Use the default data import method for Exchange Online

Choose a Microsoft Exchange Online account to copy data from:

1. In the Google Admin console, go to Menu Data Data import & export Data import.

   Go to Data import

   You must be signed in as a super administrator for this task.

2. For Exchange Online, click Import.
3. Click Connect and sign in to your Microsoft 365 account as a Global Administrator.

   Note: If needed, allow pop-ups from Microsoft sites.

When your account is connected, Data Import appears as an authorized API client on the Domain-wide delegation page of the Admin console. Learn more about domain-wide delegation.

The workflow for importing users from Exchange Online depends on the number of users in your organization.

If you have 20 users or less

After you connect your Exchange Online and Workspace accounts, the data import tool automatically finds users in both accounts and attempts to map them.

By default, the data import tool tries to match users with similar addresses. For example, an Exchange Online user with the address kim@example.com maps to a Workspace user with the address kim@other-company.com.

1. Review the suggested mappings between Exchange Online users and Workspace users.
2. If the data import tool can't find a matching email address for some of your Workspace users, manually add addresses for those users.
3. If you need to change any of the suggested Workspace email addresses, select the address to use.
4. If you don't want to import certain users, uncheck the checkboxes next to their email addresses.
5. If you recently added or updated users in Workspace, click Refresh data to generate a new list of mapped users.

   Refreshing discards the current user list in the data import tool and any manual edits you made to it.

6. If you clicked Refresh data, manually re-add any users that the service can't find a matching email address for (step 2 earlier in this section).
7. Click Save Changes.

If you have more than 20 users

Create and upload a comma-separated values (CSV) file that contains each user's Exchange Online email address and their new Workspace address. You can also use a CSV file to import Exchange Online resource calendars to Google Calendar resources, such as meeting rooms.

To get details about users in your Exchange Online tenant, go to Plan for where and how you will manage your user accounts.

Tip: Click Download sample CSV file to get an example file.

To create your own CSV file:

1. Open a spreadsheet program.
2. In the first column, add the header Source Exchange Email and add an email address for every Exchange Online user or calendar resource you're importing. Each row must contain a unique email address.
3. In the second column, add the header Target GUser and add a Workspace email for each user or calendar resource. The email address doesn't need to be unique.

   Use a separate row for each user or calendar resource.

   Example:

   Source Exchange Email	Target GUser
   kim@example.com	kim@other-company.com
   alex@example.com	alex@other-company.com

   You can import up to 1000 users or resources at a time. The CSV file must be smaller than 10 MB. Additional users require a second import.

4. Save the spreadsheet as a CSV file.

5. Upload the file to the Google Admin console:

   1. In the Google Admin console, go to Menu Data Data import & export Data import.

      Go to Data import

      You must be signed in as a super administrator for this task.

   2. Click Upload CSV.
   3. Select the file click Open.
   4. Click Tasks to confirm that the mapping file is successfully uploaded.
      Note: If the CSV file doesn't load successfully, go to (Optional) Step 3: Delete a CSV file.

If there is an error during the CSV upload or the upload gets stuck, you can delete the current configuration and upload a new one.

1. Select the CSV file you want to remove.
2. Click Delete .
3. Click Yes to confirm that you want to delete the CSV file.
4. To upload a new list of source users, go to Step 2: Select users to import and follow the instructions for organizations with more than 20 users.

Adjust the following settings to choose which data to copy from Exchange Online.

1. For Data sources, check one or more of the following boxes to import data for all your selected users:
   • Email
   • Calendar events
   • Contacts—A new import duplicates any contacts you already imported. Contact labels are not duplicated.
2. For Date range, select a date to start importing data from the source you selected. All calendar events and email messages sent or received after this date are copied to Workspace and all contacts are copied, regardless of creation date.
3. (Optional) To specify additional email messages and folders, check the following boxes:
   • Include deleted email—Import deleted email messages.
   • Include spam email—Import email messages in spam folders.
   • Exclude specific folders—Exclude messages in specific folders. Enter the excluded folder names, separated by commas. For details, go to Exclude folders from importing.
4. (Optional) To import the Exchange Online users' calendars and events, including calendars for personal appointments, select Copy additional calendars. After an import, these are in Other calendars in Google Calendar.
5. (Optional) For Calendar events and contacts for users you're not importing, manually add a list of additional users and resources in a CSV file. This list can include event invitees who aren't part of the import. For example, you might be planning to import some users later. Or, the list could include event guests who are outside of your organization.
   1. Check the Upload a list of email addresses for users you're not importing box.
   2. Open a spreadsheet program.
   3. In the first column, add the header Source Email and add the user's original email address.
   4. In the second column, add the header Destination Email and add the new email address.

      Use a separate row for each user.

      Example:

      Source Email	Destination Email
      kim@example.com	kim@other-company.com
      alex@example.com	alex@other-company.com

   5. Save the spreadsheet as a CSV file.
   6. Click Upload CSV and follow the steps to upload the CSV file.
   7. (Optional) To choose what happens if the service finds additional users during the process, check the If the user's aren't in the list you uploaded, copy their addresses and box and opt to keep the same domain name or choose a different domain name from the list.

      This setting doesn't work for Exchange Online resource calendars. You must use a CSV file to map them to Google Calendar resources.

6. Click Save changes.

Exclude folders from importing

• Separately add each Exchange Online folder or subfolder name.
• If you exclude a folder, the import doesn't include its subfolders and any email messages in them.
• To exclude a subfolder, use the full path and separate the parent folder from the subfolder with a forward slash (/). For example:
  • If you want to exclude the subfolder Asia in the folder Travel, enter Travel/Asia.
  • If you also add Travel in the list, such as Travel, Travel/Asia, then all the subfolders are automatically excluded.
• To exclude a folder with a forward slash (/) in its name, replace each slash with an underscore (_). For example, to exclude Folder/with/slash, add it as Folder_with_slash.
• You can also exclude default Microsoft folders, such as Deleted Items, Inbox, or Junk email, and user-created folders.

Import additional calendars

When you import additional Outlook calendars, such as a calendar for personal appointments, they're imported as Other calendars in Google Calendar.

1. Click Start import.
2. The status changes to In progress and the following information is updated in real time:
   • Discovered items—Total number of items (messages, folders, and other tasks) that were imported, skipped, or failed.
   • Warning—Number of items that were imported, but failed to complete as expected.
   • Failed—Number of items that failed to import due to an error.
   • Skipped—Number of items that were skipped.
   • Successful—Number of items that were imported.
   • Users processed—Number of users whose import is complete for all selected data types.
   • Emails discovered—Number of email messages in the Exchange Online users' accounts.
   • Emails imported—Number of email messages that were imported.
   • Emails skipped—Number of email messages that were skipped. For example, an email is marked as skipped if it was already imported in a full import and then you run a delta import.
   • Emails failed—Number of email messages that failed to mimport.
   • Calendars processed—Number of calendars that were imported.
   • Calendar events discovered—Number of events in the Exchange Online users' accounts.
   • Calendar events imported—Number of events that were ved.
   • Calendar events skipped—Number of events that were skipped. For example, an event is marked as skipped if it was already imported in a full import and then you run a delta import.
   • Calendar events failed—Number of events that failed to import.
   • Contacts discovered—Number of contacts in the Exchange Online users' accounts.
   • Contacts imported—Number of contacts that were imported.
   • Contacts skipped—Number of contacts that were skipped. For example, a contact is marked as skipped if it was already imported in a full import and then you run a delta import.
   • Contacts failed—Number of events that failed to import.

   You can navigate away from the import page without interrupting the v. Your v continues unless you cancel it.

   When the migration is complete, you get an email with migration statistics. Any reports are attached.

3. (Optional) To export a report for an import in progress:
   1. Click View data import logs or Export user report.
   2. If the Tasks list doesn't automatically open with the exported report, click Tasks the report link.
   3. Click Open in Google Sheets to open the report in Sheets.
   4. To export and interpret the reports, go to Understand Exchange Online data import reports.

To stop a data import that's in progress, click Stop import. It might take a few minutes for the import to stop, and the import process does not roll back.

Email messages, calendars, calendar events, and contacts imported before you stopped the import are not deleted from Gmail, Google Calendar, or Google Contacts.

After you successfully import data, you can run a delta import to copy any newly added or updated data to Workspace. You can also use a delta import to copy data that failed in the initial import. For details, go to Run a delta import.