G Suite (Gmail API) to G Suite (Gmail API) Migration Guide

This is the complete onboarding task flow for migrating folders and documents from G Suite (Gmail API) to G Suite (Gmail API).

This migration guide contains the necessary steps to perform the actual migration, but there are many steps to preparing for migration. 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. If you have never performed a migration before, we suggest reading that before beginning the steps outlined in this scenario.

Some item types are not migrated. Click the bar below to expand the full list of what item types are and are not migrated. We are constantly working to create a better migration experience for you, so these items may change.

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. Migrating from a G Suite/Gmail endpoint requires an administrator email address which matches the end user domain.

Items and folders in "Shared with Me" will not be migrated. Only items in "My Drive" will be migrated. To migrate "Shared with Me" items, they must be added to "My Drive".

We are not able to support migrations with two-factor or multifactor authentication. 

Migrated Items

G Suite

Migrated - IMAP or G Suite (Gmail API) endpoints

  • Inbox
  • Folders/Labels
  • Email
  • Muted Email (as regular email)
  • Contacts
  • Calendars (including links for Google Hangouts within calendar meetings)
  • Calendar Notifications 

Links for Google Hangouts are a new default feature added to Google Meeting. Microsoft Office 365 doesn't have the corresponding property to map. Therefore, when migrating to Office 365, the links for Google Hangouts are added to the beginning of the meeting description body text on Office 365.

Not Migrated in Any Instance

  • Calendar Reminders
  • Appointments
  • Chat message attachments

Not Migrated As Source

  • Calendar Attachments
  • Calendar Reminders
  • Tasks
  • Chats and chat history
  • Google Groups for Business (including forums and collaborative inboxes)
  • Google Categories (i.e., the Google category flags: Social, Promotions, Updates, Forums)
  • Email attachments that are links to Google Drive
  • Some calendar colors

All color category meta tags are transferred over, but Office 365 does not have direct color mappings from Google G Suite, and so certain colors do not get mapped over, thus the colors are not displayed in Office 365 for the calendar entries.

Not Migrated As Destination

  • Calendar Attachments
  • Exceptions of recurring appointments
  • Google Groups for Business (including forums and collaborative inboxes)

 

With Google API Endpoint at Source

With this endpoint, all items listed above migrate as before. However, utilizing the API endpoint enables migration of the following items as well. The following items are not migrated via the IMAP endpoint. 

Migrated

  • Google Categories (Category flags, i.e. Social, Promotions, Updates, Forums)
  • Snoozed and Scheduled emails - these are migrated like regular emails to custom destination labels. Their properties are not migrated.
  • Chat history - Chat messages are migrated to the destination as an email message (without subject) by using the support option MigrateChats=1

Step 1: Source & Destination Preparation

Prepare the Source Environment

The G Suite (Gmail API) source endpoint requires your tenant service account to be set up and Google APIs be enabled. 

Prerequisites:

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

1: Create a Google Project:

  1. Go to the Google Cloud Platform (GCP) Console and sign in as a super administrator. 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.
  3. When the new project creation completes, at the top of the screen next to current project name, click Down icon and select the newly created project name from the list.

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 listed below:
    • Google Drive API
    • Google Calendar API
    • Gmail API
    • Contacts API
    • Admin SDK

Make sure that the respective 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.

 

3: Create Customer Tenant Service Account

  1. From the Google Cloud Platform Console, click Menu > IAM & Admin > Service accounts.

  2. Click + Create Service Account at the top middle of the screen and enter a name.

  3. Click Create.

  4. Assign the role of Owner to the new Service Account by selecting Owner from the Role drop down menu.

  5. Click Continue to move to the next step, then click the Done button.

  6. You will now be returned to the "Service Accounts" page. 
  7. On ‘Service accounts' page, click vertical ellipsis under 'Actions’ column for the service account created above.
  8. Click Create key.

  9. Make sure that JSON is selected as "Key Type."
  10. Click Create.

  11. Click Close.

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.

4: Setting the Scopes for the Migration

  1. From the Google Cloud Platform Console:

      1. Click Menu
      2. Click IAM & Admin
      3. Click Service Accounts
      4. Find the service account that was set up in Step 3: Create Customer Tenant Account.
      5. Find and copy the service accounts Unique 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 and add a checkmark to Unique ID, then click OK.
        • This Client ID should be considered similar to Administrator account passwords and handled securely.
      6. You will now have one of two options, depending on if the Google UI has been updated in your tenant. 
      Classic Google UI New Google UI
      1. Go to the G Suite admin page at google.com
      2. Click on Security
      3. Click on Advanced Settings
      4. Click Manage API Client Access.

       Once these steps are complete:

      1. In the Client ID field, paste the Unique ID copied above.
      2. In the OAuth scopes (comma-delimited) field, paste all scopes listed below:
        1. For source endpoint :
          https://www.googleapis.com/auth/admin.directory.group.readonly, https://www.googleapis.com/auth/admin.directory.user.readonly, https://www.googleapis.com/auth/drive.readonly
      3. Click Authorize.

       You should now see your specific Unique ID and the associate scopes listed.

Prepare the Destination Environment

1. Create users on G Suite: Google provides clear, step-by-step guidance for this project.

2. The GSuite (Gmail API) destination endpoint requires your tenant service account to be setup and google APIs be enabled. You can either create separate service account for destination, or use the same service account setup for source. Different service account for destination: Follow the steps outlined in Set Up Google API before configuring the destination endpoint in MigrationWiz.

Set up Google API for migrating mailboxes

Using the Google API for migration allows mailboxes to be migrated even when IMAP is disabled on the Google tenant. 

MigrationWiz now offers G Suite (Google API) as a source endpoint when your destination endpoint is also the G Suite (Google API), in addition to the G Suite (IMAP) source endpoint. As this is a new feature, we want to give you an overview of the changes, and how to utilize this functionality.

How is this different from the IMAP endpoint?

Many corporate policies disable IMAP automatically due to security concerns. While this can usually be worked around, it adds another step to the complexity of the process. With the API endpoint, that step is skipped.

Changing from IMAP to API does not make your company or client less secure, however. With this feature, you can use your own G Suite account for the migration, rather than using a BitTitan service account. This also increases your throughput and circumvents a known issue on IMAP that causes problems with the end-user credentials.

The API endpoint is also faster than IMAP, allowing you to complete your migration and get back to work sooner. 

What items will migrate with this endpoint?

All items listed in our Which Items will Migrate with MigrationWiz? article will still migrate. 

How does this change my migration process?

If you’re still using the IMAP endpoint, there are no changes to the existing process. If you choose the new G Suite (Google API) endpoint, you will be prompted to upload your credentials via JSON during the setup steps below.

Can I switch between the IMAP and API endpoints during a single migration?

No. Each endpoint uses a different watermark. Switching the endpoints mid-stream will cause duplicates at the destination, so MigrationWiz will present an error if this is attempted.

If my source and destination are both the API endpoint, do I need separate service accounts?

You can either create separate service accounts for the source and destination, or have a common service account. If you have a common service account, skip Steps 1-3 below and begin with Step 4.4. For separate service accounts, follow all steps below. 

 

Migrating with Google API

Prerequisites:

  • Subscription to Google Cloud Platform.
  • Google Super Administrator account.
  • Ability to set up a service account on the G Suite tenant.
  • 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 administrator. 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 (Google_Menu.png) > APIs & Services > Library.
  2. Enable the following APIs by selecting the specific API and clicking Enable. Repeat for each API:
    • Google Drive API
    • Google Calendar API
    • Gmail API
    • Contacts API
    • Admin SDK
    • 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 Customer Tenant Service Account

  1. From the Google Cloud Platform Console, click Menu (Google_Menu.png) > IAM & Admin > Service accounts.
  2. Click Create Service Account and enter a name.
  3. Click Create
  4. Assign the role of Owner to the new Service Account by selecting Owner from the Role Dropdown menu.
  5. Click Continue
  6. Click Done
  7. Click the three dots to the right of the service account and select Create Key.
  8. 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.
  9. Click Close

 

Step 4: Setting the Scopes for the migration

  1. From the Google Cloud Platform Console, click Menu (Google_Menu.png) > 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.

You will now have one of two options, depending on if the Google UI has been updated in your tenant.

Old Google Tenant:

Go to the G Suite admin page at google.com

Click on Security

Click on Advanced Settings

Click Manage API Client Access.

OR If your account shows the latest UI updates from Google, as shown below:New_Google_Admin_APP_Access_Control.JPG

Go to the G Suite admin page at google.com

Click on Security

Click Advanced Settings

Under ‘Domain-wide delegation’, click Manage domain-wide delegation

On the Manage domain-wide delegation page, click Add new

 Once these steps are complete:

  1. Enter one of the following groups of scopes into the OAuth Scopes (comma-delimited) field, depending on whether G Suite is the Source or Destination.

G Suite as the Source (read-only scopes):
https://mail.google.com/, https://www.google.com/m8/feeds, https://www.googleapis.com/auth/contacts.readonly, https://www.googleapis.com/auth/calendar.readonly, https://www.googleapis.com/auth/admin.directory.group.readonly, https://www.googleapis.com/auth/admin.directory.user.readonly, 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

G Suite as the Destination (full 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

9. Click Authorize.

You should now see your specific Unique ID and the scopes listed, similar to what is shown below:

40520a97-ba80-46f1-ae4b-710e52fe251f.png

 2c5866c2-efbb-499f-89a2-e55f36b8f5e7.png

Step 5: Set up the Google API endpoint during project creation

During the project creation process, click New for the 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 super administrator email address.
6. Click Add.

Or
  • Shared service account between destination and source: If you are sharing the service account already setup for the source endpoint, then only the following additional steps are required to enable scopes for destination:

  1. Log in to your Google Cloud Platform (GCP) Console. Click Menu () > IAM & Admin > Service accounts

  2. Find the service account that was set up for source

  3. Find the Unique ID field for that service account. If the Unique ID column is not displayed, Click on the Column display options button () and add a checkmark to Unique ID, then click OK. Copy the Unique ID value.  (This ID should be considered similar to Administrator account passwords and handled securely.)

  4. Go to the G Suite admin page at admin.google.com click on Security > Advanced Settings > Manage API Client Access.
    Or 
    If your account shows the latest UI updates from Google, Go to the G Suite admin page at admin.google.com click on Security > Advanced Settings > Under ‘Domain-wide delegation’, click Manage domain-wide delegation > On the Manage domain-wide delegation page, click Add new

  5. In the Client Name field, paste the Unique ID copied above.

  6. In the scopes field, paste all scopes listed on Set up Google API for migrating mailboxes:

    Set up Google API for migrating mailboxes
    1. Enter one of the following groups of scopes into the OAuth Scopes (comma-delimited) field, depending on whether G Suite is the Source or Destination.

    G Suite as the Source (read-only scopes):
    https://mail.google.com/, https://www.google.com/m8/feeds, https://www.googleapis.com/auth/contacts.readonly, https://www.googleapis.com/auth/calendar.readonly, https://www.googleapis.com/auth/admin.directory.group.readonly, https://www.googleapis.com/auth/admin.directory.user.readonly, 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

    G Suite as the Destination (full 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

    9. Click Authorize.

    You should now see your specific Unique ID and the scopes listed, similar to what is shown below:

    40520a97-ba80-46f1-ae4b-710e52fe251f.png

     2c5866c2-efbb-499f-89a2-e55f36b8f5e7.png

  7. Click Authorize.

  8. You should now see your specific Unique ID and the scopes listed.

Create a Mailbox Migration Project

    1. From MigrationWiz dashboard, Click Go To My Projects.

    2. Click Create Project.

    3. Select a Mailbox migration type. 

    4. Click Next Step.

    5. Enter a Project name and select a Customer from the list.

      1. If the customer hasn’t already been created, you can do so here.

      2. To create a new Customer, click New, provide required details including Primary Email Domain and Company Name, and click Save.

    6. Click Next Step.

    7. Select the G Suite (Gmail API) endpoint from the source drop-down menu. If an endpoint has not been created, click New, enter a name in the "Endpoint Name" field, select G Suite (Gmail API) from the Endpoint Type drop-down menu, and provide the requested information in the endpoint creation flyout window.

    8. Select the G Suite (Gmail API) destination endpoint from the destination drop-down menu. If an endpoint has not been created, click New, enter a name in the "Endpoint Name" field, select G Suite (Gmail API) from the Endpoint Type drop-down menu, and provide the requested information in the endpoint creation flyout window.

    9. Set the Endpoints.

      1. When creating the project on your Source Settings or Destination Settings tab, click New.

      2. Fill in the fields below. Once the endpoint has been saved in the project, it will automatically be assigned to the customer that was selected in the Project Information tab when creating the project.

        1. Endpoint Name: Type any name you want for the endpoint.

        2. Find My Service Provider: Use this control only if the endpoint you’re creating is hosted by a service provider and not a local endpoint. If you don’t know your server type, click this button and then click your provider in the drop-down list.

        3. Endpoint Type: Click the Endpoint Type drop-down, and then click ‘G Suite (Gmail API)’ endpoint type in the list. When you select the endpoint type, the form will expand so that you can provide additional connection information and credentials.

        4. Provide the Google service account credentials using JSON file: Upload the JSON file for your service account setup.

        5. If separate service account are setup for source and destination, please ensure that correct JSON file is uploaded respectively for source & destination endpoints.

        6. If service account is shared between source and destination, then the same JSON file can be used for both source as well as destination.

        7. Administrator Username: Provide valid administrator email address for G Suite account.

Support Options

The following Support Options are the most useful for this scenario. 

    • StoreOverflowGooglePropertiesInNotes=1 
    • StoreOverflowGooglePropertiesInNotesPrefix="enter your text here" 
    • Click Save and Go to Summary.

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 o​ne at a time. Provide an email address for source and destination for each.

  • Bulk Add: This option allows you to add multiple items at once by copying and pasting from a spreadsheet or by importing a CSV file. The domain names at the source and at the destination might be different. Make sure to provide the right information in the project. If they are different, it's best to modify these in your CSV file, and then use the Bulk Add feature to import the users into the dashboard.

    • Select the Project for which you want to perform the bulk import.

    • Click on Add.

    • Click on Bulk Add.

    • Follow the instructions on the page.  

Purchase and Apply UMB Licenses

Licenses are required to run a migration project in MigrationWiz. To obtain license pricing information, or to purchase licenses, click the Purchase button in the top of your MigrationWiz dashboard.

Payment: We accept credit cards, and wire transfer in certain situations.  

  • When purchasing with a credit card, payment is immediately processed during checkout. If successful, licenses are granted to your account instantly.

  • Wire transfers are available for purchases of 100 or more licenses. If you are purchasing at least 100 licenses, you will be presented an option to purchase via wire transfer during checkout. A wire transfer checkout will generate an invoice with wiring information for your accounts payable department and bank. Once the funds are received by our system, the licenses are granted to your account immediately. 

For this project type it is recommended to use our User Migration Bundle licenses. 

  • These licenses enable you to perform multiple migrations of User mailboxes, documents, and in-place archives.

  • Further information on User Migration Bundle Licenses:

    • User Migration Bundle Licenses have unlimited data available per license.

    • User Migration Bundle Licenses are applied to the customer's users, for whom you'll be performing migrations, and are valid for one year.

    • Read the Apply User Migration Bundle Licenses to the Customer's Users article for more information about how to apply the licenses to Users for migrations.

Run Migration

The following sections will guide you through running your migration. Each header is one step, with its component steps below. Follow these steps in order:

Run Verify Credentials

You may verify the credentials of items in MigrationWiz without migrating data or consuming any licenses.

  1. Open the Project containing items you wish to validate​.
  2. Select the items you wish to validate.
  3. Click on the Start button in your dashboard.
  4. Select Verify Credentials from the drop-down list.

Once complete, the results of the verification will be shown in the Status section.​ 

Notify Users

Send out the final notification that the migration is beginning. Include when the migration will start, 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. Under the Migration Scheduling section, from the drop-down list, select 90 days ago.

  4. Click Start Migration

MX Record Cutover

On the DNS provider's portal, change the primary MX record to reflect the DNS settings for the destination GSuite tenant.

Full (Delta) Pass

  1. Select the users.

  2. Click the Start button from the top.

  3. Select Full Migration.

  4. Select/ Deselect check boxes (for Contact, Calendars, Mails) based on your migration need.

  5. Click Start Migration.
    This migration should complete quickly since most data is migrated during the Pre-Stage 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 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.

Post-Migration Steps

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

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