How to Export Email from Gmail and Import into Microsoft 365

How to Export Email from Gmail and Import into Microsoft 365

Overview

This article explains the supported and recommended methods for exporting email from Google Gmail and importing it into Microsoft 365. The correct method depends on whether you are migrating a single mailbox or an entire organization, and whether administrative access to Google Workspace is available.


Option 1 - Microsoft 365 Google Workspace Migration (Recommended)

This is the preferred method for full mailbox or tenant-wide migrations.


Use this method if:

- You are migrating one or more full mailboxes

- You want folders and labels preserved

- You have admin access to both Google Workspace and Microsoft 365


What is migrated:

- Email (Inbox, Sent, Drafts, folders)

- Gmail labels converted to folders

- Read and unread status

- Timestamps and attachments


Requirements:

- Google Workspace Admin access

- Microsoft 365 Global Administrator access

- Gmail API enabled


Step 1 - Prepare Google Workspace

1. Log in to the Google Admin Console

2. Enable the Gmail API

3. Confirm IMAP access is enabled for users

4. Create or authorize a service account or OAuth access for migration


Step 2 - Prepare Microsoft 365

1. Log in to the Microsoft 365 Admin Center

2. Navigate to Setup - Data migration

3. Select Google Workspace as the source

4. Create a new migration project

5. Authenticate Google Workspace access

6. Map Gmail users to Microsoft 365 mailboxes


Step 3 - Run the Migration

1. Perform a test migration

2. Start the full migration

3. Allow synchronization to complete

4. Perform a final sync before changing MX records


Option 2 - Google Takeout (MBOX) Export and Import

This method is commonly used when Google Workspace admin access is not available.


Step 1 - Export Gmail Using Google Takeout

1. Visit Google Takeout

2. Select Deselect all

3. Enable Mail

4. Choose export format MBOX

5. Download the archive when complete


Step 2 - Import MBOX into Microsoft 365

Microsoft 365 does not support direct MBOX imports. One of the following methods must be used.


Method A - Thunderbird (Free)

1. Install Thunderbird

2. Import the MBOX file

3. Add the Microsoft 365 mailbox using IMAP

4. Drag folders from Gmail into Microsoft 365


Method B - MBOX to PST Conversion

1. Convert MBOX to PST using a third-party tool

2. Upload the PST using the Microsoft 365 Import Service

3. Map the PST file to the correct mailbox


Option 3 - IMAP Migration (Basic Email Only)

This option is suitable for email-only migrations with limitations.


Steps

1. Enable IMAP in Gmail

2. Navigate to Setup - Data migration - IMAP in Microsoft 365

3. Enter Gmail IMAP server details

4. Provide user credentials or app passwords

5. Start the migration


Limitations

- Gmail labels may flatten

- Sent items may not migrate perfectly

- Calendars and contacts are not migrated


Best Practice Recommendation

If users will continue using Gmail during migration:

1. Run the initial migration

2. Allow mail to sync

3. Perform a final delta sync

4. Change MX records last

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