Migrate Data

How to Migrate from Google Workspace to ProtonMail?

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To migrate from Google Workspace to ProtonMail (which is now called Proton Mail) use Proton’s free built-in Easy Switch for Business tool, which is free of charge, and requires completing the following 6 steps: get authorized as a Google Workspace administrator, confirm your domain, set up SPF/DKIM/DMARC, migrate your users, and finally, modify your MX records. Those who want to transfer Google’s applications (like Google Drive, Docs, and Sheets) to Proton Mail can use Google Takeout as a separate process. When it comes to large teams or when selective/filtered migration is required, using a dedicated tool like BitRecover is the best solution. It is capable of directly migrating from Google Workspace to ProtonMail and offers features like advanced filtering, the ability to use CSV batch admin controls, and to generate per-account reporting.

Shifting a company from Google Workspace involves more than just “export and import.” You have to ensure all emails, contacts and calendars, DNS records, Google Drive files, and different users are exported without delay or losing a single email.

The guide explains everything you need to know about how to migrate from Google Workspace to ProtonMail, including the actual migration steps, how the original process is mostly lacking, all the tedious DNS tasks nobody likes to do, and how a special tool can help in case manual ways are not enough.

What you’ll need before you start:

• An administrator Google Workspace account
• Proton administrator account with a Proton for Business subscription
• Access to DNS settings for your domain
• A decision on whether Google Drive, Docs, and Sheets need to be migrated as well

Why Businesses Are Moving from Google Workspace to Proton Mail?

There are several reasons cited by organizations to migrate from Google Workspace to ProtonMail.

• First, privacy and data ownership are one of the most common concerns. Proton Mail is considered completely end-to-end and zero-access encrypted, which means that no one except the sender and recipient can access the content of the email. However, Google Workspace email owners are forced to send emails in an unencrypted manner.
• There is another important reason: jurisdiction. As Proton has its base of operations in Switzerland and is covered under Swiss data protection regulations, it attracts the interest of many EU companies that may be worried about US data-transfer legislation and the advertising-based business practices of Google.
• Another important factor influencing organizations’ decision to leave Google Workspace is rising prices. According to many organizations, the increase of the cost per workstation is among the most common motivations to abandon Google Workspace.
• The last bother that heads the list is compliance requirements. For those companies that operate in healthcare, legal, or financial sectors, the need to comply with HIPAA or GDPR regulations demands simplified approaches to achieving them.

So, what is a naming note? ProtonMail became Proton Mail years ago because Proton decided to create a full product range (Mail, Calendar, Drive, VPN, Pass).

Pre-Migration Checklist

• Verify administrative access: Obtain Super Admin of Google Workspace and administrator of Proton accounts.
• Check DNS settings: Have facilities to modify TXT, MX, and CNAME records.
• Decide on migration details: Choose between the different possibilities for the migration of email, calendar, and address books.
• Verify user details and sizes of mail accounts: Identify large mailboxes that can’t be migrated on short notice.
• Establish a cutover point: Plan the final switch of MX records according to business requirements.

Method 1: Migrate from Google Workspace to ProtonMail With Easy Switch

Proton’s integrated migration tool, Easy Switch for Business, is designed for transferring Google Workspace data over to Proton Mail.

Step 1: Setup for the Migration

Go to Easy Switch in Proton Mail and select Google along with the data that you wish to transfer, such as emails, contacts, and calendars.

Step 2: Authenticate the Google Workspace

Log in through the account of a Google Workspace administrator and accept necessary permissions to proceed.

Step 3: Installation of Easy Switch

Install Proton Easy Switch from the Google Workspace Marketplace and confirm the connection on Proton Mail.

Step 4: Set Up Your Domain

Change your DNS records to:

• Proof domain ownership by adding a TXT record
• Set SPF
• Add DKIM CNAME records
• Set DMARC

Note: It may take a few minutes to 24 hours for DNS changes to take effect.

Step 5: Move Users

Choose the users to be transferred to Proton and share the link with them. They will verify their email and create a Proton password.

Step 6: Change MX Records

Update your MX records with Proton’s MX records and record them.

Powerful Functionalities of Google Workspace to Proton Mail Migration Tool

• Easy Migration from Google Workspace to Proton Mail: Transfer emails, attachments, contacts, and metadata directly from Google Workspace into Proton Mail.
• Bulk Migration: Migrate many Google Workspace mailboxes or accounts at once to Proton Mail accounts.
• Partial Migration: Select specific mailboxes, emails, or folders for migration.
• Folder and Label Integrity: Keep the structure of the Gmail folders and labels in Proton Mail intact during the migration.
• Incremental delta sync: This feature allows migrating only newly received Google Workspace emails to Proton Mail since the last migration.
• Transfer of Attachments: Transfer emails along with the attachments while keeping the actual emails intact.
• Monitoring of Migration: Create reports to check the completion of transfer and the emails which were passed through migration.
• Safe OAuth 2.0 authentication: Connect your Google Workspace account safely through the OAuth protocol without the need for sharing passwords and authentication credentials.

How to Migrate from Google Workspace to Proton Mail with Tool?

1. You need to first download the software (it works on both Windows and Mac).
2. Sign in to your Google Workspace account with a secure OAuth.
   
3. Check and select which folders or labels you would like to migrate.
   
4. Set several filters, such as date range, sender, subject, etc., if you wish to export only a part of your data.
   
5. After that, select IMAP as your destination and enter the Proton Mail login details with IMAP server details.
   
6. Next, press Migrate.

Note: In case you’re migrating numerous accounts from Google Workspace to Proton Mail, select “I am Admin” and upload a CSV file containing all details of user accounts.

Manual Method vs Specialized Google Workspace to Proton Mail Migration Tool

Feature	Manual / Easy Switch	BitRecover Tool
Email Migration	✓	✓
Bulk Migration	Limited	✓
Selective Filtering	Limited	✓
Folder/Label Preservation	✓	✓
Incremental Migration	✗	✓
Migration Reports	Limited	✓
OAuth Authentication	✓	✓
Best For	Small migrations	Large & controlled migrations

Switching DNS From Google Workspace to Proton Mail

• Lower DNS TTL: Change the TTL to a lesser duration for quick DNS propagation.
• Change your SPF record: Have a single SPF record which aggregates entries from both Google and Proton’s SPF.
• Use a catch-all address: To avoid bounced emails during the DNS propagation process.
• Remove previous Google MX records: To ensure email delivery, delete the older Google MX records after adding Proton MX records.

Conclusion

To migrate from Google Workspace to ProtonMail without complications, you need to take all necessary preparatory actions based on the method chosen for the migration. The Easy Switch provided by Proton is ideal for straightforward migration. You can take advantage of migration tools to provide you with full functionality to migrate emails selectively and in batches. Don’t forget to check the email accounts and DNS settings before making the final switch.