This guide covers the key steps in planning a move from Microsoft 365 to Google Workspace, the benefits for your organisation, and how Refractiv’s fixed-fee migration services and Google Workspace subscriptions can give you a predictable, low-stress way to make the switch.
Why UK SMEs are moving from Microsoft 365 to Google Workspace
For many small and medium-sized businesses, the main drivers for moving to Google Workspace are simplicity, flexibility and cost control.
- Google Workspace runs fully in the browser and on mobile, so your staff can work from anywhere without worrying about downloading desktop software.
- Collaboration becomes easier: people can work on the same document at the same time, with comments and suggestions built in.
- IT teams spend less time managing local installs and more time on security, configuration and helping the business use tools effectively.
- At the same time, Google Workspace offers enterprise-grade security and admin controls, which matter just as much to SMEs as they do to large enterprises.
At the same time, Google Workspace offers enterprise-grade security and admin controls, which matter just as much to SMEs as they do to large enterprises.
Step 1: Get clear on your current Microsoft 365 setup
Before planning any migration, you need a clear picture of what you’re running today. For a typical SME, that usually includes:
- Email and calendars hosted in Outlook/Exchange.
- User files stored in OneDrive and shared files or departmental content in SharePoint.
- Security settings, retention policies and access controls configured in the Microsoft 365 admin centre.
- Remaining data on local servers or legacy systems.
Start by answering some practical questions:
- How many users, shared mailboxes and distribution lists do you have?
- Where are critical files stored (OneDrive vs SharePoint vs local storage)?
- Do you have any legal or regulatory requirements that affect how long you keep data?
- What third-party tools integrate with Microsoft 365 today?
This discovery work gives you a realistic scope for your migration project: email, calendars and files, plus any items that may need special handling.
Step 2: Map how people work today
Next, look at how your users actually work and where that will sit in Google Workspace. At a high level, the mapping for SMEs typically looks like this:
- Outlook and Exchange Online → Gmail and Google Calendar.
- OneDrive and SharePoint → Google Drive and shared drives.
- Teams meetings → Google Meet.
- Word, Excel and PowerPoint → Docs, Sheets and Slides.
Remember to focus on workflows rather than just tools. For example:
- How do teams share project documents today, and where will those live in shared drives?
- How do you manage shared mailboxes and distribution lists, and how will these be represented in Gmail and Google Groups?
- What meeting patterns do you use, and how will recurring meetings be moved to Calendar and Meet?
The aim is to make sure that every existing workflow has a clear and ideally improved home in Google Workspace.
Step 3: Choose a migration strategy that fits your SME
Not every business needs a complex, multi-phase migration, but even for SMEs it pays to have a simple strategy rather than “just start moving things”.
Key decisions include:
- Phased vs big-bang
Do you move small groups first (for example, IT and a pilot team), then roll out more widely, or do you switch everyone over at once? - Cutover window
Can you afford a short, planned window where email routing changes and users are asked not to send/receive during a specific time, or does your business require constant availability? - Data priorities
Will you migrate email and calendars first, then files, or bundle them together so users fully switch at once?
For many companies, well-planned weekend cutover works well, but a phased approach can also be taken if you have a large number of users.
Step 4: Get your users ready for Google Workspace
The technical move is only half the story. For a smooth migration, user preparation and change management are essential, even in smaller organisations.
Consider:
- Clear communication
Tell staff why you’re moving, what tools will change (for example, Gmail instead of Outlook), and the benefits they can expect. - Targeted training
Short, role-based training sessions or video guides covering Gmail, Calendar, Drive and shared drives can make a big difference. - Support routes
Make sure users know who to contact if something doesn’t work as expected on or after go-live.
Done well, this reduces friction and frees you from handling endless “how do I…?” questions after cutover.
Step 5: Execute the migration – email, calendars and files
When the planning, mapping and communication are in place, you’re ready to move data. The core activities usually include:
- Migrating email, calendars and contacts from Outlook/Exchange to Gmail and Google Calendar.
- Migrating user files from OneDrive to Google Drive.
- Migrating shared content from SharePoint sites to shared drives.
- Updating DNS records so new email flows into Gmail.
- Applying security and admin policies in the Google Workspace Admin console.
With the right tools and expertise from Google UK partners such as Refractiv, much of this can be done with little or no visible impact to users, who simply log into Google Workspace and find their mail and files ready.
How Refractiv supports UK SMEs with Google Workspace migration
Refractiv is a UK-based Google Partner specialised in Google Workspace deployment, migration and ongoing services for SMEs. The focus is on practical, business-friendly migrations that work for your budgets and timeframes.
We can help you:
- Scope and plan your migration from Microsoft 365 to Google Workspace, focusing on email, calendars and files.
- Design a sensible rollout approach that fits your organisation.
- Handle the technical details of moving data and switching routing, so you’re not left piecing together documentation and tools.
You gain a partner who understands both the business case (productivity, collaboration, cost control) and the technical realities of running a migration while keeping your users online.
Fixed set-up fee and fixed project quote: predictable migration costs
One of the biggest concerns for SME IT managers is keeping projects within budget and avoiding creeping scope and unexpected invoices. Refractiv answers this with a transparent two-stage, fixed-cost model:
- Fixed set-up fee
A clear, fixed fee to carry out initial scoping, set up the migration framework and prepare your Google Workspace environment. - Fixed migration project quote
Once the migration scope is agreed (user numbers, mailboxes, files, special cases), you receive a fixed project quote so you know exactly what the migration will cost.
Because pricing is agreed in advance, you can:
- Plan budgets confidently and gain sign-off from leadership without caveats.
- Avoid mid-project surprises and difficult conversations about add-ons.
- Communicate clearly to stakeholders what’s included and what the timeline looks like.
This approach is especially useful for situations where IT and finance teams need predictable, well-documented costs.
Bundle migration with your Google Workspace subscription
As an authorised Google Workspace reseller, Refractiv can provide both your migration services and your Google Workspace licences. That means you can quote and approve migration alongside your subscription, instead of dealing with separate suppliers and invoices. This model keeps things simple.
Benefits of bundling migration and licences include:
- A single partner for deployment, migration, licences and ongoing support.
- Easier procurement and contract management.
- Alignment between how your environment is configured and how your licences are structured.
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Beyond migration: training, security audits and ongoing UK helpdesk
Once you’re live on Google Workspace, you want to be sure that users are confident and your environment is secure and well-managed. Refractiv offers a range of services that sit naturally alongside migration:
- User training
Practical training sessions and materials to help your staff get the most from Gmail, Drive, Docs, Sheets, Meet and more. - Security audits, reports and advice
Reviews of your Google Workspace configuration to ensure best-practice security, including access controls, data protection and admin policies. - Admin panel reports and monitoring
Regular reporting from the Admin console gives you visibility into usage, security, and potential issues. - Ongoing UK helpdesk
Access to a responsive, UK-based helpdesk for Google Workspace queries.
Working with Refractiv turns Google Workspace into a supported, evolving platform rather than just a one-off migration project.
Bringing it all together: is now the right time to move?
Moving from Microsoft 365 to Google Workspace is a significant decision, but it doesn’t have to be a tedious one. With a clear view of your current environment, an understanding of how your users work, and a simple migration strategy, you can make the transition smoothly.
Refractiv’s fixed set-up fee, fixed migration project quote and ability to provide Google Workspace licences, training, security audits and ongoing UK helpdesk support give you a straightforward, predictable way to make the move. You get modern collaboration tools with AI built in for your users and a manageable, secure platform for your IT team.
If you’re ready to explore what a migration might look like for your organisation, the next step is a short discovery conversation to discuss your current Microsoft 365 setup, your goals and timescales, and to decide whether Google Workspace is the right fit for you.
