Google Workspace & Dropbox to Microsoft 365 Migration
Client: Equi-Power
Role: Cloud Migration Consultant
Platform: Google Workspace, Dropbox → Microsoft 365
Project: Full migration of email, contacts, calendars, and files for cost optimisation
Delivered on behalf of: Scottish Tech Army
The Challenge
The charity was using Google Workspace for email and calendars, and Dropbox for file storage, resulting in a fragmented and costly setup. These systems had grown organically over time, without central IT planning, leading to inefficiencies and rising subscription costs.
Google Workspace was underutilized, and staff often faced confusion with multiple platforms for communication and document sharing. The charity needed a unified, secure, and cost-effective solution that was easier to manage — and better aligned with how the team worked.
Project Goals
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Migrate all user email, calendars, and contacts from Google Workspace (charity tenant) to Microsoft 365 charity tenant
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Consolidate Dropbox file storage into SharePoint and OneDrive
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Reduce overall IT costs and simplify the digital toolset
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Maintain data integrity and continuity throughout the transition
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Provide guidance and support to ensure smooth adoption of Microsoft 365
What I Did
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Data Discovery & Planning: Conducted an audit of existing Google Workspace and Dropbox usage to identify user accounts, data volumes, and priority content
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Email, Calendar & Contact Migration: Migrated all mailboxes, calendars, and contact lists from Google Workspace to Exchange Online using secure tools and best practices, minimizing downtime
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Dropbox Migration: Transferred all relevant Dropbox content into appropriate SharePoint document libraries and OneDrive folders, setting up user permissions and file structures to match existing workflows
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Cost Reduction Strategy: Reviewed the charity’s software subscriptions and identified opportunities to eliminate redundant costs by consolidating into Microsoft 365 Business plans
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Configuration & Setup: Structured Microsoft 365 environment with shared mailboxes, Teams, and document libraries for collaboration
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Support & Handover: Provided user-focused guidance, tips, and lightweight documentation to support the team post-migration
Results
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Seamless migration of all emails, calendars, and contacts from Google Workspace to Microsoft 365 with no data loss
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Successful consolidation of Dropbox files into SharePoint and OneDrive, eliminating the need for a separate subscription
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Reduced the charity’s monthly software spend through consolidation under one Microsoft 365 plan
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A single, integrated digital environment now supports email, document sharing, meetings, and internal communication
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Positive user feedback on simplicity and speed improvements after the switch
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Charity empowered with a more manageable and scalable system for future needs
