While tools like Google Workspace Migration for Microsoft Outlook handle the data transfer, they often leave behind the “connective tissue” of your business operations: your rules, shared access, and automated workflows. This is how to handle those
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For most IT teams, the decision to migrate emails from Outlook to Gmail is driven by a move to Google Workspace for better collaboration and reduced infrastructure costs. While tools like Google Workspace Migration for Microsoft Outlook handle the data transfer, they often leave behind the “connective tissue” of your business operations: your rules, shared access, and automated workflows.
The #1 Workflow Automation Solution For Google Workspace Environment
Zenphi is your power platform for Google. It allows teams seamlessly automate approval workflows, document generation, document workflows, HR, Finance and any other operational workflow natively in Google Workspace environement.
Mapping Your Mail Infrastructure
Before you begin the batch Microsoft to Google migration, you must account for the features that don’t live in the PST file:
- Delegates and Assistants: Gmail delegation is managed at the account level and doesn't migrate. You will need to re-grant permissions in the Google Admin console.
- Outlook Rules vs. Gmail Filters: Complex server-side rules in Outlook often handle critical triage. These must be manually recreated as Gmail Filters.
- Shared Mailboxes: These are typically converted into Google Groups (Collaborative Inboxes).
Solving the "Logic Gap"
The biggest risk when you migrate emails from Outlook to Gmail is the loss of automated business logic. Zenphi – the power platform for Google — acts as the “Logic Layer” that ensures your mail-driven processes don’t skip a beat.
- Intelligent Triage: Beyond simple filters, use Zenphi to monitor mailboxes and use AI to extract data from attachments, routing them directly to the correct Shared Drive.
- Executive Approvals: Replace Outlook’s legacy "Voting Buttons" with native approval workflows that live directly in Gmail and Google Chat.
- Automated Offboarding: When a user leaves, you can use Zenphi to automatically set final responders, transfer Drive ownership, archive Gmail content, and revoke mail delegates.
Actually, employee offboarding automation is one of the strongest workflows you can build after moving to Google Workspace, using Zenphi. It allows you to integrate Gmail email archiving in the workflow as well.
Video Guide: How To Archive Gmail (and Google Chat) Data In Google Workspace Automatically, As a Part Of Your Offboarding Flow
More Video Guides: Building Your Post-Migration Workflow
To help your team get started, we’ve developed a series of technical guides on automating Google Workspace. One of the guides — for Gmail email data archiving you can find above. But there are more popular Google Workspace automations teams build after migrating from Miscosoft environment to Google
Video Guide: Setting Up Multi-Stage Approvals in Google Workspace
See how to build complex approval chains that trigger directly from an email request.
Video Guide: How to Automate Invoice Processing from Gmail
Learn how to use AI to extract data from incoming mail and update your Finance sheets.
Video Guide: Automated User Lifecycle Management In Google Workspace
Manage onboarding natively using Zenphi’s Google Admin actions.
Strategic Procurement
If you are currently managing a migration, you can procure Zenphi directly through the Google Cloud Marketplace. This allows your organization to:Google Cloud Marketplace.
- Utilize GCP Commit: Draw down on your existing Google Cloud committed spend.
- Consolidate Billing: Add Zenphi to your existing Google invoice for easier procurement.
Want to explore this further?
The Microsoft to Google Migration Checklist: Workflow & Logic You'll Have To Rebuild (Video Guides)
You’ve migrated 1000s of users. The emails are syncing, the files are populated in Google Drive, and the calendar invites are showing up. Is the job done? Not exactly!
