From Gmail to Outlook: What Changes and What Stays the Same

A quick look at the change

Most teams use Gmail, Google Calendar, and Google Drive every day. On the Microsoft side, the closest matches are Outlook for email and calendar, OneDrive for personal files, and SharePoint for shared files. Microsoft Teams handles chat and meetings. The goal is the same: help people work together without friction.

If a simple plan is needed, this practical guide to Migrating from G-Suite to Microsoft gives a clean order of tasks and common checkpoints. It helps keep the move steady while the data stays safe.

Email: from labels to folders, and how Outlook thinks

Gmail uses labels. One email can wear more than one label at the same time. Outlook uses folders. An email can sit in only one folder, but you can add categories as colour tags when you need extra grouping. Outlook also has “Focused Inbox,” which tries to sort important mail into one tab and the rest into “Other.” If you prefer one stream, turn Focused Inbox off in settings.

Conversation view exists in both systems, but the groupings may not match exactly. If an email looks missing, check “Other,” check filters, or turn off conversation view to see each message on its own. Starring in Gmail maps well to flagging in Outlook. Flags can also create quick to-do items. Keyboard shortcuts exist in both apps, though the keys differ. Outlook for the web lists them under Help > Keyboard shortcuts.

Attachments work a bit differently. Gmail often sends files as true attachments. Outlook encourages cloud links by default. When you attach from OneDrive or SharePoint, Outlook sends a link with permissions set for the people you choose. This keeps one live copy instead of many copies in many inboxes.

Calendar: booking time without drama

Google Calendar and Outlook Calendar both support shared calendars, reminders, and meeting rooms. Outlook adds a “Scheduling Assistant” that shows when guests are free across the organisation. This makes it easier to find a time that suits everyone. Colour categories are simple to set up and help keep work, travel, and focus time apart at a glance.

Meeting links change names, but the idea is the same. A Google Meet becomes a Microsoft Teams meeting. Teams links appear in the Outlook invite with one click. Time zone tools are strong in both calendars, so cross-country teams can stop guessing.

Contacts and groups: who’s who and who gets what

Google Contacts becomes the People section in Outlook. It holds personal contacts and address lists. Google Groups can map to Microsoft 365 Groups, distribution lists, or shared mailboxes. A Microsoft 365 Group is more than email. It can also own a SharePoint site, a OneNote notebook, and a Team in Microsoft Teams. This is helpful when a whole group needs shared files and a shared chat space.

When moving contacts and groups, check who can send to each list and who can see it. Permissions are the common source of surprises after migration.

Files: Drive vs OneDrive and SharePoint

“My Drive” in Google becomes OneDrive for personal storage. “Shared drives” in Google become SharePoint sites for team storage. The rule is simple: personal files live in OneDrive; team files live in SharePoint. OneDrive and SharePoint both support version history, file restore, and real-time co-editing. File locking is available when a team needs to control edits for a period.

Sharing links is the main shift. Google links can be “Anyone with the link,” “Anyone in the domain,” or named people. Microsoft links follow the same idea but use clear link types. You choose whether anyone, people in your organisation, or only named people can open the link. If a link does not open, the link type may be too strict. Change it or add the person by name.

Docs, Sheets, Slides vs Word, Excel, PowerPoint

Both suites let people type together in the same file. Word, Excel, and PowerPoint now support real-time co-authoring when the file is in OneDrive or SharePoint. The desktop apps offer deeper features, such as advanced Excel formulas, Power Query, and strong layout tools in PowerPoint. The web versions cover daily needs well and open fast in a browser.

Exporting is simple either way. Google files convert to Office formats during migration. Some special items, certain fonts, add-ons, or complex Sheets formulas, may not match one-to-one. Test a few key files early to spot any tweaks you need.

Chat and meetings: Chat/Meet vs Teams

Google Chat and Google Meet split conversations and video into two tools. Microsoft Teams brings chat, meetings, and file tabs into one place. A Team can hold channels for each topic or project. Meetings link to a chat thread that continues before and after the call. Recordings stored in OneDrive or SharePoint with built-in access control. Background blur, screen share, live captions, and meeting recordings are present across both platforms.

If the team lives inside Teams channels, keep files in the channel’s SharePoint folder. Posting loose copies in chat can lead to duplicates. Linking to the file keeps one version everyone can trust.

Search and shortcuts: finding things fast

Google’s search is strong. Microsoft Search is strong too and lives in Outlook, OneDrive, SharePoint, and Teams. Use the search bar at the top and filter by person, file type, or time. In Outlook, search suggestions improve as you use it. Pin key folders and files to Quick Access in OneDrive and to the left rail in Teams for fewer clicks.

Security and admin: what protects the data

Two-step sign-in works on both sides. Admins can turn on policies for device sign-in, app updates, and file sharing. Microsoft offers Conditional Access to control who can sign in from where and on what device. Data Loss Prevention can stop certain files from being shared outside by mistake. Keep the rules simple and share them with the team so no one is surprised by a blocked action.

Moving day: a short, sensible plan

Good moves follow a simple order. Map what needs to move: mailboxes, calendars, contacts, and files. Decide on a cutover date when the new email should land in Outlook. On that day, update the MX records so that new mail goes to Microsoft 365. Old mail can migrate in bulk before or after the cutover, depending on size and weekend time.

For files, choose which Google shared drives map to which SharePoint sites. Move team folders first, then personal OneDrive files. Keep the original structure where it still makes sense. Test permissions in a small pilot group and fix gaps before moving everyone. Share one-page guides with screenshots for the most common tasks: send a calendar invite, share a file, start a Teams meeting, and find a moved folder.

Provide short training sessions rather than one long class. Ten-minute slots on Outlook rules, calendar tips, and Teams basics go a long way. Make a clear place for questions, such as a Teams channel called “Migration Help,” and keep it staffed during the first week.

What actually changes in day-to-day work

The biggest changes are the mental models. Labels become folders plus categories. Attachments become cloud links. Chat and meetings sit inside Teams instead of two separate apps. File locations use OneDrive and SharePoint names. Once these ideas stick, daily work feels normal again.

Some features appear new and helpful. Outlook’s Quick Steps can file mail and add a flag with one click. Scheduling Assistant makes meeting planning faster. PowerPoint Designer suggests clean slide layouts. Excel handles large data sets with strong pivot tables and Power Query. These tools reward teams that try them for an hour or two.

What stays the same, and why that matters

The core habits do not change. Clear subject lines still matter. Short invites with an agenda still help people prepare. Good folder names still save time. Co-authoring still lets teams write together without sending ten versions back and forth. Mobile apps on iOS and Android keep everyone connected on the go.

Common hiccups and quick fixes

If mail looks quiet after cutover, check the Focused/Other tabs and the Junk folder. If a calendar invite arrives late, confirm the sender has permission to see free/busy time. If a file link fails, the link type may not match the reader; change the link to “People in your organisation” or add the person by name. If Teams notifications feel noisy, use per-channel settings to reduce pings while keeping mentions.

Key takeaways and next steps

The move from Gmail to Outlook is a change of layout, not a change of purpose. Email, calendars, files, and meetings keep doing the same jobs, just with new buttons and names. Keep the plan short, test with a pilot group, and train in small bites. Use OneDrive for personal files and SharePoint for team files so sharing stays tidy. Turn on smart features that save time, such as Scheduling Assistant and Quick Steps. Ask questions early, write down the small wins, and share them. With a calm plan and clear help, the switch becomes a normal week, not a stressful one.

FAQs for From Gmail to Outlook: What Changes and What Stays the Same

What is the main difference between managing emails in Gmail and Outlook?

The biggest shift is from Gmail's labels to Outlook's folders. In Gmail, an email can have multiple labels. In Outlook, an email can only be in one folder at a time, but you can use colour-coded categories for additional organisation. Outlook also encourages sending links to cloud files instead of traditional attachments.

Where do my Google Drive files go after migrating to Microsoft 365?

Your personal files from 'My Drive' will move to OneDrive. Files from 'Shared drives' will be located in SharePoint sites, which are designed for team collaboration. The basic rule is: OneDrive is for your personal work files, and SharePoint is for team files.

How do I schedule meetings in Outlook, and what replaces Google Meet?

Scheduling in Outlook is very similar to Google Calendar. A key feature is the 'Scheduling Assistant,' which helps you easily find a time when all attendees are free. Google Meet is replaced by Microsoft Teams, and a Teams meeting link can be added to your Outlook invitation with a single click.

Will my Google Docs, Sheets, and Slides work in Microsoft Office?

Yes, your Google files will be converted to Microsoft Office formats (Word, Excel, PowerPoint) during the migration. Both suites support real-time collaboration. While most content converts smoothly, it is a good idea to check any files with complex formulas or special formatting after the move.

What is the Microsoft equivalent of Google Chat and Google Meet?

Microsoft Teams replaces both Google Chat and Google Meet. It combines chat, video meetings, file storage, and other apps into a single, integrated platform, creating a central hub for team projects and communication.