Moving your business email to Google Workspace does not have to mean lost mail or downtime. Followed in order, the steps below give a clean cutover with your history intact. Tech Guru Club manages Workspace migrations for clients through the portal at app.techguru.co.in.
Before you begin
- List every mailbox, alias and group on the old system, including forgotten role addresses like accounts@.
- Note mailbox sizes; very large mailboxes take longer to copy.
- Confirm you have IMAP access or admin credentials on the old provider.
- Lower the TTL on your MX records to 300 seconds a day before cutover so DNS changes apply quickly.
The migration sequence
- Provision Workspace — order licences, verify the domain and create all users, matching old addresses exactly.
- Pre-copy old mail — use the Google data migration service to copy existing messages while the old system is still live. This can run for days without affecting anyone.
- Cut over MX records — schedule this for a weekend evening. New mail now flows to Google. For domains on our DNS this change is made free by our team.
- Delta sync — run the migration tool once more to pick up messages that arrived during the switch.
- Reconfigure devices — staff sign in to Gmail on web and mobile; old IMAP profiles can be removed after a week.
After the move
Add SPF, DKIM and DMARC records so receiving servers trust your new setup, enforce 2-Step Verification, and keep the old service active but unused for two weeks as a safety net before cancelling it.
Want us to run the whole process? Raise a ticket with your current provider details and preferred cutover date, and our team will plan and execute the migration end to end.
