigrationWiz Licenses.

To use your license by following the next steps:

  1. Purchase Licenses.
  2. Create a Customer.
  3. Apply Licenses.
  4. Review Considerations.
Purchase Licenses Create a Customer Apply Licenses Considerations

Purchase licenses by following the steps below:

  1. Sign in to your BitTitan account. 
  2. In the top navigation bar, click Purchase.
  3. Click the Select button and choose User Migration Bundle licenses.
  4. Enter the number of licenses you want to purchase. Click Buy Now.
  5. Enter a Billing address if applicable.
  6. Click Next.
  7. Review the Order Summary and enter a payment method.
  8. Click Place Your Order.

Limitations

  • We are not able to support migrations with two-factor or multifactor authentication. 
  • App password usage is not supported by this endpoint. 
  • The maximum file size for migration through MigrationWiz varies by migration type and environment, but may never exceed 60GB.
  • The maximum size of a single email message according to Google is 25 MB, including all attachments. Please note that the process of adding a file to a message increases its size (by adding encoding necessary for transmission).
  • Exchange Web Services (EWS) must be enabled for the mailboxes in the Exchange Online tenant for this migration type.

Migrated Items

Which items are migrated?
  • Inbox
  • Folders/Labels
  • Email
  • Muted Email (as regular email)
  • Contacts
  • Calendars (including links for Google Hangouts within calendar meetings)
  • Calendar Notifications
  • Server-Side mailbox rules
  • Client-Side mailbox rules for Outlook
  • Automatic Replies (Out of Office Messages) 
    Important
    It is recommended to only migrate Automatic Replies in the last migration pass for the user. 
  • Calendar Permissions
Which items are not migrated?
  • Safe Sender/Block Lists
  • Calendar Reminders
  • Calendar acceptance status emails
  • Appointments
  • Chat message attachments
  • Calendar Attachments
  • Exceptions of recurring appointments

For additional features and limitations, please visit MigrationWiz: Migrated and Not Migrated Items.

Preparing the Source Environment

Modern Authentication Requirements

The steps listed in the Obtain Client and Tenant ID Settings for Mailbox and Exchange Online Migrations section of the Authentication Methods Migrations KB apply to both the source and destination tenant when they are Exchange Online, in regards to Exchange Web Services (EWS) in mailbox, archive mailbox, and public folder projects. Use a Global Administrator for the configuration steps.

Please review the documentation before preparing the source.

Create a Global Administrator Account

Create a Global Administrator account in Microsoft 365 for migration or use the Global Administrator account for the tenant. To have administrative permissions to migrate mailbox data, grant the account permissions on each mailbox.

  • Having administrative access to the Microsoft 365 control panel to manage users does not mean the same account has permission to access all mailboxes for migration.
  • Having delegated admin access to accounts does not provide enough access.

Enabling an administrative account the ability to access Microsoft 365 user mailboxes can be performed by adding the Impersonation role or Full Access mailbox permissions.  The below steps will explain how to configure the permissions access for both options.

Updated Mailbox Permission Steps to Use in Place of the Application Impersonation Role

Starting in May 2024, Microsoft announced that they will begin blocking the assignment of the Application Impersonation role in Exchange Online and that in February 2025, they will completely remove this role and its feature set from Exchange Online, for more information click here.

If you do not already have an admin account with the Application Impersonation role assigned, use the steps outlined in the following KB to add the necessary API permissions (to use in place of the Application Impersonation role) to the Modern Authentication app you are using for your O365 mailbox or archive mailbox endpoint.

Impersonation

To enable the admin account to impersonate users, run the below PowerShell commands:

$LiveCred = Get-Credential

Install-Module -Name ExchangeOnlineManagement
Import-Module -Name ExchangeOnlineManagement
Connect-ExchangeOnline -ConnectionUri https://ps.outlook.com/powershell/ -Credential $LiveCred

Enable-OrganizationCustomization

New-ManagementRoleAssignment -Role ApplicationImpersonation -User <admin_user_name>

More information about this PowerShell command can be found here.

  • MigrationWiz uses delegation by default to log in to individual user mailboxes using administrative credentials specified on the connector. 

It is highly recommended to use impersonation when migrating from or to Microsoft 365.

Benefits

Using impersonation, it is possible to stop sharing the throttling quota and connection limits associated with a single administrative account. Instead, the throttling quota of each user is used to log in to each user's mailbox.

Using impersonation means:

  • Eliminating most "Connection did not succeed" errors
  • Allowing migration of more mailboxes concurrently
  • Reducing the impact of throttling and connection limits
  • Using an admin account without assigning a license to it
Full Access

To manually grant administrative access for migration, execute the following remote PowerShell commands: 

$LiveCred = Get-Credential

Install-Module -Name ExchangeOnlineManagement
Import-Module -Name ExchangeOnlineManagement
Connect-ExchangeOnline -ConnectionUri https://ps.outlook.com/powershell/ -Credential $LiveCred

Get-Mailbox -ResultSize Unlimited | Add-MailboxPermission -AccessRights FullAccess -Automapping $false -User <admin_user_name>

  • The command needs to be applied each time a new mailbox is created since permissions are set directly on each mailbox. The administrative account will not have access until the permissions are applied.
  • This username is the Administrative Username that needs to be entered under the project's Source or Destination settings, within MigrationWiz, when checking the box labeled Use Administrative Login.

Preparing the Destination Environment

For this scenario, the Google IMAP or the API endpoints may be used. 

Google IMAP

Grant MigrationWiz OAuth 2.0 Access

Grant MigrationWiz OAuth 2.0 access to G Suite. If you are migrating to multiple domains, repeat these steps for each domain.

BitTitan products use OAuth 2.0 to authenticate to G Suite and utilize the G Suite (IMAP) endpoint in MigrationWiz. This applies to both mailbox and document migration projects. To obtain access to your G Suite data, it is necessary to add specifically allowed API scopes to the MigrationWiz project. Enabling access is required for both G Suite mailbox and Google Drive document migration projects.

Mailbox migration projects require that a G Suite administrator grant access to the BitTitan client ID and scopes listed in this article.

The following section will explain how to configure the OAuth access within your G Suite environment.

OAuth Configuration: Steps in the G Suite Admin Console

Complete these steps to grant BitTitan client ID access to the appropriate scopes:

  1. Go to https://admin.google.com and authenticate as a Super Administrator.
  2. Click Security. If you do not see the security icon on your admin console home page, you do not have the necessary rights on your account to make these changes. Request Super Administrator access from the customer to implement these changes.
  3. Click API Controls and then Manage Domain Wide Delegation at the bottom of the page.
  4. Click Add New.
  5. Enter 113321175602709078332 into the Client Name.
  6. Enter the following group of scopes into the One or More API Scopes: https://mail.google.com/, https://www.google.com/m8/feeds, https://www.googleapis.com/auth/contacts.readonly, https://www.googleapis.com/auth/calendar, https://www.googleapis.com/auth/admin.directory.group, https://www.googleapis.com/auth/admin.directory.user, https://www.googleapis.com/auth/drive, https://sites.google.com/feeds/, https://www.googleapis.com/auth/gmail.settings.sharing, https://www.googleapis.com/auth/gmail.settings.basic, https://www.googleapis.com/auth/contacts.other.readonly
  7. Click Authorize.
  8. The Client ID is 113321175602709078332 (make sure there are no leading or trailing spaces, as this may cause the error "URL ends with an invalid top-level domain name."). This will grant BitTitan products access to the appropriate scopes.

Enable APIs and Whitelist MigrationWiz as a Trusted App

  1. Go back to Security.
  2. Click API Controls.
  3. Click Manage Third-Party App Access.
  4. Click Configure New App, then select OAuth App Name or Client ID.
  5. Search for the MigrationWiz.com App name by entering the OAuth2 Client ID: 113321175602709078332.
  6. Select the MigrationWiz.com App.
  7. Select the OAuth2 Client ID (113321175602709078332).
  8. Select the App Access as Trusted: Can access all Google Services and then click Configure.
Google API

Using the Google API for migration allows mailboxes to be migrated even when IMAP is disabled on the Google tenant. IMAP is often disabled for security reasons, which has historically prevented migration through MigrationWiz.

Using the Google API will also increase throughput for the migration and support increased security for the tenant.

Prerequisites

  • Subscription to Google Cloud Platform.
  • Google Super Admin account.
  • Ability to set up a service account on the G Suite tenant.
  • The service account must be set up before the MigrationWiz project is created.

Step 1: Create a Google Project

  1. Go to the Google Cloud Platform (GCP) Console and sign in as a super admin. Choose one of the options below:
    • If you haven't used the Google Cloud Platform Console before, agree to the Terms of Service and click Create Project.
    • If you have used Google Cloud Platform Console before, at the top of the screen next to your most recent project name, click Down to open your projects list. Then, click New Project.
  2. Enter a project name and click Create.

 Step 2: Enable APIs for Service Account

  1. From the Google Cloud Platform Console, click Menu () > APIs & Services > Library.
  2. Enable the following APIs by selecting the specific API and clicking Enable. Repeat for each API:
    • Google Calendar API
    • Gmail API
    • Contacts API
    • People API
    • Admin SDK API
      Make sure that the Gmail, Calendar, and Contacts services are enabled within the Google tenant. You can control services for your users using the instructions on this page: Control who can access G Suite and Google Services.

Step 3: Create a Customer Tenant Service Account

  1. From the Google Cloud Platform Console, click Menu () > IAM & Admin > Service accounts.
  2. Click Create Service Account and enter a name.
  3. Click Done.
  4. Select the Ellipsis >Create Key for the newly created service account.
  5. Make sure that JSON is selected and click Create.
    • Make sure that you download the key as a JSON file and make a note of the name and location of the file. This JSON file will be used when setting up the migration endpoint in the Mailbox Migration project.
    • The JSON file must contain information in the following fields: “type”, “private key”, and “client email”. If these mandatory fields are empty the file upload during endpoint creation will fail.
  6. Click Close.

Step 4: Setting the Scopes for the Migration

  1. From the Google Cloud Platform Console, click Menu () > IAM & Admin > Service accounts.
  2. Find the service account that was set up in Step 3.
  3. Find the Unique ID field for that service account and copy the ID number. This is the Client ID number that will be used in a later step.
    • This field often needs to be added to the view. Click on the Column display options button (UniqueID2.png) and add a checkmark to Unique ID, then click OK.
    • This Client ID should be considered similar to Administrator account passwords and handled securely.
  4. Go to the G Suite admin page at admin.google.com and click on Security > API Controls > Manage Domain Wide Delegation. 
  5. Click Add New and in the Client ID field, paste the Unique ID copied in step 3.
  6. In the One or More API Scopes field, paste all scopes listed below:
    https://mail.google.com/, https://www.google.com/m8/feeds, https://www.googleapis.com/auth/contacts.readonly, https://www.googleapis.com/auth/calendar, https://www.googleapis.com/auth/admin.directory.group, https://www.googleapis.com/auth/admin.directory.user, https://www.googleapis.com/auth/drive, https://sites.google.com/feeds/, https://www.googleapis.com/auth/gmail.settings.sharing, https://www.googleapis.com/auth/gmail.settings.basic,https://www.googleapis.com/auth/contacts.other.readonly 
  7. Click Authorize.

MigrationWiz Steps

Create a Mailbox Migration Project

  1. Click Go To My Projects.
  2. Click Create Project.
  3. Select a Mailbox migration type. Mailbox projects are used to migrate the contents of the primary user mailbox from the previous environment to the new environment. Most mailbox migrations can migrate email, calendars, and contacts.
  4. Click Next Step.
  5. Enter a Project name and select a Customer.
  6. Click Next Step.
  7. Select Microsoft 365 Source Endpoint from the Endpoint drop-down menu.

    Important

    If an Endpoint has not been created, click New and provide the requested information in the Endpoint creation flyout window.

    Do not forget to complete the client ID, and the tenant ID fields, otherwise, you cannot save your project migration.

    Client Secret for Microsoft 365 Endpoints

    For all Microsoft 365 Endpoints mailbox migrations (including archive migrations), MigrationWiz adds the Client Secret field, which is not always mandatory. It will depend on the permissions of the user account that performs the migration. Please review the following information before the creation of your M365 endpoints.

    • The client secret value is not mandatory if you use delegated permissions. Please leave the Client Secret field empty.

    • The client secret value is mandatory if you use the RBAC approach for application impersonation.

    • If you already have an admin account with the Impersonation role enabled (not using the RBAC approach) the client secret value is not mandatory. Please leave the Client Secret field empty.
  8. Select a Destination Endpoint from the Endpoint drop-down menu. If an Endpoint has not been created, click New and provide the requested information in the Endpoint creation flyout window.
  9. Click Save and Go to Summary.

Once the information has been provided for the destination endpoint, and the customer selects Save and Go to Summary, MigrationWiz performs an endpoint validation check.

This validation tests the administrator credentials entered into the project and the Modern Authentication setup only. If there is an issue, the screen redirects to the endpoint and provides an error message or flyout that can be selected for more information regarding the error.

Common Errors when Configuring Your Endpoint

For more information, review the AADSTS700016, AADSTS90002, and ADDSTS50126 issues on the Common Errors Using Modern Authentication page.

Set Up the Google API Endpoint During Project Creation

  1. During the project creation process, click New for the Destination Endpoint.
  2. From the dropdown menu, select G Suite (Gmail API).
  3. Click Select File.
  4. Navigate to and select the JSON file that contains the Google Service Account key that was saved during the service account setup process.
  5. Enter the administrator's email address.
  6. Click Add.

Add Accounts (Items)

Add the accounts that will be migrated, also referred to as items, to a project using one of the following options:

Quick Add
This option allows you to add items one at a time. To do so, you only have to provide an email address if you entered administrative credentials when setting up the project. If you did not, enter the following user information:
  • An email address.
  • Login name.
  • Password.
  • Mailbox status.
Bulk Add

Bulk Add uses a CSV containing the source and destination email addresses for the users to add the users to the project. If migrating only a specific group from a tenant, we recommend using the Bulk Add option.

MigrationWiz allows you to bulk import mailboxes into the system.

To import one or more mailboxes:

  1. Sign in to your MigrationWiz account.
  2. Select the Project for which you want to perform the bulk import.
  3. Click Add.
  4. Click Bulk Add.
  5. Follow the instructions on the page. (Note: After adding new users to the Bulk Add Items page, make sure to select the radio button All newly detected mailboxes will be migrated as shown below before clicking on the green Save button)

    New Bulk Add Requirement.png

Autodiscover

​Autodiscover process within MigrationWiz can be used to discover items from the Source environment so that they can be imported into your projects. This can then be edited in the project to remove users not being migrated. All users are added with the source and destination email addresses set to match the source email.

This can be changed by using the Change Domain Name button at the top of the project page. If the usernames are changing during the migration, we recommend using the Bulk Add option.

There are a few requirements for this to work:

  • The Source has to be Exchange 2007 or later.
  • The endpoint on the Source needs to use admin credentials.
  • For mailbox migration projects, the admin account that is specified within the Source endpoint needs to have a mailbox associated with it.
  • The admin mailbox must be listed in the public Global Address List (GAL).

One additional item to note here is that there is no way to restrict the IP addresses that the connection will come from.  This means that the steps outlined in our IP Lockdown guide will not apply here. If your environment requires that any IP addresses be whitelisted, it is recommended that items be added to your project using one of the other available options.

Autodiscover of items will not work while using Modern Authentication

Autodiscovery exposes the following items:

  • For mailbox migration, autodiscovery will list all mailboxes at the Source.

Steps to Run Autodiscover

  1. Navigate to the project you want to import users into.

  2. Ensure that you have created an endpoint for the source project.

  3. Once in the project, on the top navigation bar, click on the Add drop-down, then select Autodiscover Items. This will begin the Autodiscover process.

  4. Once discovered, click on the Import button, to import the items into your MigrationWiz project.

Advanced Options

Advanced Options allow you to choose your notifications, filtering, maintenance, licensing, performance, and some configuration options.

Support Tab

Support Options are advanced configurations that make use of PowerShell or code blocks to provide extra options or resources for your migration.

Optional Settings

The following options are the most valuable for this migration scenario:

  • FolderMapping="^INBOX/->" This will map folders to the root label on the Destination mailboxes, rather than under inbox/labelname. 

Default Options for Microsoft 365 Endpoints

By default, some fields are view-only. In other words, you cannot edit or remove them from the support options page. To edit them, you need to edit the source or destination endpoint of your project.

Among these default options, you can find ModernAuthClientIdExport, ModernAuthTenantIdExport, ModernAuthClientSecretExport, ModernAuthClientIdImport, ModernAuthTenantIdImport, and ModernAuthClientSecretImport. 

The support options above are required when configuring your endpoint.

Important

Keep in mind that the ModernAuthClientSecretExport and the ModernAuthClientSecretImport support options are text-masked.

Warning

You cannot update the default Advanced Options, in case you try to modify or add new ones the following message arises.
Duplicate Support Option.png

Run Migration

The following sections will guide you through setting up and launching your migration. Each header is one step, with its component steps below. Follow these steps in order, and read the notes for important information about dependencies or best practices.

Run Verify Credentials

  1. Open the Project containing items you wish to validate.
  2. Select the items you wish to validate.
  3. Click the Start button in your dashboard.
  4. Select Verify Credentials from the drop-down list.
  5. Once complete, the verification results will be shown in the Status section.

Notify Users

Send out the final notification that the migration is beginning. When the migration starts, include the expected duration, any usage instructions during migration, and any expected steps or notifications for the post-migration timeline.

Pre-Stage Pass

  1. Select the users.
  2. Click the Start button from the top, and select Pre-Stage Migration.
  3. Uncheck the box named Automatic Replies (This option will be removed from the Pre-Stage pass at a later date)
  4. Under the Migration Scheduling section, from the drop-down list, select 90 days ago.
  5. Click Start Migration

MX Record Cutover

Change over MX records on the DNS provider's portal once the Pre-Stage Pass has been completed for the users. Also, include the AutoDiscover (CName) setting. There are several options for this, based on the size of your project.

Required Mail Coexistence

If mail coexistence is required, you must set up mail forwards against those user accounts that are in the migration batches. This Google documentation explains how. 

Run Full (Delta) Pass Migration

  1. Select the users – you may either select individual users or select all users in a project by clicking the checkbox to the left of Source Email.
  2. Click the Start button from the top.
  3. Select Full Migration. If you want to delay your migration, then select the checkbox marked "Automatically start the migration at", and enter the date and time to have the migration start. To start a migration immediately, you do not need to select the scheduling option. 

    Important

    It is recommended to only migrate Automatic Replies in the last migration pass for the user. 
  4. Click Start Migration

Run Retry Errors

Each error logged represents an item that was not migrated. MigrationWiz contains a mode in which you can resubmit the migration to retry failed items. This mode of operation is always free of charge. You may only submit mailboxes in this mode only if they satisfy all of the following conditions:

  1. The last migration was completed successfully.
  2. The mailbox contains at least one error.

If your mailbox does not satisfy these conditions, you will receive a warning when submitting the migration in this mode and your request will not be fulfilled.

To submit one or more mailboxes in retry mode, perform the following steps:

  1. Click the Go To My Projects button.
  2. Select the project that contains the mailboxes that you want to retry.
  3. Select the mailboxes that have migration errors.
  4. Click on the Start button.
  5. Select Retry Errors from the menu.
  6. Click the Retry Errors button.

When errors are repaired, they will disappear from the error log. Some errors may not disappear if the Source item was not reprocessed (due to filters, for example), has been deleted or moved, or if the item failed again.

Review the information and act accordingly. If problems persist, contact Support.

Click the bar chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics.

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