Transfer Google Workspace to Another Account
Migrating from one Google Workspace account to another can be complex. Proper planning and knowing what to do next are essential to avoid disruptions, whether you're restructuring a business, changing domains, or consolidating accounts.
In this guide, we’ll outline the steps needed to transfer Google Workspace to another account, including an overview of tools and strategies that can help you effectively migrate email and other types of data from one Google Workspace account to another.
By understanding the process and following the right approach, you can ensure your content is transferred efficiently and without unnecessary complications.
- Overview of the Google Workspace migration process
- Selecting a Google Workspace migration tool
- Method 1: Migrate data from one Google Workspace to another using VaultMe for Admins
- Method 2: Transfer Google Workspace to another account with Google Workspace Migrate
- Migrating user data from Google Workspace to Google Workspace
- VaultMe's Google Workspace migration recommendations
- Related articles
Overview of the Google Workspace migration process
The process of migrating Google Workspace to another account includes the following steps:
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Set up a new Google Workspace account.
You can switch to a different Google Workspace account with or without changing the domain. If you want to change the domain, you can buy the new domain from Google Domains when signing up for a new Google Workspace account. If you want to keep the domain, you'll need to temporarily add a secondary domain for your destination account and change it to the primary one after you migrate your user data.
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Create user accounts in the new Google Workspace.
Ensure that all users have enough free storage space in their accounts prior to the migration and that they plan to have fewer than 25,000 contacts in the destination, as Gmail allows creating only up to 25,000 contacts.
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Migrate user content (emails, files, contacts, and calendars).
There are two ways to migrate user data, and we'll provide instructions for both in this article.
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Point mail to the new Google Workspace account.
If you are migrating to a different domain, change MX records to direct mail to the new accounts. If you are not changing the domain, switch the domain from the secondary to the primary in the destination Google Workspace.
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Cancel the old Google Workspace subscription (optional).
After you've migrated your users' data and are ready to switch to the new account, depending on your situation, you may need to cancel your old subscription.
Selecting a Google Workspace migration tool
There are two approaches to transferring users' data from one Google Workspace to another: using a third-party migration tool like VaultMe for Admins and utilizing Google's free native migration products.
When deciding between Google's free migration tools and a paid third-party cloud migration tool, consider the following factors:
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Simplicity of use.
Google's native tools often require extensive manual setup and span multiple pages of documentation that need detailed technical knowledge to follow correctly. Many tasks must be performed manually which increases the risk of errors, missed steps, or incomplete data transfers. For this reason, with free tools, you may require professional assistance to ensure the process is completed successfully.
In contrast, third-party solutions are often designed with ease of use in mind and have automation that reduces the amount of manual work involved.
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Reliability of the tool.
Google's native tools might not be as reliable in handling complex scenarios or large data volumes as paid tools because they are primarily designed for basic data transfers.
Third-party tools are often more reliable, as they are specifically designed to address the limitations of native solutions. They often have better functionality for migrations involving multiple types of data, such as emails, contacts, calendars, and files.
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Availability of support.
Free tools come with little to no dedicated support, leaving users to troubleshoot issues on their own or rely on community forums for help. In many cases, users are forced to turn to Google's official documentation, which is often lengthy, complex, and difficult to follow. This can lead to frustration and wasted time, particularly for users dealing with tight deadlines. Without access to responsive customer support, users may struggle to resolve unexpected challenges, which increases the risk of incomplete or failed data transfers.
In contrast, third-party tools often have dedicated customer service teams that can help users with the setup and troubleshooting.
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Price.
The Google Workspace subscription includes Google's migration tools, so there is no additional cost. This makes these tools appealing to organizations with a limited budget, especially if their migration needs are simple.
Third-party tools typically come with additional costs. However, these solutions not only save valuable time by optimizing the migration process but also significantly reduce the risk of errors or downtime, which can be costly in the long run. For admins managing complex migrations or working with sensitive or large-scale data, the reliability and efficiency offered by third-party solutions can easily outweigh the initial expense.
In this article, we are comparing VaultMe for Admins with Google's free data migration tool, but you can consider other services for your project as well.
Method 1: Migrate data from one Google Workspace to another using VaultMe for Admins
VaultMe for Admins is a third-party migration tool designed for individual users, small teams, and businesses looking for a user-friendly solution for data migration. It helps businesses transfer Google Workspace emails, Drive files, contacts, and calendars to another account. VaultMe for Admins streamlines migrations, saving users from lengthy processes or troubleshooting complex technical issues.
Data security is a top priority for individuals and businesses, especially during migrations involving sensitive information. VaultMe’s robust security measures provide peace of mind, making it a trusted solution for organizations' data transfers.
Pros of VaultMe for Admins:
- Needs minimal setup and does not require the installation of additional software.
- Works fast and provides precise results.
- Prioritizes the security and privacy of users’ data.
- Displays real-time migration progress.
- Offers free delta migrations within 30 days of the migration date.
- Generates detailed migration reports for each user.
- Includes dedicated support.
Cons:
- Paid service
Learn how you can benefit from using VaultMe for your migration project: VaultMe for Business.
Instructions for setting up a VaultMe for Admins migration will be outlined in one of the next sections of this guide.
Method 2: Transfer Google Workspace to another account with Google Workspace Migrate
Google Workspace Migrate is a free tool offered by Google that helps organizations migrate user content from one Google Workspace to another. It supports migrating emails, calendars, contacts, and Drive files. Users can customize migration settings, such as choosing specific data to migrate (e.g., emails only).
Pros:
- Free service
Cons:
- The tool is designed for IT administrators, and its setup process can be complicated. Ensuring all data is correctly mapped to the destination Google Workspace can be tricky, which makes the process challenging for organizations without a dedicated IT team.
- Configuring the tool for specific migration scenarios can require a lot of time.
- Google Workspace Migrate is tailored for organizations. Individual users or small teams may find it overkill, as the tool lacks simplicity and ease of use compared to third-party alternatives.
- The tool does not provide support beyond documentation and community forums.
VaultMe does not provide technical support for the configuration of Google Workspace accounts or migrations using Google's free services. Contact Google Workspace support with any questions about Google's native tools or the settings of your Google Workspace account.
Migrating user data from Google Workspace to Google Workspace
In this section, we'll provide instructions for transferring user data to the new Google Workspace account.
But before you migrate your users' data, ensure that your Google Workspace account is set. After verifying the domain, set up a super admin account (this may include safeguarding the account and enabling email alerts) and configure the security settings of your Google Workspace by adding SPF, DKIM, and DMARC records.
If you are not changing your domain name and user email addresses, do not activate Gmail at this stage. Otherwise, new emails will start arriving in the new Google Workspace instead of the old one. You will be able to activate Gmail by changing MX records after you have migrated your content.
We recommend transferring user data during the weekends to minimize any disruptions to daily operations. Before beginning your migration process, ensure all critical tasks are completed and users are informed of the timeline.
It might also be a good idea to back up any critical data. While migration tools typically do not remove any content from the source, having a backup is always a plus.
Transfer Google Workspace to another account with VaultMe for Admins
To migrate email and files to another Google Workspace:
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Navigate to the app.
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Select "Migrate or archive multiple user accounts (advanced)." If you have only one or two accounts, you can use VaultMe for Individuals and migrate your accounts one by one. To do so, select "Migrate a single user account to another account" to be redirected.
How to access VaultMe for Admins -
Create a VaultMe for Admins account.
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Select "Google Workspace" as your source and destination service provider.
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Decide how you want to connect your source account. We recommend using domain authorization for Google Workspace whenever possible. You can use the alternative options to connect user accounts if you don't have super admin permissions.
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Connect your destination account. As with the source account, you will be able to user domain authorization or alternative options to connect user accounts.
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Create a migration plan by mapping source user accounts to destination user accounts.
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Select what types of content you want to copy.
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Decide how you want your content to be organized after the migration.
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Review the final fee and proceed to checkout. (Our prices are outlined on this page: https://www.vaultme.com/pricing. Refer to the VaultMe for Admins pricing.)
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Start your Google Workspace to Google Workspace migration.
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Check back to see the progress. You'll receive an email notification when your migration is complete.
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Download and review your migration reports.
After your migration is complete, you will have 30 days to do a delta migration and sync up changes if needed.
Transfer Google Workspace to another account using Google Workspace Migrate
Google Workspace Migrate, Google's free tool for data migrations, comes with extensive documentation covering many scenarios. While it's beyond the scope of our article to detail every nuance of its instructions, we've included helpful links to guide admins in getting started.
Here are some of the helpful articles:
VaultMe does not provide support for migrations using Google's data migration service. Contact Google Workspace support with any questions about Google's native tools or your ongoing migration.
VaultMe's Google Workspace migration recommendations
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Eliminate extra-small or unused accounts.
To avoid unnecessary expenses, exclude extra-small and/or unused accounts from the migration. To do so, create a complete list of users in the source Google Workspace, review how much data they have, and decide whether you need to migrate their data. If you have several low-priority email accounts in the source but you still want to retain their data, you can choose to migrate them to one single archival mailbox in the destination Google Workspace.
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Plan ahead and allow extra time for delays.
While a couple of accounts can be migrated over the weekend, larger organizations with multiple users and lots of user data may need more than a week or two.
Remember that the migration speed depends not only on the number of accounts and their storage use but also on the accounts' performance. Google Workspace may temporarily limit the migration speed to balance the load created by a data migration, and sometimes, the limitations can be tight. It's always a good idea to start early and plan extra time for unforeseeable delays.
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Notify users of the change and keep them updated.
Make sure that your users are aware of the change and the timeline. While accounts can send and receive emails during the migration, they may respond slower.
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Minimize the use of accounts during the migration.
Instruct users to avoid using the accounts while the migration is running, especially deleting content or modifying the folder structure. However, you should not temporarily deactivate user accounts to prevent users from accessing them since this will prevent the migration tool from working properly.
Related articles
If you are looking for an email migration tool, learn what options are available: Email Migration Tools and Services: What to Use and How.
Need to migrate from Google Workspace to Microsoft 365? See this detailed guide: How to Migrate From Google Workspace to Office 365 or Microsoft 365.