Moving from Google Workspace to Airfree Clouds: a complete guide

Migrating a whole team off Google Workspace sounds daunting, but with a little sequencing it can be done over a weekend with no interruption to incoming mail. The trick is to import data first and switch the MX records last, so mail is never dropped.

Before you start

Do the preparation a day ahead so the cutover itself is fast. The single most valuable step is lowering your DNS TTLs so the MX change propagates in minutes rather than hours.

• Create every user account in Airfree Clouds and set temporary passwords.
• Lower the TTL on your MX and mail-related DNS records to 300 seconds.
• Make an inventory of shared drives, shared calendars, and distribution groups.

Importing mail, contacts, and calendars

Airfree Clouds includes a Google importer that copies mail, contacts, and calendars over an authorised connection. Your Google data is left untouched, so both systems keep working in parallel during the switch.

• In each mailbox, open Settings → Import & Export → Import from Google.
• Authorise read access when Google prompts, then choose mail, contacts, calendars, or all.
• Large mailboxes import in the background — start them early and let them run.

Drive and shared files

Personal Drive files import through the same connector. Shared drives need a decision: either have each owner import the files they own, or nominate one administrator to import a shared drive and re-share it. Because permissions do not transfer automatically, plan to re-share team folders after the import completes.

The MX cutover

Once imports are verified, switch your MX records to Airfree Clouds. With TTLs already at 300 seconds, new mail begins arriving in the new mailboxes within minutes. Keep the Google accounts active for a week so any late-delivered mail can be pulled across, then decommission them.

• Update MX records to the Airfree Clouds mail servers.
• Confirm a test message from an external address lands in the new mailbox.
• Reconfigure mobile devices and desktop clients with the new account.

After the move

Recreate the filters and distribution groups from your inventory, re-share team calendars and drives, and raise your DNS TTLs back to their normal values. Most teams are working normally by the Monday after a weekend cutover.