How SMEs Can Migrate from Google Workspace to Microsoft 365 with SharePoint

Why SMEs Are Switching from Google to Microsoft 365

If you’re running a growing business, chances are your day-to-day is starting to feel a bit hectic. You’re juggling data, emails, and team collaboration. Initially, you and your team will feel efficient, proactive, and on top. Now, as you’ve grown, inefficiencies have crept in and so have the headaches.

In technology, you’ll hear the word “scalable” thrown around more times than you’ve had hot dinners. However, when it comes to your day-to-day work environment, growing businesses really do require scalable solutions. Microsoft 365 provides that, and the 365 environment encompasses a whole suite of tools to help drive efficiency.

The Business Case for Change

Let’s be honest, Google Workspace (previously G Suite) is a solid platform. It’s quick, collaborative, and ideal for teams that live in the browser. But as businesses evolve, needs often shift.

SMEs don’t leave Google because it’s broken. They move to Microsoft 365 because it offers more structure, deeper integration, and better alignment with how their teams actually work.

The best feature? Being able to access all your data and information via Microsoft Graph, which, when paired with Copilot, offers unrivalled ways of locating the documents you’re searching for.

This is the difference:

• Desktop apps: often it’s a preference, sometimes it’s because the full-fat desktop apps provide more tools. Either way, Microsoft 365 delivers that without compromise.
• SharePoint’s structure: Google Drive is great for quick access, but SharePoint gives a more organised, permission-based way to manage files. Ideal for collaboration with external partners.
• Integration with existing tools: Outlook, Teams, OneDrive, Copilot, you name it. Microsoft 365 is a natural extension of how many businesses already operate. No more juggling between platforms.
• Compliance and control: Microsoft 365’s enterprise-grade compliance tools support audit trails, access logs, and data retention policies.

In short, when a business opts to migrate from Google to Microsoft 365, it isn’t about what Google can’t do. It’s about what Microsoft 365 can do better, for your business, your workflows, and your future

One Source of Truth: SharePoint

Even the most organised person can often end up creating chaos in a filing cabinet, words you might not have heard before, but can almost definitely relate to. Fortunately, digital filing cabinets are much easier to manage. Now, imagine a filing cabinet that’s never messy, always backed up, and accessible from anywhere. That’s SharePoint.

Control and collaboration are themes that run through SharePoint.

• Controlled access: You decide who sees what, and who can do what (offering read-only and edit levels of access).
• Collaboration made easy: Remember when asking for feedback on a document meant multiple versions? The quickest way to a headache. Now multiple people, anywhere in the world, can all work on the same document at the same time.
• Centralised storage: One organised filing cabinet, with easy search functionality. No more digging through teams’ messages, email attachments or hard drives.

If the one source of truth solution has done anything, it’s eradicated the “who has the latest version” headache*.

*Until someone makes a copy and saves it in the same SharePoint location. Note to self, action training.

How AAG IT Services make Migration from Google Workspace to Microsoft 365 Simple

Migrating from Google Workspace to Microsoft 365 sounds daunting, but with the right partner, it’s a straightforward process. Pro tip: it’s not seamless; nothing in technology is seamless, and you should be wary of anyone who claims it is.

A simple and quick overview of the process goes like this:

• Step 1: Planning – What’s moving and what’s staying?
• Step 2: Preparing – Timelines, training, and fallback options.
• Step 3: Migrate – Files, emails, calendars, and permissions.
• Note: make sure to test and validate!
• Step 4: Support – Onboarding, troubleshooting, and hand-holding.
• Pro tip: once live, ensure you continue to evolve and optimise your environment.

You could also explore Microsoft’s migration best practices, but I know what you’re thinking: Why don’t you just break down what each step entails?

Step 1 – Planning

Before anything moves, we need to know what we’re dealing with.

• Audit your current setup: What’s in Google Drive, Gmail, Calendar, Contacts, and Shared Drives?
• Identify access controls: Who needs access to what? Who’s leading the change internally?
• Define goals: Is this just email and files, or full platform adoption (Teams, SharePoint, etc.)?
• Choose your Microsoft 365 plan: Based on storage, apps, and security needs.

Step 2 – Preparing Microsoft 365

Unlike the very first moon landing, you should prepare the environment where all your data is about to land. Think of it as “setting the stage”.

• Create user accounts: Match Google Workspace users to Microsoft 365 identities.
• Configure domains: Verify your business domain (e.g. aag-it.com) with Microsoft.
• Set up SharePoint & OneDrive: Create folder structures and permissions.
• Enable Exchange Online: Prepare for email migration.

Step 3 – Migrate

Carefully + securely = voila!

• Email: Use migration tools (Microsoft has native tools, we can advise on others) to move Gmail to Outlook.
• Files: Transfer Google Drive content to OneDrive or SharePoint, preserving folder structures.
• Calendars & Contacts: Export/import or use sync tools.
• Shared Drives: Migrate to SharePoint document libraries.

Step 4 – Testing & Validation

Don’t go live… yet! We advise double-checking everything… measure twice, cut once and all that.

• Spot-check migrated data: Are emails, files, and calendars intact?
• Test permissions: Can the right people access the right folders?
• Run pilot sessions: Let a few users test the new setup before full rollout.

Step 5 – Training & Onboarding

Even the best tools are useless if people don’t know how to use them.

• Staff training sessions: Focus on Outlook, Teams, SharePoint, and OneDrive basics.
• Quick reference guides: Cheat sheets for everyday tasks.
• Support channels: Who to contact when something doesn’t work.

You could host “Lunch & Learns” in the week before Go-Live to promote the adoption culture.

Step 6 – Go Live & Support

Time to flip the switch.

• Final sync: Ensure no data is left behind.
• Switch DNS records: Route email to Microsoft 365.
• Monitor usage: Watch for issues in the first few weeks.
• Ongoing support: Your IT partner becomes a key support here with their helpdesk and proactive monitoring.

Step 7 – Post-Migration Optimisation

Once the dust settles, it’s time to fine-tune.

• Set up Teams channels: Replace informal WhatsApp groups.
• Automate workflows: Use Power Automate for repetitive tasks (again, a proactive IT partner will advise on this).
• Review security settings: MFA, conditional access, and compliance policies.

Microsoft 365 vs Google Workspace – Which Is Better for SMEs?

Pricing Comparison (UK – 2025)

You may be aware that both Microsoft 365 and Google Workspace offer alternative plans (Basic and Standard for M365, and Business Starter and Business Standard for Google); however, as a trusted Managed IT Support provider, we would not recommend any of these plans for a growing SME in the UK. This is due to the reduced security controls they offer, in comparison to Microsoft 365 Business Premium and Google Workspace Business Plus (if you were to remain with Google).

The prices for Business Standard are £9.60 and £11.80, both per user per month.

Importantly, the devil is in the detail. Not only is Business Premium a more cost-effective solution, it also generally offers stronger security features than Business Plus from Google. Especially if you’re an SME that handles sensitive data or operates in regulated industries.

Security Comparison

I asked our Technical Consultant to select a winner for each of the above Feature Categories from a security perspective. Out of the eight categories, Microsoft won 6 times, drawing the other 2 (Email Security and Login Security).

That means if your business handles sensitive data, operates in a regulated sector, or simply wants peace of mind, Microsoft 365 Business Premium is the stronger choice for security. It offers:

• Better control over devices and user access
• Advanced threat detection and real-time protection
• Built-in compliance tools for legal and industry standards

Google Workspace Business Plus is still a solid option for businesses that prioritise simplicity and collaboration, but it lacks the depth and proactive security features that Microsoft provides.

Why Microsoft 365 Is the Smarter Move for Growing SMEs

Google Workspace is a great starting point, no doubt about it. But as your business grows, so do your expectations around structure, security, and control. That’s where Microsoft 365 steps in.

It’s not just about switching platforms. It’s about choosing a system that’s built for scale, built for compliance, and built for the way your team actually works.

From SharePoint’s “one source of truth” to enterprise-grade security and simple integration, Microsoft 365 gives SMEs the tools to grow with confidence, not compromise.

If you’re ready to make the move, make it with a partner who’s done it before. AAG IT Services has helped businesses like Puckstop, based in Sheffield, migrate smoothly, securely, and successfully.