Migration Checklists

Pre-migration checklist

Do not make large changes while the migration is ongoing

  • Do not delete messages or organize your mail during the migration.
  • Why? This will delay the migration.

Please reconfigure your mobile device to work with your new G Suite Account.

  • Why? This will help ensure that you receive all new incoming mail after the migration begins on the day before Go Live.

Move all needed items out of your trash and to a folder.

  • Why? Your Outlook trash will not be migrated to G Suite.
  • If you want certain items from your trash to be accessible in your G Suite account, please move them from the trash and into your inbox or another folder.

Move all archived messages you need access to a folder.

  • Why? Your personal archives (PST’s) will not be migrated to G Suite,
  • If you want certain items from your archive to be accessible in your G Suite account, please place them into your inbox or another folder.
  • Please note, your archives may not immediately migrate. Please allow 7 business days for your archives to display in Gmail.

Delete your deleted items/Trash

  • Why? This reduces the size of your work mailbox overall and can help make the migration faster for everyone.

Rename any folders in your inbox that have a / or \ in their name

  • Why? G Suite will interpret the / or \ as a separator and will create two different folders.
  • For example, a folder called “Agenda/Minutes” will split into two labels- one for “Agenda” and another for “Minutes.”

If you haven’t already, register for our Training Sessions

  • Why? Even if you’ve used Gmail for years as your personal mail tool, we guarantee that working with G Suite in a professional setting will be a new experience.
  • There are many features and tricks for tools such as Gmail, Google Calendar, Google Drive that are particularly useful to keep in mind at work.
  • We’ve recruited professional Google Trainers to give us customized training based on our State of AZ culture and workflows.

what will migrate


Outlook MAIL

  • All of your historical mail that is in your active mailbox
  • Draft and Sent Messages
  • Your personal contacts and any contact groups that you created
  • All of your folders and subfolders, as well as all the mail within those folders and subfolders will be migrated into labels and nested labels (which are the G Suite version of folders)
  • All attachments that are under 25 MB (and any oversized attachments over 25 MB will be stored in Google Drive)
  • Your signature (only text and HTML)
  • Categories will be migrated over as labels and nested labels
  • Read and unread status of mail
  • Priority mail will be denoted in Gmail by applying “stars” to messages
  • Your Out of Office Settings


  • All Exchange/Outlook calendar appointments (including recurring appointments)
  • All attendees to calendar appointments
  • Sub calendars are migrated over as secondary calendars in G Suite
  • Tasks are migrated to G Suite Tasks
  • Appointment Reminder settings
  • Any internal Shared Calendar Permission



Groupwise Mail

  • Mail in active mailbox
  • Folders & Categories
  • Read status of mail
  • Attachments over 25MB goto Drive
  • Signature (text and HTML only)
  • Priority
  • Account delegates

Groupwise Calendar

  • Primary and sub calendars
  • Tasks
  • Notes
  • Appointment reminder settings
  • Recurring events
  • Account delegation


Google To Google:


  • Emails
  • Labels & Sublabels
  • Priority stars
  • Text & HTML signatures
  • Contacts


  • Appointments
  • Notes
  • Tasks
  • Reminders


  • Folder structure
  • Item starring
  • Documents
  • Internal Document Permissions
  • Modification dates


  • Group members



Outlook MAIL

Emails body larger than 25mb

  • Email messages over 25 mb, not including attachments, will not be migrated.

Forward or Reply arrows

  • Gmail doesn’t mark messages you’ve forwarded or replied to with a small arrow icon, like Outlook does.

Images within your signature

  • But you can easily add an image into your signature once in Gmail).

Additional signatures

  • Gmail only allows one signature by default, but there is a workaround using a feature called “Canned Responses” in Gmail.

Mail rules

  • You will have to recreate these in Gmail as Filters.

Delegated Mailboxes

  • Please make a note of the delegation settings on your inbox
  • Re-share your mailbox once migrated

Personal PST’s

  • Move your PST’s to your active Inbox prior to migration
  • If you did not move your PST’s prior to migration and need to access them, please follow these instructions

Drafts & Sent Sub-Folders

  • If you have created sub-folders under drafts/sent, the folder will not migrate

Empty Folders

  • Folder that do not contain messages


  • Shared Contacts
  • The State's Global Address Book
    • All emails can be found at the AZ Direct Website


  • Calendar attachment
  • Delegated calendars



Groupwise Mail

See all above Outlook items plus the below:

  • Notes
  • Trash
  • Executable attachments
  • Follow-up dates & Reminders (Flags)
  • GroupWise extensions/add-ons

Groupwise Contacts

  • Detailed Directory Information

Groupwise Tasks

  • Start Dates
  • Reminders
  • Categories
  • Status
  • Recurring Tasks


Google to google:


  • Filters
  • Settings & Labs
  • Label colors
  • Delegated Access
  • Personal Contact Groups
  • Password
  • Mobile Device configuration


  • Attendee status on appointments
  • Calendar Attachments
  • Event Colors
  • Hyperlinks within event description
  • Recurring event information


  • Deleted items and folders
  • Folder Colors
  • Document URLs (watchpoint! linked documents will be broken)
  • External Permissions


  • Email data- All Groups will start fresh
  • Group settings




  • No calendar data will migrate to Google


  • No contacts will be migrated to Google