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Switching from Google Workspace or Microsoft 365
Google Workspace and Microsoft 365 are good products, and plenty of businesses run well on them. If you want your email, clients, money and website in one place, here is how to move calmly, at your own pace.
Last updated October 28, 2026.
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Is switching right for you?
Scale Suite covers what the office suites do (email, calendar, documents, spreadsheets, presentations, files, video and chat) and adds what small businesses usually buy separately: clients and deals, invoices and payments, books, e-signature, forms and a website.
It may not be the right move if your business depends on add-ons built for one of those suites, if your IT team manages hundreds of devices through them, or if you only need email. That is fine. Many people start with the apps that are not in their suite today, like Money, Books or Sites, and keep their email where it is.
What moves where
| You use today | In Scale Suite |
|---|---|
| Gmail or Outlook | Mail (you can keep using the Outlook or Gmail app with your Scale address) |
| Google Calendar or Outlook calendar | Calendar, with a booking page built in |
| Google Contacts or Outlook People | Contacts, linked to deals and emails |
| Google Docs or Word | Docs |
| Google Sheets or Excel | Sheets |
| Google Slides or PowerPoint | Slides |
| Google Drive or OneDrive | Drive |
| Google Meet or Teams meetings | Video |
| Google Chat or Teams chat | Chat |
| Google Forms or Microsoft Forms | Forms |
| Google Tasks or Microsoft To Do | Tasks |
| Google Keep or OneNote | Notes |
A calm order to do it in
- Keep your current suite running. Do not cancel anything yet. Your old subscription and Scale Suite can run side by side while you switch.
- Export a copy of your data first. Google offers Google Takeout, and Microsoft 365 lets you export mail, contacts and calendars from Outlook and download files from OneDrive. Keep that copy somewhere safe.
- Contacts and calendar. Bring your contacts into Contacts (duplicates are cleaned up) and your calendar into Calendar. Setup offers both.
- Files. Move active client folders into Drive first, and leave old archives where they are until you are sure. Open a few important documents and spreadsheets in Scale Suite and check that they look right.
- Email last. Moving your email domain is the only step that changes where new mail arrives, so do it once everything else feels comfortable. See below.
- Cancel the old plan only when you have used Scale Suite for a while and nothing is missing.
Our team helps you bring your email, contacts and files over. Inquire with Find me and Cameron walks through your setup with you.
Moving your email domain
If your address is on your own domain, like you@yourbusiness.com, your domain's MX records decide where new mail goes. Today they point to Google or Microsoft.
- In Mail, Settings, Domain, type your domain. Mail shows the records to add: MX, SPF, DKIM and DMARC.
- At your domain host, replace the Google or Microsoft MX records with the ones Mail shows, and update SPF so it names Scale Suite Mail. If your domain is managed in Domains, Mail does this for you.
- Most hosts update in under an hour. New mail starts arriving in Mail; old mail stays in your old account until you import it.
- Import your old mail in setup, or later from Mail, Settings. Your old address can keep forwarding to Mail while you switch.
Only email records change. Your website stays where it is.
At launch Mail sending, receiving and importing turn on when Mail servers go live. In the preview today, nothing is sent or received.
Keeping your habits
- Keep your mail app. Outlook, Apple Mail and the Gmail app can all use your Scale address over IMAP. See the setup steps.
- Keep your phone. Scale Suite runs in the browser on your phone and computer.
- Keep your team's roles. Owner, Admin, Member and Guest roles work like the admin and user roles you know. Guests are free.
What works today
In the preview, Docs, Sheets, Slides, Calendar, Tasks and Notes keep your own work, and Video places real calls. Importing mail, calendars and contacts, Mail itself, and full size file storage in Drive come at launch. Each app page has the details.
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