Microsoft Transition Project FAQs

SUNY Fredonia is migrating all accounts (@fredonia.edu) from Google Workspace into Microsoft 365. Migration simply means we are copying all your files/emails from Google into Microsoft. You won’t lose any files or emails in the process. Note: Fredonia email address will not change because of this migration. 

• To provide an integrated platform for communication, collaboration, and productivity. 

• To reduce costs by eliminating duplicate resources. 

• To reallocate resources to the university's core mission of teaching and learning. 

Here's a summary of the key dates and events: 

• May 28, 2025 - Full Campus Migration 

  • All remaining user accounts will be migrated to Microsoft 365. 

  • Users can now access Microsoft 365 services using their eServices login. 

  • Logging into http://mail.fredonia.edu or https://www.microsoft365.com/ will redirect users to Microsoft 365 tools (Outlook, OneDrive, Forms, etc.). 

  • Any changes made in Google Workspace after this date will not sync to Microsoft 365. Manual transfer is required. 

  • All users will continue to have full access to Google Drive, Shared Drives and Classroom. However, ITS is encouraging all users to begin using Microsoft One Drive for file creation, collaboration, and sharing. 

  • If faculty need access to the advanced features in Google Classroom, then they will need to contact ITS at help@fredonia.edu to be provisioned a Google Teaching and Learning License.    

• May 29, 2025 – Post Migration Check 

  • Files that were shared with you by current employees will migrate to OneDrive with similar sharing rights 

  • Files that were shared with you by individuals no longer employed by Fredonia will not migrate to your OneDrive. To regain access either contact the individual to regain access, contact ITS to see if access can be given (help@fredonia.edu), or copy the file into OneDrive and reshare as necessary. 

  • Files that were shared with you from outside of Fredonia (external partners) you will need to continue to access these files through Google Drive. 

• June 1, 2025 - Beginning of the Intranet Project.  

  • Google will still continue to be available for limited use cases such as teaching and learning, collaboration with external organizations, or other legitimate business purposes etc. 

    • NOTE:  If users have complex Google Workflows they are encouraged to add their information to the following spreadsheet so ITS can assess their needs further to develop appropriate options moving forward: List Stakeholders of Complex Google Setups

  • ITS will begin working with campus users to assess their Google Shared Drives and Departmental Google Drives to begin to migrate them over to Microsoft.    

• January 5, 2026 - Google and Microsoft Quotas & Google Workspace Access will change. 

  • Quotas for Microsoft and Google will go into effect. Before this date, users should clean up Gmail (delete their Gmail messages) and Google Drive.

  • Per requests from SUNY Legal and SUNY Administration, SUNY Fredonia will turn off all Google non-core apps for all users on January 5, 2026. If employees (only) have a legitimate business need for continued access to a Google Non-Core application (e.g. YouTube), please complete the Google Non-Core Service Request Form. Upon request, review, and VP level, continued access a non-core service will be provided to the requestor. Please note that the requestor may be requested to resubmit this form annually due to regulatory compliance.

The final migration process for Google Workspace to Microsoft 365 will begin at 4:00 PM on May 27 and conclude by 8:00 AM on May 28, 2025. Please refrain from making changes in either platform during this window to ensure a smooth transition. 

After the migration, you will receive a confirmation message via your Outlook account. As a precaution, please check your Gmail spam folder and mark any legitimate messages as “Not Spam” before 4:00 PM on May 27 to ensure they are migrated. 

Effective May 28: 

• Access Microsoft 365 using your eServices credentials at http://microsoft365.com or http://mail.fredonia.edu . 

• Changes made in Google Workspace after this date will not sync and must be transferred manually. 

• Google Drive, Shared Drives, and Classroom will remain accessible, but users are encouraged to begin using Microsoft OneDrive for file creation, collaboration, and sharing. 

Transitioning from Google Workspace to Microsoft Office 365 involves several key changes and considerations. Here's what people can expect: 

• Data Migration: Email, Contacts, Calendar, Drive, and Shared Drives

  • These will be migrated from Google Workspace to Microsoft 365.  

• Documents and Files

  • Files from Google Drive will be copied to OneDrive.

  • It's important to verify that all data has been successfully transferred and that file permissions are correctly set.

  • Data will remain available for users in Google until January 5, 2026, to verify the data has successfully migrated. 

• User Training and Adaptation

  • Training sessions and resources are being provided to ease this transition. 

• File Compatibility: Format Differences

  • Google Docs, Sheets, and Slides have different formats compared to Microsoft Word, Excel, and PowerPoint.

  • Converting these files can sometimes lead to some minor formatting issues. 

• Accessibility

  • The campus has been using the 3^rd party tool Grackle to check accessibility in Google Docs, Slides, and Sheets. 

  • Microsoft has a built-in tool known as Microsoft Accessibility Checker that may be used. 

• Permissions and Sharing

  • Sharing permissions from a http://fredonia.edu to another http://fredonia.edu account will transfer over during the migration however, a sharing permission with non-fredonia.edu accounts will not.  

• Forms

  • Users are encouraged to manually verify their forms in Microsoft Forms for formatting, as the migration may result in small formatting differences.     

• Group Settings

  • ITS will migrate only active Google Groups into Microsoft for users. Users will be asked to confirm which Groups are active.  

• Ongoing Support

  • IT support will be available to address any issues and provide assistance throughout the transition period. Users should contact help@fredonia.edu for assistance. 

ITS will pre-stage your migration by creating a copy of all your files in a Mig25 folder.  Do not touch the files that you see coming into your Mig25 folder in OneDrive and continue using Gmail for email. You will not be notified of this prestaging. You will however be notified of potential issues with your upcoming migration that you can address at that time.

• Email Migration

  • All of your Gmail data will be moved to Outlook, including all email rules and folders.  

• Drive Migration

  • If there are issues with files and they wouldn’t move, we will send you a message that notes the errors and provide information about how to fix them.

  • You will be able to safely access your files in the Mig25 folder now.  

You will be notified when both your email and Drive data have been moved to Microsoft 365. You will have approximately 180 days where you can access your Google messages and files. This transition period gives you time to address any migration errors. Any changes to your Google Drive will not be synchronized with OneDrive. Remember that you won’t be able to send or receive emails from Google after May 28, 2025. 

Please visit our Microsoft Training opportunities webpage for a complete list of training options. Please contact the ITS Service Center at help@fredonia.edu or (716) 673-3407 or visit us on the second floor of Thompson Hall for assistance. Users can also visit the Microsoft Transition SharePoint site for additional resources. 

• Permissions Issues

  • File marked as restricted or not copyable. This file is owned by another Google Drive user and will be migrated with their data.

  • If you need access to the file after the migration, contact the owner and ask them to share it with you through OneDrive.  

• Item Path Length (###) Exceeds the Limit (400)

  • The maximum file path limit in Microsoft OneDrive is 400 characters. This file exists in a file path that exceeds this limit.

  • Please shorten the file path and/or name in order to migrate the file. For help, visit: https://support.microsoft.com/en-us/office/restrictions-and-limitations-in-onedrive-and-sharepoint-64883a5d-228e-48f5-b3d2-eb39e07630fa   

• File Size

  • Microsoft 365 supports files up to 250GB in size, but the migration tool can only handle files under 15GB. Please manually download the file and upload it into OneDrive.  

• Metadata

  • The “Created” date of files migrated into Microsoft will reflect the date the file was migrated from Google. However, the “Modified” date will remain accurate.  

• Hyperlinks to other Google Docs

  • If your Google Doc, Sheet, or Slides contain hyperlinks to other documents in your Google Drive, these will need to be changed to the new document’s location in OneDrive. 

 Note:  

• All faculty and students will continue to have access to the free version of Google Classroom. Those faculty that need to use Google Classroom Advanced Features for instruction purposes will need to contact ITS at help@fredonia.edu to be issued a Google Teaching and Learning license. 

Google will still be available after the migration. Everyone will be able to access Google (Drive, Calendar, Docs, Sheet, Slides, etc.) with their same Fredonia credential until January 5, 2026. The only exception is that users won't be able to send email from Gmail; they will have to use Outlook. While we expect to close access to Google for most users on that date, Google is not being entirely shut down.

We will facilitate access for faculty who need Google for teaching or any administrative staff who need to access Google archives for compliance documentation (e.g. HR, etc.). So, our data retention policies will still apply. 

• Sharing Permissions

  • Cannot be migrated.

  • Users must re-share files post-migration.

  • ITS can assist with recreating sharing permissions based on data security best practices. 

• Shortcut Files

  • Cannot be migrated. 

• File Size Limit

  • Files over 15GB cannot be migrated.

  • Users should download and upload these files manually. 

• Google Photos 

Google Classroom, Drive, Sites 

The paid versions of Google Classroom, available through Google Workspace for Education, offer several advanced features not found in the free version. These include: 

1. Advanced Security and Analytics: Enhanced tools for proactive security measures and detailed analytics. 

2. Premium Support: Access to dedicated support services.  

3. Advanced Videoconferencing Features: More robust options for video meetings. 

4. Custom Apps with AppSheet: Ability to create no-code, custom applications. 

5. Additional Storage: Increased cloud storage for users. 

These features are designed to provide a more comprehensive and secure educational experience. 

Note:

• These services are being turned off because they are not currently licensed under our Google contract. If you have a legitimate business to have access to any of these services and there is not a suitable alternative, then please contact ITS at help@fredonia.edu.  

Anyone that graduated before May 2023 and is not an active student.  

No, your students do not necessarily need a Google account to access and modify a document you share with them in Google Workspace. Here are the different sharing options: 

Sharing Options in Google Workspace 

1. Share with Specific People: 

2. Email Address: Enter the email addresses of your students. They will receive an invitation to access the document. 

3. Permissions: You can set permissions as Viewer, Commenter, or Editor. 

4. Share with Anyone with the Link: 

5. Link Sharing: Generate a shareable link and set permissions for anyone with the link. 

6. Permissions: You can set permissions as Viewer, Commenter, or Editor. 

Steps to Share a Document 

1. Open the Document: 

2. Go to Google Drive and open the document you want to share. 

3. Click Share: 

4. Click the Share button in the top right corner. 

5. Enter Email Addresses or Generate Link: 

6. Enter the email addresses of your students or generate a shareable link. 

7. Set Permissions: 

8. Choose the appropriate permissions (Viewer, Commenter, Editor) for your students. 

Migrating from Google Workspace to Microsoft 365 should not significantly impact your use of a Chromebook. Chromebooks are designed to work seamlessly with web-based applications, including Microsoft 365. Here are a few points to consider: 

1. Access to Microsoft 365: You can access Microsoft 365 applications (like Outlook, Word, Excel, and Teams) through their web versions using your Chromebook's browser. 

2. File Compatibility: Files stored in OneDrive can be accessed and edited directly from your Chromebook. Ensure you have a stable internet connection for smooth access. 

3. Google Play Store: If your Chromebook supports Android apps, you can download Microsoft 365 apps from the Google Play Store for a more integrated experience. 

4. Offline Access: For offline access, you can use the Microsoft 365 web apps' offline capabilities, similar to how you might have used Google Workspace offline. 

Overall, while the workflow might change slightly, your Chromebook will continue to function effectively with Microsoft 365[1][2]. If you have any specific concerns or need further assistance, feel free to ask! 

Option 1: Manual Download and Upload 

Step 1: Download from Google Drive 

1. Go to Google Drive. 

2. Select the files or folders you want to transfer. 

3. Right-click and choose Download. 

4. Google will compress folders into a .zip file. 

5. Save the file to your computer. 

Step 2: Upload to OneDrive 

1. Go to OneDrive. 

2. Sign in with your Microsoft account. 

3. Click Upload > Files or Upload > Folder. 

4. Select the downloaded files or extracted folders. 

Option 2: Use File Explorer (Windows Only) 

If both Google Drive and OneDrive apps are installed: 

1. Open File Explorer. 

2. Navigate to: 

3. Google Drive folder (usually under "Quick Access") 

4. OneDrive folder 

5. Drag and drop files from Google Drive to OneDrive. 

To manually transfer Google files (Docs, Sheets, Slides, Forms) to Microsoft 365 (Word, Excel, PowerPoint, Forms), follow these steps: 

1. Transfer Google Docs, Sheets, and Slides 

Google Docs → Microsoft Word 

1. Open the Google Doc. 

2. Click File > Download > Microsoft Word (.docx). 

3. Save the file to your computer. 

4. Upload it to OneDrive or open it in Word Online. 

Google Sheets → Microsoft Excel 

1. Open the Google Sheet. 

2. Click File > Download > Microsoft Excel (.xlsx). 

3. Save and upload to OneDrive or open in Excel Online. 

Google Slides → Microsoft PowerPoint 

1. Open the Google Slides file. 

2. Click File > Download > Microsoft PowerPoint (.pptx). 

3. Save and upload to OneDrive or open in PowerPoint Online. 

4. Transfer Google Forms to Microsoft Forms (Manual Recreation) 

Unfortunately, there is no direct export/import between Google Forms and Microsoft Forms. You’ll need to manually recreate the form: 

Steps: 

1. Open your Google Form. 

2. Open Microsoft Forms. 

3. Create a New Form. 

4. Manually copy each question and paste it into the Microsoft Form. 

5. Adjust question types (e.g., multiple choice, text, dropdown) as needed. 

->Tip: You can open both forms side-by-side in split-screen to speed up the process. 

3. Transfer Responses (Optional) 

If you want to keep the responses from Google Forms: 

1. Open the Google Form. 

2. Go to the Responses tab. 

3. Click the Google Sheets icon to open the response spreadsheet. 

4. Download the sheet as Excel (.xlsx). 

5. Upload to OneDrive or open in Excel.