What to Consider When Thinking About Your Office 365 Migration

What to Consider When Thinking About Your Office 365 Migration 

 

Running a business takes a lot of energy. Figuring out how to run it to the best of your ability should not be a daily struggle. If you do not already have a standard operating platform for your company, it might be time to consider migrating your systems, so that you can focus your time and energy where it is needed most.  One of the more common migration scenarios is going from Google (G Suite) to Office 365.  Let us look at some of the factors to consider when thinking about this particular migration.  

As a quick overview, G Suite, otherwise known as Google Workspace, is a direct competitor with Microsoft Office 365 in terms of what they offer. For most of their services, they are a direct comparison. For instance, email in Google Workspace would go through Gmail, whereas in Office 365, it would go through Exchange or Outlook.  

Similarly, Google offers Google Drive for file management, whereas Office 365 offers One Drive. There are also some branching offerings that each of them has, which vary in their capabilities. Below are things that you need to consider when migrating from Google to Office 365.  

 

Planning, Execution, and Maintenance  

When it comes to adopting any modern technology, it all comes down to three steps. The first is planning, then execution, and finally ongoing maintenance. Planning is a critical stage when migrating to Office 365. At this stage, you need to make sure that you have completed the prerequisites and workloads.   

There are many services of Office 365 that an organization needs to prepare for when moving from Google workspace. Much of the planning for businesses pertains to moving their data from one access point to the other and then training the workers regarding the one-drive planning.  

During the planning process, you will need to review your infrastructure, review the versions of all the software that you are running, and then analyze Office 365’s requirements. When setting up, you will also need to lookup certain requirements so that you are able to utilize the necessary features. Another element of migration is managing identity, along with managing active directories.  

 

Identity Management 

Organizations that are smaller have the option to transform into directory systems that are entirely cloud-based. For larger organizations, it is typically better to go for hybrid solutions that combine private and public clouds. This is when you must meet certain requirements and use tools that will analyze the directory and find out whether there is any work for you to prepare. Some of this work may be very time-consuming, so it is especially important for larger organizations to complete this process as soon as possible.  

 

The Key is to Realize the Differences 

When moving from Google to Office 365, it is critical to realize that there is a separation between technical solutions, business requirements, and functions. Therefore, if there is a business function that you need to achieve, then you can achieve it using any other platform.  

However, you do not have to necessarily use it in the same way. For example, during the migration process, you may come across situations that require you to reform and rebuild the M365 space. The benefit of that is that you will have an entire host of offerings and products within Microsoft that will be tied in with Office 365.   

 

Moving Files Makes Individual Owners  

When companies migrate to Office 365, they do not realize that moving and creating folders and data can make individual owners files. For instance, a person in an organization can create an HR folder in their personal Google Drive and share it with the team. This allows the team to seamlessly make changes to the data.  

In Google, this mechanism works great. If the person who initially created the file leaves the company, all the other users will still have access to it. Since the file is in the Drive, only the admin can restrict access for people. The users also get assigned as owners of all the files and folders, allowing folks to retain the data on the file.  

Many IT departments will think that their plan in migrating from Google to Office 365 would be to simply migrate every team member’s Google drive directly to OneDrive. This approach may be technically an obvious solution, but this sharing component is something that oftentimes gets overlooked.  

It is important for you to realize that when you move an individual’s Google Drive to OneDrive, the rest of the members that have access are not owners. In Microsoft, only individuals that created them own the files that a person creates. This means that the rest of the users may be able to read, edit, write, and delete access, but they will not be owners.  

If the user who created the file leaves the country and their account becomes disabled, it will decommission their One Drive. Now all the other users that once had access to the files will no longer be able to.  

 

How PulseOne Can Help  

The concept of migrating will require you to rethink the way you look at user permissions, security, and overall data management. Having the right system in place will allow your business to be more streamlined so that you can get the most out of your time. As you know, running a business is not always simple, but we at PulseOne believe your business technology should be. Our team of IT experts can not only help you analyze which technology will best meet your needs but can also implement the systems and be there every step of the way in the transition.  At PulseOne, we put our insight and experience in IT management solutions to work for you. Receive enterprise-level IT support from a company that passionately works for your success. Start by contacting us here.