Onboarding | Project Phases | Best Practices | User Communication

Google Workspace (Gmail) User Communication Template

When migrating your organization to Google Workspace (Gmail), it is critical users are properly prepared for the transition. Below is a user communication template that can be customized to align with your business processes and operations. You may also want to include notification about any other platforms or services that may be impacted during the transition to the new platform.

This is a general guide that identifies to common issues, but should be customized to include anything unique about your organization.

Subject: Upcoming Email Migration to Google Workspace (Gmail) – What to Expect

Hello,

We are preparing to migrate your email mailbox [AND FILES, IF IN SCOPE] to Google Workspace (Gmail) as part of an upgrade to improve reliability, security, and collaboration.

Please review the information below to understand what to expect and how to prepare.

Migration Schedule

  • Migration date: [DATE]
  • Migration window: [TIME RANGE, TIME ZONE]

What You Need to Do Before Migration

Please complete the following before [DATE]:

  • 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 Will Be Migrated

[CUSTOMIZE AS NECESSARY]

  • Email messages and folders (converted to Gmail labels)
  • Calendar items
  • Contacts
  • Tasks
  • Files in [ONEDRIVE or YOUR GOOGLE USER DRIVE]
  • Files in [SHAREPOINT or GOOGLE SHARED DRIVES]

What Will Not Be Migrated

Below includes select, but not all, items that will not migrate. This is not a comprehensive list.

  • Your custom mailbox settings (i.e. mail rules)
  • Personal email signatures
  • Gmail Auto-complete suggestions
  • Locally stored data (i.e. local PST files)
  • Mobile device data that is not synced to the source server (i.e. Contacts that only are stored in your iPhone/iCloud)

What to Expect During Migration

  • 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 Migration (Important)

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

Mobile Devices

You may need to remove and re-add your email account in the Gmail app or your device’s mail app after migration.

Support

If you experience issues after migration:

  • Contact: [HELPDESK EMAIL / PHONE]
  • Please include screenshots or error messages if possible

Thank you for your cooperation during this upgrade.

Best regards,
IT Team

Day of Reminder

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