Onboarding | Project Phases | Best Practices | User Communication

Google Workspace (Gmail) – Day-Of Migration Reminder

The below templated can be customized and sent to users the morning of Cutover (or ~1–2 hours prior).

Subject: Today: Email Migration in Progress – Action Required

Hello,

This is a reminder that your email mailbox transition to Google Workspace (Gmail) begins today.

Migration Window

• Today: [DATE]
• Time: [TIME RANGE, TIME ZONE]

What You Need to Do Now

Please complete the following before the transition window begins:

• Log out of Gmail and close any other email applications before the migration window
• Avoid making mailbox changes (rules, folders, signatures) or moving messages between folders during migration
• [IF FILES IN SCOPE] Avoid changing file names or moving files to a different location during migration
• Ensure you know your current email password

What to Expect Today

• Potentially temporary loss of access to email
• Incoming messages will queue and deliver once migration completes
• You may be prompted to sign-in again after migration

After You’re Notified Cutover Is Complete

Once notified that the Cutover is complete log into your new account in a web browser. It is critical you verify data in a web browser, and not in a local Outlook client or mobile device.

• Go to https://mail.google.com
• Sign-in using your email address and [EXISTING PASSWORD] or [NEW TEMP PASSWORD]
• Verify data fidelity [Note: depending on when you log-in in relation to the cutover, your data migration may not be complete]
• Recreate your Gmail signature and review labels

Support

If you experience issues after migration:

• Contact: [HELPDESK EMAIL / PHONE]

Thank you for your cooperation today.

Best regards,
IT Team