Migration Tool Options for UW Google Content

Last updated: April 4, 2023
Audience: IT Staff / Technical

Overview 

The migration tool options on this page have been reviewed and approved by the UW-IT Productivity Platform team for migrating UW Google content in the UW environment. Other migration options may exist, but it is your responsibility to ensure the process and/or service follows UW-IT standards and state record keeping requirements.  

Please be aware that the vendors of various migration tools, including those on this list, may advertise features/capabilities that are not allowed in the UW environment. For example: a tool may require admin-level access to the entire platform tenant which is not appropriate and will not be granted. 

Tools 

The following tools are in order by ease of use, starting with the lowest technical knowledge up through requiring advanced technical ability. 

WARNING: Do not copy/paste from one UW Google Drive to another using the Google Drive desktop client. This will only create links back to the original drive and does not create copies of the content in the new drive location. Instead, please use one of the tools below to ensure content is migrated. 

Note: Please also review our UW Google content migration guide for more in-depth migration details and guidance.

Google Takeout

Cost

  • Free

Perks

  • Simple, one-click
  • Most comprehensive export of Google data

Caveats

  • No Google Shared Drives
  • Gmail content is exported in “MBOX” format

Export File Type

  • Converts to standardized open file format
  • Gmail exports to “MBOX” format

Manual Download

Cost

  • Free

Perks

  • Google Shared Drives

Caveats

  • Need for local storage
  • Time consuming
  • Subject to 750GB per day data download limit

Export File Type

  • Gmail exports to “MBOX” format

Google Takeout (Transfer)

Cost

  • Free

Perks

  • Google Drives
  • Gmail content transferred in original format
  • Transferred content keeps Google formatting
  • No cap on daily download

Caveats

  • No other type of Google data included

Export File Type

  • None, transfers content from one account to another

Mover.io

Cost

  • Free

Perks

  • Automated migration
  • Easy connection from Google Drive to OneDrive for Business

Caveats

  • No Google Shared Drive
  • No email
  • No Microsoft SharePoint

Export File Type

  • Directly converts to MS Office format during migration

ShareGate

Cost

  • Not Free
  • 15-day free trial
  • 1 year license: $6,000
  • Discounts for packages of licenses
    • You will need to organize a community buy-in if deciding to use a package of licenses discount.

Perks

  • Good user interface
  • Permissions mapping features
  • Great experience transferring to MS SharePoint

Caveats

  • Not all ShareGate features are supported within UW environment
  • No email
  • No Google Shared Drive

Export File Type

  • Directly converts to MS Office format during migration
  • Download to local file is an option

RClone

Cost

  • Free

Perks

  • Only tool that will use the correct security context for UW AND can move Shared Drive content.
  • Flexible

Caveats

  • Advanced technical knowledge needed
  • Command line interface
  • UW community-effort support; MS Team: Rclone Tech Forum

Export File Type

  • Wide range of standard file types 

Quick Check Table 

The table below serves as a quick visual check to determine which migration tool will cover what migration need(s) for your specific use case.

Scenarios 

 

Mover.io 

ShareGate 

Google Takeout 

Manual Download 

RClone 

UW Google Drives 

Google Drive to OneDrive for Business  X  X  X  X  X 
Google Drive to Microsoft SharePoint & Teams    X  X  X  X 

UW Google Shared Drives 

Google Shared Drive to OneDrive for Business        X  X 
Google Shared Drive to Microsoft SharePoint & Teams        X  X 

UW Gmail Considerations 

Migrating UW Gmail requires specific attention since most of the migration tools outlined on this page only apply to non-Gmail content. To ensure no data loss, review the information below to choose a migration option best suited to your situation. 

WARNING: When not using a direct transfer option, Google exports Gmail content to the MBOX format. If you are not planning to move UW Gmail content to another UW Google account or to a UW Office 365 (Exchange Online) account, you will need to research and create a plan to import an MBOX file format to the chosen email destination. Some third-party desktop email clients can import the MBOX format, but this is not a supported configuration for UW-IT. 

UW Gmail to UW Office 365 Exchange Online: 

  • Note on Shared UW NetIDs: Recommend creating a new Outlook profile to complete this work.

UW Gmail to consumer @gmail.com Account: 

UW Gmail to other email service: 

 Note: The Microsoft Outlook desktop client can also be used to move UW Gmail to non-Microsoft accounts or other scenarios not included here. 

Support 

If you need further assistance, please contact UW-IT at help@uw.edu or 206-221-5000.