A Google Workspace migration has one irreversible moment: the MX cutover. Everything before it is preparation, everything after is cleanup, and doing the steps out of order is what causes lost mail.
The order that works
- Verify the domain. Add the TXT record Google provides and confirm ownership.
- Create users and groups before any mail moves, so destinations exist.
- Decide what is a user and what is a group. Shared addresses such as info and support should be groups, not paid seats.
- Pre-migrate mail from the old system while it is still live and receiving.
- Lower the DNS TTL on your MX records a day ahead so the cutover propagates quickly.
- Cut over MX to Google.
- Run a delta migration to collect anything that arrived at the old system during propagation.
- Publish SPF, DKIM and DMARC for outbound mail.
- Keep the old system receiving for a week or two as a safety net.
The step people skip
Step 8. Outbound authentication is not part of the mail migration wizard, and a domain that sends through Google without correct records will see mail filtered.
- SPF must include Google’s sending infrastructure. If other systems send as your domain, they belong in the same single record.
- DKIM must be generated in the Admin console and the key published. It is not enabled by default.
- DMARC should start at monitoring, then move to enforcement once reports show every legitimate sender aligning.
The mechanics are the same across platforms; our DKIM, SPF and DMARC guide covers alignment in detail.
What else moves
- Calendars, including resources such as meeting rooms.
- Contacts, personal and shared.
- Files. Plan the Drive structure before dumping a file server into it. Shared drives belong to the organisation; My Drive belongs to a person who may leave.
Seats and licensing
Workspace is licensed per user. Group addresses and aliases do not consume a seat, which is worth confirming before you buy, because organisations routinely over-purchase by licensing shared mailboxes.
Our Google Workspace listings include an inbox-supported configuration and a non-profit 300 seat configuration. The non-profit programme is Google’s own and eligibility is determined by Google against registered non-profit status. Edition differences are covered in Workspace editions and seats.
Before you hand it over
Change the delivered credentials, enable two-step verification on the super administrator, create a second administrator so one lost account cannot lock you out, store recovery codes safely, and restrict super admin rights to as few people as possible. See Workspace security settings.
Common questions
Will I lose mail during the cutover?
Not if you lower TTL first, keep the old system receiving, and run a delta migration afterwards.
Can I migrate from any provider?
Google’s data migration service covers common sources. Others may need a third-party tool or IMAP migration.
Do aliases cost a licence?
No. Aliases and groups do not consume a seat.