Migrate Google apps Email,Contacts and Calendar to Office 365 Exchange

Migrating from Gmail and Google apps email to Microsoft Office 365 Exchange is a very common case while adapting the Office 365. Many subscribers of Office 365 face problem on how to do the migration including email contents, contacts and calendar entries; though there are lots of information available on the internet. My objective here is to show a very straightforward approach for migrate from Google to Office 365; please continue reading. The migration process demonstrated here was done in 3 steps:

Step 1: Migrate Email Contents using IMAP

Step 2: Export and Import Contacts

Step 3: Import Calendar Entries

Here we go with the first step.

Step 1: Migrate Email Contents using IMAP

  • Login to your Gmail account and go to Settings>forwarding and POP/IMAP; then Enable IMAP(leave the default options), Click Save Changes.

Google apps enable IMAP


Google aps and Gmail IMAP server settings

  • Finally choose the recipient of the migration report and Automatic or Manual starting option of this migration batch. It will start synchronization when you start the batch job.
  • Once the Sync is done the administrator will get a report of this migration batch. If you go to your office 365 Outlook you can see the migrated contents there.

Now that email content is migrated we need to migrate contacts and calendar entries.

Step 2: Migrate contacts

Export Contacts from Google apps

  • Login to your Google apps(or Gmail) account and choose contacts; you can find all of your contacts here.
  • Click More>Export
Export contact from Gmail or Google apps

Export contact from Gmail  and Google apps

  • Now select All contacts or the specific group that you want to export and import to office 365 account; and then choose the Outlook CSV Format, Click Export.
Export gmail or google apps contacts as CSV

Export gmail or google apps contacts as Outlook CSV format

Import contacts into Office 365 email account

If you want to import into individual account then follow these steps:

  • Open your Outlook Web App using a web browser and click the gear icon at the top right hand side (right beside your name) and click "Options"
  • On the default options window click "Import contacts from and existing email account"
Import Contacts to Office 365 email

Import Contacts to Office 365 email

  • On the import contacts window click browse and choose the CSV file exported from Google apps account, click Next. Once this step is done your contacts will be imported on your email account.

Step 3: Migrate Calendar Entries

Copy the iCalendar URL

  • Again login to Google account and switch to calendar tab from the top navigation.
  • Select Calendar Settings from the calendar that you want to export to Office 365
Google apps calendar settings

Google apps calendar settings

  • Now scroll the page and from calendar address section click ICAL to get the URL of this calendar. Copy the URL.
ICAL of Google apps

ICAL of Google apps

  • Setup Outlook 2013 desktop program on your computer, connect with your Office 365 account and sync with Outlook web.

Import calendar entries

  • Open Outlook desktop program and click File>Open& Export>Import/Export.
Outlook Import-export

Outlook Import-export

  • Then choose Import an icalendar(.ics) or vCalendar file (.vcs), click Next.
Outlook desktop import icalendar

Outlook desktop- import iCalendar

  • Paste the URL of the ICAL of your Google apps calendar on filename and click "Open". Outlook will prompt you whether you want to import this calendar items to your existing calendar or to create a new calendar; choose import option. And it will import the calendar entries to your Office 365 account.

    migrated calendar entry

    migrated calendar entry


Once migrated everything user can keep using the Office 365 for Email, Contacts and Calendar. For migrating more than 10 mailboxes there are other approaches and industry standard migration tools available to consider based on scenario and price. Hope this post helps.


Great useful article. Thanks!

Thanks for the info - nicely explained. Just a quick question though. Does this only work for @gmail.com mail? We've been using Google Apps for about 18 months now and are looking at transitioning to Office 365. 7 users have been using Outlook all along and I have PST files for them but things "fall off the wagon" for my Mac user who only uses the Gmail web interface. I need to get those messages and was wondering what needs to happen to get them into our Office 365 email when we pull the trigger.

Thanks for the kind assistance.

This also applicable for Google apps. For your Mac user you can export from Outlook to PST file if you have Outlook installed on Mac. Otherwise you can use IMAP to move your email to your office 365 account; You can find a relevant post on my site on IMAP http://mroffice365.com/2013/05/imap-migration-from-exchange-onlinev-2010-to-exchange-onlinev-2013/


This was very helpful. Thank you very much for taking the time to explain it step by step.


I want to know that how could i migrate some specific users data and their all emails from my office 365 account to my google apps account.

Please help.


Nice article but you can't ask users in a company to self migrate themselves.
This solution is envisageable for migrating 5 to 10 people.
If you have more employees, you'd better use a SAAS platform like Cloudiway migration : http://www.cloudiway.com/products/cloudiway-emails-migration/

Very useful, Thanks

On importing my calendar I got to the pasting of the ICAL address into the file name and clicking Open. It won't open or go to the next step of a pop up box where I select import.... Help???

Thank you for publishing this article. I am in the process of planning migration for the company I work for and this was extremely helpful.

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