When to cancel Microsoft 365 after migrating

When is it safe to cancel Microsoft 365?

It is safe to cancel Microsoft 365 once every item on this list is done. Treat it as a gate, not a guideline.

1. MX records point to Google, and new mail is arriving in Gmail for every user.
2. The final delta sync has finished after the MX change.
3. Users have confirmed their mail, calendars, contacts, and files are in Google.
4. Shared addresses, groups, and aliases receive mail correctly.
5. SharePoint and OneDrive content is verified in Google Drive.
6. Retention and export needs are met.
7. Apps and services that sign in with Microsoft accounts have been moved.

Give it a short buffer after switchover. Problems such as a missing folder or an address nobody tested tend to surface in the first days of real use. Our managed migrations include 14 days of support after switchover, which is a sensible window to finish these checks.

What should you export or keep before you cancel?

Export anything you are required or likely to need before the subscription ends. Microsoft keeps data for a limited period after a subscription ends and then deletes it, so check Microsoft's current terms instead of counting on that window.

Common items to handle:

• Mailboxes of former employees that were not migrated.
• Teams chat history, since it does not map directly into Google Chat.
• SharePoint pages, lists, and workflows you decided to archive.
• OneNote notebooks.
• Anything under a legal hold or retention policy.

Retention duties are a legal question. Confirm what you must keep, and for how long, with your compliance officer or counsel. If you need ongoing retention in Google Workspace, Business Plus includes Google Vault. See Google Vault retention and eDiscovery basics.

What do you need to change in DNS?

Clean up old Microsoft DNS records so devices and mail servers stop looking for Microsoft 365. This step is easy to forget and causes confusing problems later.

• Autodiscover. Remove or update the autodiscover record that points to Microsoft. Otherwise Outlook may keep finding the old mailbox.
• SPF. Remove the Microsoft include from your SPF record once nothing sends mail through Microsoft.
• DKIM. Remove Microsoft DKIM records and confirm Google DKIM is set up and signing.
• Other Microsoft records. Remove records used only by Teams or other Microsoft services you no longer use.

Then remove your domain from the Microsoft 365 tenant once the account is no longer needed. Our guide to SPF, DKIM, and DMARC for Google Workspace covers the Google side.

Should you keep any Microsoft licenses?

Keep only what someone still uses. The most common case is desktop Office for people with complex spreadsheets or templates. Microsoft sells plans that include the desktop apps without business email, so ask your Microsoft admin or reseller which plan fits.

You may also keep one or two licenses for a short time while you finish exports. Set a clear end date for each one. Read working with Office files in Google Drive to see how many people actually need desktop Office.

How do Microsoft subscription terms affect timing?

Your subscription terms decide how and when you can reduce or cancel licenses. Annual commitments may limit changes before renewal, so check your renewal date and terms in the Microsoft 365 admin center, or ask your reseller, early in planning.

Plan the switchover so it finishes comfortably before renewal. That gives you time for the checks above without paying for another term. For the money side, read comparing the cost of Microsoft 365 and Google Workspace, and for the full project see the Microsoft 365 to Google Workspace migration guide.

Next step

We handle the cutover, DNS cleanup, and post-migration checks so you know when it is safe to cancel. See our Microsoft 365 migration service.