If you've moved from a personal @gmail.com address to a Google Workspace business email, you can bring your old emails and contacts with you. Moving your emails (often called migrating or importing email) copies them into your new Workspace inbox, so everything is in one place. This guide shows you how to import your Gmail emails and contacts into Google Workspace.
Migrating from Gmail to Google Workspace: what you'll need
Emails and contacts move separately, using two different tools:
| What you're moving | How | Who can do it |
|---|---|---|
| Emails | Google's data import tool, in the Google Admin console | The Workspace super administrator (usually the account owner) |
| Contacts | Export from Google Contacts, then import into your Workspace account | Anyone |
Before you start, make sure:
- You can sign in to both your old Gmail account and your new Google Workspace account.
- You're using a computer. These steps can't be done in the Gmail app.
- Your Google Workspace email is already set up and working. [VERIFY: link to Workspace setup guide]
How to import your Gmail emails into Google Workspace
Step 1: Open the data import tool
Sign in to the Google Admin console at admin.google.com with your Google Workspace administrator account. Open the data import tool.
Step 2: Choose Gmail as the source
Select Gmail as the place you're moving emails from, and enter your old @gmail.com address. [VERIFY UI: exact option labels]
Step 3: Give permission from your Gmail account
Google sends an email to your Gmail address asking you to allow the import. Open your Gmail inbox and approve the request.
⚠ The request expires after 24 hours. If you miss it, go back to the data import tool and send a new request.
Step 4: Choose where the emails go
Select the Google Workspace account that should receive the emails, for example you@yourbusiness.co.nz.
Step 5: Choose your import options
You can choose:
- A start date, so only emails after that date are copied (the default is 1 January 2000)
- Whether to include deleted emails and spam
- Any labels you don't want to copy across
Step 6: Start the import
Click Start import. You can watch the progress in the data import tool, and Google emails you when it's finished. Large mailboxes can take a while, so it's fine to close the page and come back later.
💡 Kept using your Gmail address during the import? Once it's done, you can run the import again to pick up any new emails. Google calls this a delta import.
How to move your contacts into Google Workspace
Step 1: Export contacts from your Gmail account
- Go to contacts.google.com and sign in with your old @gmail.com address.
- Click Export.
- Choose which contacts to export, select Google CSV, then click Export. A file saves to your computer.
Step 2: Import them into your Workspace account
- Go to contacts.google.com again, this time signed in with your Google Workspace email.
- Click Import, then choose the file you saved in Step 1.
- Click Import.
💡 If some contacts appear twice, Google Contacts can merge them for you. Look for the duplicates suggestion in Google Contacts.
What doesn't move across
The steps above cover emails and contacts only. Your Google Drive files and Google Calendar events stay in your old Gmail account. You can share Drive files with your new Workspace address, or download and re-upload them.
Your old Gmail account also keeps working after the import. Nothing is deleted from it.
Tips and things to watch out for
- Set up email forwarding from your Gmail address after the import, so new emails keep arriving in your Workspace inbox.
- If your Gmail account uses Google's Advanced Protection Program, you'll need to turn it off during the import.
- Choose a start date if you only want recent emails. It makes the import quicker and keeps your new inbox tidier.
- Keep your old Gmail account open for a while after moving, in case you need something you didn't bring across.
Frequently asked questions
How long does it take to migrate my Gmail to Google Workspace?
It depends on how many emails you have. A small inbox can finish within an hour, while a large one can take a day or more. Google emails you when it's done.
I can't see the data import tool. Why?
Only the Workspace super administrator can use it. If someone else set up your Workspace account, ask them to run the import.
Will my Gmail labels come across?
Yes, your labels come across with your emails. You can choose to leave out any labels you don't want.
Will importing delete anything from my Gmail account?
No. The import copies your emails. Everything stays in your Gmail account too.
Can I move emails from Outlook, Yahoo or another provider?
Yes, the data import tool works with other email providers too, but the steps are different. Get in touch and we can point you in the right direction.