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How to Migrate Email to Google Workspace: DNS & MX Setup

Prepare mailboxes, preserve existing mail data and verify Google Workspace routing and authentication during an email migration.

mydnsreport.com · Content & methodology
Prepare: Copy required records → Switch: Update active DNS → Verify: Website and email
Prepare the new service and preserve mail records before switching. Compare public answers and test the actual website and email afterwards.

The named scenario below is a worked example for learning, not a verified incident report. Provider settings and outcomes vary.

Google Workspace Email Migration

Export existing emails

Set up Google Workspace

Point to Google servers

Configure auth records

Import emails & contacts

Test send & receive

🎯 Illustrative example: Rohit Migrates 50 Users from Zoho to Google Workspace

Rohit's company switches from Zoho Mail to Google Workspace. He needs zero email downtime during migration:

Pre-migration: Backup everything

Exports all emails from Zoho using IMAP. Documents existing MX, SPF, DKIM records.

Creates Google Workspace accounts

Sets up all 50 user accounts in Google Admin. Doesn't change MX yet — Zoho is still active.

Imports data to Google

Uses Google's data migration tool to import emails, contacts, and calendars from Zoho via IMAP.

Saturday night: Switches MX records

Removes Zoho MX records. Adds Google MX: ASPMX.L.GOOGLE.COM (priority 1) and ALT servers.

Updates SPF and DKIM

Changes SPF to include:_spf.google.com. Sets up Google DKIM key. Updates DMARC record.

Monday morning: All users on Gmail

50 users log into Gmail with their existing @company.com addresses. All old emails are there.

Zero downtime migration. All 50 users transitioned seamlessly over a weekend.

Forgetting to update SPF/DKIM after MX change = emails fail authentication for 1-2 days.

Before You Start

Prepare the following before beginning migration:

  • A Google Workspace account (workspace.google.com)
  • Access to your domain's DNS management panel
  • List of all email addresses that need to be migrated
  • Backup of existing emails (IMAP export or provider's export tool)

Step 1: Verify Your Domain

Google requires domain verification. The easiest method is adding a TXT record:

example.com.  TXT  "google-site-verification=XXXXXXXXXXXXX"

Google provides the exact value in the Admin Console. Verification typically takes a few minutes after the DNS record propagates.

Step 2: Set Up MX Records

Replace your existing MX records with Google Workspace's MX records:

PriorityMail Server
1ASPMX.L.GOOGLE.COM
5ALT1.ASPMX.L.GOOGLE.COM
5ALT2.ASPMX.L.GOOGLE.COM
10ALT3.ASPMX.L.GOOGLE.COM
10ALT4.ASPMX.L.GOOGLE.COM

Step 3: Configure SPF

Update your SPF record to authorize Google's mail servers:

v=spf1 include:_spf.google.com ~all

If you have other sending services, include them too. See SPF Setup Guide and watch for the 10-lookup limit.

Step 4: Enable DKIM Signing

In the Google Admin Console (Apps → Google Workspace → Gmail → Authenticate email):

  1. Click Generate new record
  2. Copy the generated DKIM public key value
  3. Add a TXT record at google._domainkey.example.com
  4. Wait for DNS propagation, then click Start authentication

Full guide: DKIM Setup Guide

Step 5: Add DMARC

Start with a monitoring-only DMARC policy:

v=DMARC1; p=none; rua=mailto:dmarc@example.com

After confirming all emails pass authentication, move to p=quarantine and eventually p=reject. See DMARC Setup Guide.

Step 6: Migrate Existing Emails

Google provides several migration tools:

  • • Data Migration Service (Admin Console → Account → Data migration) — supports IMAP, Exchange, and other Google accounts
  • • Google Workspace Migration for Microsoft Outlook — desktop tool for PST files
  • • IMAP migration — works with any IMAP-compatible email provider

Verification Checklist

  • MX records point to Google — verify with DNS Lookup
  • SPF includes _spf.google.com
  • DKIM is enabled and verified in Admin Console
  • DMARC record exists at _dmarc.example.com
  • Send a test email and check headers for pass results
  • Old email accounts receive forwarded mail during transition

Frequently Asked Questions

What MX records do I need for Google Workspace?

Five MX records: ASPMX.L.GOOGLE.COM (priority 1), ALT1 and ALT2 (priority 5), ALT3 and ALT4 (priority 10).

How long does migration take?

MX changes propagate in 24-48 hours. Data migration depends on volume — typically hours to a few days. Plan for 1-3 days total.

Will I lose emails during migration?

No, if done correctly. Keep your old service running during transition. Both servers will receive mail during the overlap period.