Optimatiza selection guide
From Google Workspace to Microsoft 365: prepare the migration and your team
Before commissioning a migration, define what will change, who will validate it and how staff will keep working. This Optimatiza guide proposes criteria for preparing the scope. It does not describe a completed client project or replace a design tailored to your organization.
Updated:
1. Inventory: what needs to move and what depends on it
Prepare an inventory with owners, approximate volumes and business importance. Include active accounts, email, calendars, contacts, personal Drive content, shared drives, ownership and external access. Add forms, automations and integrations that rely on those accounts or documents.
Record what must be retained, what can be archived and what needs review. Project leadership should approve exclusions. Microsoft separates user preparation, email and files in its transition guidance; purchasing licenses is only one part of the work.
2. Agree on destinations, owners and permissions
- Email, calendars and contacts: assess Exchange Online and the use of Outlook.
- Individual work files: consider OneDrive according to ownership and use.
- Shared team documents: design SharePoint libraries with designated owners.
- Daily collaboration: define the use of Teams, channels and meetings.
Team files in Teams are stored in SharePoint, so the structure needs a coordinated design. Teams and SharePoint integration.
Do not assume equivalent permissions at source and destination. Migration Manager requires review of destinations, identities and permission settings. Integrations need their own validation.
3. A pilot with acceptance criteria
We suggest selecting representative users and documents, including external collaboration and exceptions. Before migrating, agree who will check each outcome and what evidence will be retained.
- Check email, appointments and contacts using agreed samples.
- Open documents, review formats and verify access using the intended user profiles.
- Test working processes and record unresolved issues.
Some limits need explicit attention: the mail migration tool does not transfer certain items, such as shared calendars and room bookings. Review the official limitations before setting acceptance criteria.
4. Decide when to proceed, stop or recover
The plan should name who authorizes each stage, the notification channels and the conditions that require a pause. Define how source data will be retained and what access will remain necessary during validation.
Document recovery or rollback options for each component, their limitations and who may execute them. If work has already taken place at the destination, do not assume rollback is automatic. Retiring previous services should follow validation and a review of the organization's retention requirements.
5. Train people for their actual responsibilities
Training should practice tasks, rather than only introduce applications. As a preparation approach, distinguish these groups:
- Staff: email, meetings, search, files and sharing.
- Team leads: document organization, ownership and access reviews.
- IT and support: agreed administration tasks, incidents and operating documentation.
Assign an internal contact, prepare accessible instructions and collect questions during the pilot. Microsoft recommends supporting adoption with communication, training and self-help resources. Official adoption guidance.
6. Turn preparation into an agreed scope
Request a proposal identifying included systems, exclusions, licenses, responsibilities, testing, training and agreed support. Dates and time commitments depend on the inventory and project dependencies.
Optimatiza assesses the transition and staff training through fully remote collaboration. Coordination is agreed in Spanish; written technical English is scoped according to the project. Share your context and the team's time zone to evaluate the next step.
Frequently asked questions
Does everything migrate automatically?
When should staff training begin?
Can a project be assessed from another country?
Discuss scope and coordination
Remote work from San Salvador, in Spanish and written technical English. Scope, responsibilities and time-zone overlap are agreed before starting.