Migrating to office 365

Microsoft Office 365

Microsoft Office 365, a cloud-based suite of productivity tools, is a strategic choice for modern organizations seeking to improve efficiency, collaboration, and workflow management. The platform allows for anywhere, anytime access to crucial tools and documents, providing significant flexibility and support for remote work scenarios.

With our organizing now moving from Google Workspace to Office 365, find below how you could get yourself setup and also use some of the tools.

Getting started with Office 365

To get you started with Office 365, we have put together few instruction to get your started

Emails & Meeting – Outlook and Teams

Microsoft Outlook: Outlook is a personal information manager from Microsoft, primarily used as an email application. It also includes a calendar, task manager, contact manager, note taking, journal, and web browsing. It allows users to send, receive, and manage email, as well as manage appointments, meetings, contacts, and tasks. With its robust features and integrations, Outlook is a one-stop solution for managing professional communication and scheduling.

Microsoft Teams: Teams is a versatile communication and collaboration platform. Apart from chat and file sharing, one of its key features is its video conferencing capability. Users can schedule and join meetings directly in Teams, with options for screen sharing, recording meetings, live captions, and more. With its integration with the wider Office 365 suite, users can also collaborate on documents directly within a Teams meeting. It offers a comprehensive solution for remote meetings and team collaboration.

Office Suite – Word, Excel, PowerPoint

Microsoft Word: Microsoft Word is a widely used word processing program that allows users to create, edit, format, and print documents. From letters and resumes to reports and brochures, Word provides various templates and tools to help produce professional-looking documents. It also offers features like spell check, grammar check, and thesaurus, making it an invaluable tool for creating text-rich documents.

Microsoft Excel: Excel is a powerful spreadsheet program designed for data organization, analysis, and visualization. It offers functionality to create tables, use formulas for calculations, generate charts, and conduct complex data analysis through features like pivot tables and Power Query. Whether it’s budgeting, financial analysis, or project management, Excel’s robust features make it an essential tool for many businesses.

Microsoft PowerPoint: PowerPoint is a presentation software that helps users create dynamic, multimedia presentations. It allows for the integration of text, graphics, videos, and other media to communicate ideas effectively. With features like slide transitions, animations, and templates, PowerPoint enables individuals and businesses to create presentations for meetings, lectures, or seminars in a visually engaging way.

Collaboration Tool – Teams, SharePoint

Microsoft Teams: Microsoft Teams is a unified communication and collaboration platform that combines persistent chat, video meetings, file storage, and application integration. Teams provides a digital space where team members can meet, collaborate on documents, and stay connected. Its features extend to team chat, direct messaging, and even telephony solutions, enabling efficient workplace communication.

Install Teams on your Laptop and Mobile – https://www.microsoft.com/en-in/microsoft-teams/download-app
Note: On Desktop use ‘Teams for Work or School’

SharePoint: SharePoint is a web-based collaborative platform that integrates with Microsoft Office. It’s primarily used as a document management and storage system but the product is highly configurable and usage varies substantially among organizations. SharePoint allows for the creation of websites (SharePoint sites) for information sharing and document collaboration, making it easier for teams to work together.

To create a SharePoint site, please reach-out to itsupport@thotnr.com

  • Outlook
    • Send/receive email
    • Send/join meetings using Calendar + Teams
    • Find people using contacts
  • Teams
    • Chat with people within/across organization
    • Get into Audio/Video Meeting with People
  • Word
    • Write documents
  • Excel
    • Work using Spreadsheet
    • Analyze data
  • PowerPoint
    • Build powerful presentation
  • SharePoint
    • Build Projects around Teams
  • Visio (online)
    • Build powerful diagram for your projects
  • OneDrive
    • Store data online and share with people
  • OneNote
    • The best note taking tool
  • Power Automate
    • Automate data flows and ideas

Migrating from Google to Office365

The migration of your account has been split across multiple stages, which you can find below.

In case you are having issues with accession or in data migration reach-out to hariraj.singh@thotnr.com.

Step #1 – Activate your Office-365 account

Check your email, it would have your username and password which you can use to login to office.com. Make sure you have Authenticator App installed on your mobile (from your App Store), this needs to be setup to authenticate yourself.

Having some issues activating your account, try these out:

  1. Not able to login and set your account, getting invalid username and password; try using Incognito Browser, as there could be some conflict with existing browser data.
  2. I’ve been late (its after August-2023) to activate my account, and above step is not working; it could be your account password needs to be reset, reach-out to itsupport@thotnr.com or connect with your IP person for help.

Step #2 – Validate your Email, Contact and Calendar

As part of the migration, we have automated the migration of your email, contact and calendar, so check validate if all your data has been migrated correctly.

  1. Verify your email, contact and calendar are synced:
    1. Check the size of your mailbox
      1. O365 – https://outlook.office.com/mail/options/general/storage
      2. Google – https://drive.google.com/drive/quota
        Note: You should still be able to login to your Google Account, till the time its not deleted.
    2. Check random folders and emails to ensure your mails are there, look for latest emails and one that are older than few months.
    3. Check your Contacts and Calendars, by making sure your invites are there.
  2. Migrate your Google Drive to OneDrive or locally to your laptop.
    1. You would be using Google Takeout (it’s a tool that is provided by Google to take a backup of your entire google data, it included email, contacts, map data, drive etc.)
    2. To start the process, visit https://takeout.google.com
    3. We would recommend you select:
      1. Drive
      2. Mail (optional)
      3. Contact (optional)
      4. Calendar (optional)
      5. Others like Sites etc, depending upon what all feature you have used.
    4. You would be presented with the option to download it locally or even upload to Microsoft OneDrive (we would recommend uploading them to OneDrive, this way you won’t need to download and upload them)
    5. Watch https://www.youtube.com/watch?v=rYWtk39JGbY&t=244s to know how to do that.
    6. Once you have initiated this process, any files that you update you would need to manually sync them, so I would recommend to completely switch over to OneDrive once the data has been copied.

Step #3 – Switch over to Office 365

Once we are ready with the account validation, migration we would switch over the email from Google to Office. All your email would Sent/Received using Office-365; https://outlook.office.com/

You would still have access to Google Account to view emails and all the data if required, till your account is suspended and deleted.

So this would be the last time to validate if everything is alright and your are ready to move to Office 365

Step #4 – Update Calendar and Other Tools

Now that we have switched to Office 365, we should start using Teams for Meeting, and similar changes needs to be done for tools that sends out meeting invites.

All the calendar that got migrated, will continue to have your Google Meet link, you should open them, delete the Google Meet link, and click on ‘Team’ icon in your Outlook to automatically add Teams’ meeting details at the footer.

Going forward any meeting you schedule, it will automatically add Teams invitation.

Your Checklist

  • Activate your O365 account
  • Validate your migrated email/contact/calendar
  • Migrate Google Drive yourself
  • Take backup using Google Takeout
  • Start using Office 365

For Help Contact

  • hariraj.singh@thotnr.com
  • itsupport@thotnr.com

Tools that you should setup on your Desktop

  1. Teams Desktop – It’s free for all, highly recommend you set this up.
  2. Outlook Desktop (License required) – Available for Windows and MacOS
  3. OneNote – Available for everyone, an excellent tool to keep notes, available on Windows/MacOS, Online and Mobile
  4. OneDrive – Available for everyone, store your files, share them available on Windows/MacOS, Online and Mobile
  5. Office Suite (License required) – Available for Windows and MacOS
  6. Office Online – Available for everyone having access to Word, Excel, PowerPoint, Outlook and many more.
  7. Windows Mail – Free email client that comes with Windows 10 and 11
  8. Thunderbird – Free email client that is available on Windows and Linux
  9. To Do – Excellent todo list for personal and for teams