Download and Launch the Migration Tool

Download and install the SysInfo Google Workspace Backup Tool on your system. After the installation is complete, right-click the application and select Run as Administrator to launch the software with the necessary permissions.

Select the Migration Mode

After launching the software, you will see three migration options on the dashboard: Mailbox Migration, Google Drive Migration, and Chat Migration. To migrate emails, contacts, calendars, chats, and other mailbox data from Google Workspace to Office 365, select the Mailbox Migration option and click it to proceed.

Connect the Source Google Workspace Account

In the Connect Source Account section, choose the authentication method that best suits your Google Workspace environment. The software provides three options for connecting the source account:

• OAuth 2.0 / Modern Authentication – Sign in securely using Google's modern authentication method.
• IMAP + App Password – Connect your account using IMAP credentials along with an app-specific password.
• Workspace Admin (DWD) – Use Domain-Wide Delegation (DWD) to authorize and migrate multiple user mailboxes from a Google Workspace domain through an administrator account.

Select the appropriate authentication method, enter the required credentials, and proceed to establish the connection with the source account.

Connect the Source Account Using OAuth 2.0 / Modern Authentication

Select the OAuth 2.0 / Modern Auth option to connect your Google Workspace account using Google's secure authentication method. Enter your Gmail address, and provide the Client ID and Client Secret from your Google Cloud project. After entering the details, click Continue with Google and complete the authentication process. Once authorized, the software will establish a secure connection with the source mailbox.

Connect the Source Account Using IMAP and App Password

Choose the IMAP + App Password option if you want to connect through IMAP authentication. Enter your Google Workspace email address and the corresponding App Password generated from your Google Account. After providing the required credentials, click Continue with IMAP to connect the source account.

This method is suitable for users who have enabled 2-Step Verification and created an app-specific password.

Connect the Source Account Using Workspace Admin (DWD)

Select Workspace Admin (DWD) to perform domain-level migrations using Domain-Wide Delegation (DWD). Enter the Google Workspace Admin Email ID, choose the appropriate Credential Type (JSON Key File or P12 Key File), and browse to upload the service account key file downloaded from Google Cloud Console. After providing the required information, click Connect Workspace to authorize the domain and access multiple user mailboxes through the administrator account.

Select and Verify the Mailboxes for Migration

After successfully connecting the source Google Workspace account, the software displays all available mailboxes in the Available Mailboxes panel. Review the listed accounts and choose the mailboxes you want to migrate to Office 365.

The interface provides the following options and features:

• Available Mailboxes – Displays all discovered Google Workspace user accounts that are available for migration.
• Mailbox Selection Checkbox – Use the checkbox next to each mailbox to select or deselect individual user accounts.
• Select All Checkbox – Quickly select all available mailboxes for bulk migration.
• Search by Email – Use the search bar to locate a specific mailbox when working with multiple user accounts.
• License Status – View the licensing status of each mailbox to ensure it is eligible for migration.
• Selected Mailboxes Panel – Displays all mailboxes that have been chosen for migration, allowing you to verify your selection before proceeding.
• Remove Mailbox Option (X) – Remove any mailbox from the selected list if it was added by mistake.
• Exchange Account Button – Switch or change the connected account to another.
• Selection Counter – Shows the total number of mailboxes currently selected for migration.

Once you have verified the mailbox selection, click the Continue button to proceed to the next stage of the migration process.

Select the Mailbox Folders to Migrate

In the Folder Hierarchy section, the software displays all mailbox folders associated with the selected Google Workspace account. From here, you can choose the specific folders you want to migrate to Office 365. The following options and features are available on this screen:

• Mailbox Folder Tree – Displays all Gmail folders and labels, including Inbox, Drafts, Sent Mail, Spam, Important, and custom folders.
• Mailbox Selection Checkbox – Select or deselect individual folders based on your migration requirements.
• Parent Mailbox Checkbox – Use the top-level checkbox to select or deselect all folders within the mailbox at once.
• Search Folders – Quickly locate a specific folder by entering its name in the search box.
• Show Count Button – Click this option to display the total number of items available within a folder before migration.
• Item Count Display – Shows the number of emails stored in a folder, helping you estimate the migration volume.
• Scrollable Folder List – Easily navigate through large mailbox structures containing numerous folders and labels.

Carefully review the folder structure and select the folders you wish to migrate. Once your selection is complete, click Continue to move to the filter configuration stage.

Select Microsoft 365 as the Destination Platform

After choosing the mailbox folders, proceed to the destination selection screen. In the Email Client section, click the destination platform dropdown menu and select Microsoft 365 from the list of available migration options. After that, click Continue to proceed with the destination account configuration.

Connect the Destination Microsoft 365 Account

After selecting Microsoft 365 as the destination platform, configure the target Microsoft 365 account where the Google Workspace data will be migrated. The software provides two connection modes: Single User and Admin User.

Connect Using Single User Mode

Select Single User if you want to migrate data to a single Microsoft 365 mailbox.

• Click the Single User option from the left panel.
• Optionally, enable Remember this account for future logins to save the connection details.
• If no connection exists, click Add Connection to create a new Microsoft 365 connection.
• After successfully connecting the account, proceed to the next step.

Connect Using Admin User Mode with Modern Authentication

Choose Admin User when performing migrations through a Microsoft 365 administrator account.

• Select the Admin User option from the left panel.
• Choose Modern Authentication as the login method.
• Enable Remember this account for future logins if you want to reuse the connection later.
• Click Add Connection to sign in with your Microsoft 365 administrator account and authorize the application.
• Once authentication is completed successfully, continue to the next stage.

Connect Using Admin User Mode with Client ID and Client Secret

For enterprise environments, you can authenticate using Microsoft Entra ID (Azure AD) application credentials.

• Select Admin User from the left panel.
• Choose the Client ID / Secret authentication option.
• Enter the following details:
  • Client ID
  • Client Secret
  • Tenant ID
• Optionally, check Remember this account for future logins to save the configuration.
• Click Verify & Login to validate the credentials and establish the connection.
• After successful verification, proceed with the migration configuration.

Select Destination Microsoft 365 Users

After connecting the Microsoft 365 account, the software displays all available destination users from the selected tenant. In this step, you can choose the Microsoft 365 mailboxes that will receive the migrated Google Workspace data.

The screen includes the following features:

• Tenant Users Panel – Displays all available Microsoft 365 user accounts retrieved from the connected tenant.
• User Selection Checkbox – Select or deselect individual destination mailboxes for migration.
• Search Users – Quickly find a specific user account using the search box.
• License Status Indicator – Shows whether a Microsoft 365 user account is Licensed or Unlicensed, helping you verify mailbox eligibility before migration.
• Sample CSV Button – Download a sample CSV file to understand the required format for bulk user mapping.
• Upload CSV Button – Import a CSV file containing source and destination user mappings, which simplifies large-scale migrations.
• Selected Users Panel – Displays all destination mailboxes currently selected for migration.
• Selected User Counter – Indicates the total number of users selected for migration.
• Logout Option – Disconnect the currently connected Microsoft 365 tenant if you need to switch accounts.

Review the selected Microsoft 365 mailboxes carefully and ensure that the correct destination users are chosen. If you are migrating multiple accounts, you can use the CSV import feature to perform user mapping in bulk. Once everything is verified, click Continue to proceed to the filter configuration stage.

Map Source Google Workspace Mailboxes to Destination Microsoft 365 Mailboxes

In the Map Mailboxes section, you need to establish the relationship between the source Google Workspace mailboxes and the destination Microsoft 365 mailboxes. This ensures that data from each Google Workspace user is migrated to the correct Microsoft 365 account.

The screen provides the following features:

Source Gmail Accounts Panel

• Displays all selected Google Workspace source mailboxes.
• Shows the email addresses that will be migrated.
• Includes a Search Source option to quickly locate a specific source mailbox.
• Allows you to select individual source users for mailbox mapping.

Destination M365 Mailboxes Panel

• Lists all available Microsoft 365 destination mailboxes.
• Includes a Search Destination feature for locating target mailboxes.
• Displays the Mapped Count, indicating how many source accounts are currently linked to each destination mailbox.
• Allows selection of one or multiple destination mailboxes.

Map Selected Button

• After selecting the source and destination mailboxes, click Map Selected to create the mailbox mapping.
• This confirms the relationship between the selected source and destination accounts.

Clear Mapping Button

• Removes all existing mailbox mappings.
• Useful when you need to recreate or modify the mapping configuration.

View Mapping Button

• Displays a summary of all configured mailbox mappings.
• Helps verify that every source mailbox is assigned to the correct Microsoft 365 destination mailbox before migration.

Quick Actions Feature

The Quick Actions menu simplifies mailbox mapping for large-scale migrations by automatically creating mappings.

It offers two mapping options:

• Selected Source → All Destinations
  • Maps the selected source mailbox to all available destination mailboxes.
  • Useful for special migration scenarios where one source mailbox needs to be associated with multiple destination accounts.
• All Sources → Selected Destination
  • Maps all selected source mailboxes to a specific destination mailbox.
  • Helpful when consolidating multiple mailboxes into a single Microsoft 365 account.

After reviewing the mappings, click Map Selected to confirm the mailbox mapping configuration. Once the mappings are verified using View Mapping, click Start Migration to begin the Google Workspace to Microsoft 365 migration process.

Start the Migration Process

After verifying the mappings, click Start Migration to initiate the migration process. The software will begin transferring the selected mailbox data, including emails and other chosen items, from Google Workspace to Microsoft 365. Wait for the process to complete, and then review the migration report to confirm that all data has been migrated successfully.

Monitor the Migration Progress

Once you click Start Migration, the software begins transferring data from the selected Google Workspace mailbox to the mapped Microsoft 365 mailbox. The Migrate Data screen provides real-time updates, allowing you to track the migration status and monitor the transferred items.

The migration dashboard includes the following features:

Source and Destination Mailbox Details

• Source Mailbox – Displays the Google Workspace account currently being migrated.
• Destination Mailbox – Shows the Microsoft 365 mailbox receiving the migrated data.
• Connection Status – Indicates whether the source and destination accounts are successfully connected.
• Elapsed Time Counter – Displays the total time spent on the migration process.

Migration Progress Section

• Overall Migration Progress Bar – Provides a visual representation of the migration status.
• Migration Status Indicator – Displays the current activity, such as Migrating Items, Completed, or Failed.

Items Migrated Summary

The software categorizes migrated items and displays their status:

• Emails – Shows the total number of emails successfully migrated.
• Skipped – Displays the number of items skipped during migration.
• Failed – Indicates the number of items that could not be migrated.

Folder Migration Tracking

• Overall Email Folders Progress – Displays the overall progress of mailbox folder migration.
• Current Folder Status – Shows the folder currently being processed.
• Folder Item Counter – Displays the number of items migrated from the current folder compared to the total available items.
• Folder Completion Counter – Indicates how many folders have been completed during the migration.

Data Transfer Information

• Current Folder/Label – Displays the name of the mailbox folder currently under migration (e.g., Inbox, Sent Mail, Important, etc.).
• Total Data Transferred – Shows the amount of mailbox data successfully transferred to Microsoft 365.

Migration Control

• Stop Migration Button – Allows you to safely stop the migration process if required.

Continue monitoring the migration until all folders and mailbox items are processed successfully. Once the migration reaches completion, you can review the migration results and generate reports from the All Reports section for verification and auditing purposes.