Why SMEs Are Switching from Google to Microsoft 365
Growing small and medium-sized enterprises (SMEs) often find that Google Workspace, while solid for collaboration, starts to lag when needs evolve. As teams scale, there’s a demand for more structure, deeper integrations, and enterprise-grade controls. Microsoft 365, with SharePoint at its core, offers a scalable environment that aligns with how teams actually work—across documents, emails, calendars, and collaboration spaces.
SMEs choose Microsoft 365 not because Google is deficient, but because Microsoft provides a tightly integrated ecosystem. From Outlook and Teams to Copilot, Graph-based search, and SharePoint’s structured file management, the platform supports growth without forcing teams to juggle multiple tools. The unified experience can boost productivity, reduce data silos, and simplify governance.
The Power of SharePoint: A Single Source of Truth
SharePoint acts as the central, permission-based filing cabinet for your organization. It’s more than storage; it’s structured collaboration that scales with you.
- Controlled access: Define who can view or edit documents, with tiered permissions to protect sensitive information.
- Collaborative editing: Multiple users can co-author within a single document, eliminating version chaos and email back-and-forth.
- Centralised storage and search: A consistent library with robust search makes documents easy to find, reducing time spent on digging through emails or drives.
When properly configured, SharePoint helps create a true “one source of truth”—a key advantage for audits, governance, and collaboration with external partners. It’s not about replacing files; it’s about organizing them so everyone can work confidently.
A Structured Migration: From Google Workspace to Microsoft 365
Migrating from Google Workspace to Microsoft 365 is a journey best guided by an experienced partner. The goal isn’t flawless perfection on day one, but a well-planned, test-driven rollout that minimizes disruption while maximizing adoption.
Step 1 – Planning
Audit what exists in Google Drive, Gmail, Calendar, Contacts, and Shared Drives. Identify ownership, access controls, and define migration goals—whether it’s email, files, or full platform adoption including Teams and SharePoint. Choose a Microsoft 365 plan aligned with security and storage needs.
Step 2 – Preparing Microsoft 365
Set up identities, map users, verify your domain, and scaffold SharePoint and OneDrive structures with proper permissions. Enable Exchange Online to prepare for email migration, and plan governance policies.
Step 3 – Migrate
Move email from Gmail to Outlook, transfer Google Drive content to OneDrive or SharePoint while preserving folders, and migrate calendars and contacts. Move Shared Drives into SharePoint document libraries with attention to metadata and permissions.
Step 4 – Testing, Validation & Pilot
Test data integrity, verify permissions, and run pilot groups to gather feedback. A staged approach reduces risk and reveals gaps before full rollout.
Step 5 – Training & Onboarding
Deliver practical training on Outlook, Teams, SharePoint, and OneDrive. Provide quick reference guides and establish support channels to encourage adoption and reduce friction.
Step 6 – Go Live & Support
Switch DNS records, monitor adoption, and maintain a support plan. Ongoing optimization should focus on channels in Teams, automated workflows with Power Automate, and security policies like MFA and conditional access.
Step 7 – Post-Migration Optimisation
Fine-tune structures in SharePoint, streamline automations, and continually review security and compliance settings. A well-managed Microsoft 365 environment grows with your business.
Microsoft 365 vs Google Workspace for SMEs
For growing SMEs, Microsoft 365 offers stronger enterprise-grade security, deeper integration, and a coherent governance framework. In security comparisons, tools like Defender for Office 365, Intune, Entra ID, and comprehensive compliance features provide confident protection for sensitive data. While Google Workspace remains strong for collaboration, the security and control depth of Microsoft 365 often make it the smarter choice for regulated or rapidly expanding SMEs.
Why Choose AAG IT Services for Your Migration
Handled by experienced professionals, a migration to Microsoft 365 becomes a clear, repeatable process. AAG IT Services has guided businesses like Puckstop in Sheffield through seamless, secure transitions—emphasizing planning, pilot testing, and post-migration optimization to maximize value from day one.
