Post-Migration Checklist: Outlook to Gmail Data Migration

Migrating from Microsoft Outlook/Exchange to Gmail (Google Workspace) is a major undertaking for enterprises, often involving millions of emails spread across numerous user accounts. As the actual migration ensures email, contacts and calendars move securely, the real challenge starts after the migration.

A post-migration checklist helps IT admins make sure there’s no data left behind, users are settled in the new environment and compliance requirements are met. At CloudFuze, we’ve helped large organizations migrate Outlook to Gmail at scale and we know post-migration is just as important as the actual migration.

Here’s a 5-step post-migration checklist for IT teams to ensure a smooth email transition.

1. Complete Data Integrity

After the Outlook to Gmail email data migration, IT admins should perform a full check to make sure every email, attachment, calendar and contact has moved accurately. Pay particular attention to:

• Validating inbox, sent items, and shared mailboxes
• Validating timestamps, metadata and folder hierarchies
• Validating attachments is accessible and complete
• Ensuring shared calendars and contacts sync correctly

A quick scan across a few user accounts will spot any gaps before they become productivity problems.

2. User Access and Permissions

Access rights and permissions are different between Gmail and Outlook/Exchange. After the Outlook to Gmail migration, IT admins need to:

• Verify that all users can log in to their Gmail accounts without issues
• Ensure delegated access, shared mailboxes and distribution lists are working
• Map group permissions to Google Groups correctly

This prevents downtime and allows teams to collaborate without disruption.

3. Security and Compliance Settings

Security doesn’t stop at migration. It requires post-migration support. After users are on Gmail, IT should check and recreate policies like:

• Multi-Factor Authentication (MFA) or SSO (Single Sign-On) for all accounts
• Retention and archiving rules to comply with organizational or industry regulations
• Spam and phishing filters for secure communication

Moving to Gmail also gives you the chance to improve security by using Google’s built-in tools.

4. User Training and Support

Gmail is easy to use but Outlook users will find some features unfamiliar. Post-migration support should include:

• Training sessions for Gmail, Google Calendar and Google Meet
• FAQs and quick-reference documentation for everyday tasks (like scheduling meetings or searching email)
• A dedicated support channel for employees to report issues

Investing in user training ensures higher adoption rates and less productivity downtime.

5. Performance and Feedback

The post-migration period doesn’t end after data is validated and users are trained. IT staff need to monitor system performance and user satisfaction by:

• Monitoring login success rates and email delivery reports
• Monitoring storage quotas and sync performance
• Gathering worker comments to uncover repeating problems

This will ensure long term success and ongoing improvement of the Outlook to Gmail data migration process.

Talk To Our Experts Today!

With these 5 post-migration checklists you can reduce risk, increase productivity and maximize the return on your migration investment. We at CloudFuze offer enterprise-class Outlook to Gmail data migration with an unwavering commitment to data integrity, security and compliance.

Whether you are migrating and need help or just need help after migrating, our experts can guide you through a seamless transition with no downtime.