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Outlook / Exchange Online → Gmail

Outlook to Gmail Migration Guide

Many teams move from Outlook or full Microsoft 365 to Gmail / Google Workspace to simplify collaboration. This guide focuses on safe IMAP‑based migration with minimal disruption for end‑users.

Preparation

  • Create destination mailboxes and assign appropriate licenses in Google Workspace
  • Ensure IMAP is enabled in Gmail's admin console and per‑user settings if required
  • Collect mailbox mappings (old address → new address) in a simple CSV or spreadsheet
  • Get app passwords for both Outlook and Gmail (see instructions below)

How to Get App Passwords

Outlook / Microsoft 365 App Password

Step-by-step instructions:

  1. Go to your Microsoft Account Security page
  2. Enable "Two-step verification" if not already enabled
  3. Click on "Advanced security options" or go directly to App passwords page
  4. Click "Create a new app password"
  5. Enter "Migrate Wizard" as the app name and click "Generate"
  6. Copy the generated password - you'll use this in Migrate Wizard (note: you won't be able to see it again)

For Microsoft 365 Business/Enterprise: Your IT admin may need to enable app passwords in theMicrosoft 365 admin center under Security > Authentication methods.

Gmail / Google Workspace App Password

Step-by-step instructions:

  1. Go directly to Google App Passwords
  2. If prompted, enable 2-Step Verification first (required for app passwords)
  3. Choose "Mail" as the app and "Other (Custom name)" as the device
  4. Enter "Migrate Wizard" as the custom name and click "Generate"
  5. Copy the 16-character password (spaces don't matter) - you'll use this in Migrate Wizard

Note: For Google Workspace accounts, your admin may need to enable app passwords in the admin console first.Learn more

Using App Passwords in Migrate Wizard

When setting up your migration in Migrate Wizard:

  • •Use your regular email address as the username
  • •Use the app password (not your regular password) in the password field
  • •For Outlook: Use outlook.office365.com or your Exchange server
  • •For Gmail: Use imap.gmail.com as the IMAP server

Running the Migration

1Start with a Small Batch

Migrate 2–5 representative users first (heavy / light users, shared mailboxes, etc.). This helps identify any issues before scaling to the entire organization.

2Monitor Folder Structure

Outlook's folders will be preserved in Gmail. Migrate Wizard creates folders with the same names in the destination. Outlook's special folders (Archive, Junk, Sent Items) will be migrated as regular folders. Verify that folder structure looks correct after migration.

3Communicate Timelines Clearly

Let users know when historical mail will be available and when to expect the final cutover. Provide clear instructions on what to expect during and after migration.

Cutover Strategy

The safest pattern is to run multiple incremental syncs while your MX records still point to Microsoft. When you are satisfied with the data in Gmail:

  • Update MX records to point to Google
  • Run a final incremental sync in Migrate Wizard
  • Disable new mail delivery to the old Outlook mailboxes

Troubleshooting Tips

  • Throttling / Rate Limits

    Watch for throttling on the Microsoft side and slow down concurrency if needed. Migrate Wizard automatically handles retries and backoff.

  • Authentication Failures

    Look for authentication failures due to modern auth / OAuth requirements and adjust credentials. Ensure app passwords are properly configured.

  • Detailed Logs

    Use Migrate Wizard's detailed logs to track problematic folders or messages. The dashboard provides real-time visibility into migration progress.

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Outlook to Gmail Migration Guide: Complete IMAP Migration Tutorial | Migrate Wizard