Employees can reference this article to find answers to frequently asked questions about Ayin's Google to Microsoft migration.
How did we arrive at a switch from Google to Microsoft?
Historically at PH Tech, our email system was hosted on-premise using Outlook, managed in our own data center. Like many organizations at the time, we struggled with maintaining this infrastructure—dealing with hardware failures and limitations like the infamous 100MB mailbox size.
As cloud technology advanced, Google introduced G Suite (now Google Workspace) in the late 2000s and early 2010s, offering a compelling alternative. Its fully cloud-hosted, enterprise-grade email solution, with near-limitless storage and excellent uptime at a competitive price, quickly became the go-to for many organizations. In 2018, we made the switch, confident that it was the most reliable and flexible solution for our needs.
Since then, especially in response to the pandemic, Microsoft made significant investments in its cloud platform, building out Microsoft 365. With seamless integration of business tools like Word, Excel, and Outlook, M365 became the industry leader, offering even greater value at a more competitive price.
As part of our ongoing commitment to providing the best tools for our team, we saw the transition from phtech.com to ayin.com as an opportunity to reassess our productivity suite. After careful consideration, we decided to explore a switch to Microsoft 365. While we recognize the potential disruption, the long-term benefits of a more mature platform, industry-leading solutions, and a lower overall cost made the decision clear. Many other organizations have made a similar shift in recent years.
Current timeline estimates:
- Q1/Q2 2025: Configuration, pre-migration testing, and external security review
- August 2025: Migration of user data and applications
- Q3/Q4 2025: Post-migration support activities
What specifically is being migrated to Microsoft?
We will be migrating the majority of the content you use daily from Google to Microsoft. This includes, but is not limited to, your email, calendars, files in your personal Google Drive, and files in Google Shared Drives.
What will the migration look like for staff members?
During cutover weekend, staff will finish their work week on Friday using Google and return on Monday to a full set of Microsoft products in Okta. Google apps will be removed and replaced with Microsoft apps, and all data will be migrated accordingly. After this transition, staff will no longer have access to Google services.
Does this mean we are moving to ayin.com email addresses?
So far, only our Zendesk addresses have been migrated to ayin.com. As part of the Google-to-Microsoft migration, we plan to migrate all personal and other email addresses to ayin.com as well.
To ensure a smooth transition, phtech.com emails will continue to be forwarded to ayin.com for a period of time. Staff will still receive emails at their phtech.com address but will no longer be able to send from it. All outgoing emails must be sent from their new ayin.com address.
What about my Providence account and providence.org email address?
Employees will still be required to manage their providence.org account and mailbox separately from ayin.com, even after the migration.
Since Ayin and Providence will both be using Microsoft, will there be any integration for email, contacts, calendars, or documents?
There are no planned integrations at this time. Ayin and Providence's Microsoft data will remain strictly separate due to Providence's corporate security policies and integration restrictions. However, many Microsoft applications offer a seamless experience when switching back-and-forth between organizations.
Will all my email be migrated?
Yes, all of your email will be migrated. However, please note that vacation settings and automatic reply settings will not be migrated. Email rules will be migrated, but they will remain turned off by default. Employees will need to review the migrated rules and enable them manually. More info about Outlook.
Will my personal calendar be migrated?
Yes, your personal calendar will be migrated. However, please note that shared calendars and event colors will not be migrated. More info about Outlook Calendar.
Will all my personal Google Drive docs be migrated?
All standard file types will be migrated and converted to their Microsoft equivalents, such as Google Docs, Sheets, and Slides. Enterprise IT will be working in the coming months to identify any other file types that may not be migrated. More information will be provided as we progress. More info about OneDrive. The Enterprise IT team will retain access to the data stored in Google for a period of time after the migration to address any concerns or questions that may arise.
Will conference room and drop-in calendars be migrated?
All calendars will be migrated, except for conference rooms and drop-in spaces. Staff should rebook events in these spaces as needed after the migration. How to reserve conference rooms and drop-ins.
What about diagrams created with Draw.io?
Users will not be able to open draw.io diagram files directly from OneDrive or SharePoint. Instead, they must navigate to app.diagrams.net to open and save diagram files. Alternatively, diagram file types can be exported as Visio files (.vsdx) and edited directly within OneDrive and SharePoint.
Will Google shared drives be migrated?
Yes, Google shared drives will be migrated to SharePoint. More details will be provided as we move forward with the migration process. More info about SharePoint.
Will Google Forms be migrated?
Yes, the Microsoft migration tool will attempt to convert all Google Forms into Microsoft Forms. Personal forms and their response sheets will be moved to your OneDrive. Google Forms located in Google Shared Drives and their historical response sheets will be migrated to an IT service account. If you need access to any of these forms after the migration, please submit a support request.
How will I share documents in Microsoft?
Much like you do in Google today, you will be able to share Microsoft documents with both internal and external users. The process for sharing will be similar to what you are accustomed to.
Will we continue using Amazon WorkSpaces?
Yes, Ayin will continue to use Amazon WorkSpaces. However, at some point after the user data migration to Microsoft, Enterprise IT will be rebuilding all employee WorkSpaces. We will keep you updated as we get closer to that date.
Will we continue using Okta?
Yes, we will continue to use Okta in the same way we do now.
Will we continue to use Chromebooks?
No. Chromebooks will be phased out as part of this migration project. Enterprise IT is introducing HP Mobile Thin Client laptops as a replacement—these are portable versions of the HP Thin Client desktops currently used by staff. Because Chromebooks require a Google account to sign in, they will no longer function after August 22, 2025.
Will we continue using Zoom?
Employee access to Zoom will continue for a limited time after the migration. During this period, the Service Desk will provide guidance on migrating scheduled Zoom meetings to Microsoft Teams. Once the migration is complete, Zoom access will be discontinued.
Will we continue using Slack?
We will transition from using Slack to Microsoft Teams as part of the migration. Teams that currently rely on Slack integrations should begin researching Microsoft Teams alternatives now. More info about Teams.
Will Slack channels and DMs be migrated to Microsoft Teams?
Only public and private Slack channels and their content will be migrated to Teams. Due to platform limitations from both Slack and Microsoft, direct messages—whether between individuals or groups—cannot be transferred. Messages from non-user sources, such as Zapier and Google Drive, will also not be migrated.
Will Slack bot messages be migrated?
No, due to migration limitations, bot messages will not be transferred. This includes any messages not sent directly by an employee—such as automated, application, integration, or system-generated messages. In summary, only messages sent by employees will be migrated.
Will we continue using Google Meet?
We will transition from using Google Meet to Microsoft Teams as part of the migration.
Will we continue using Google Keep for notes?
Employees will be able to leverage the Microsoft equivalent called OneNote.
Will I still be able to access Ayin data from my mobile device?
Yes, similar to how you access Google content today, you will be able to access Ayin data through Microsoft apps on your mobile device. More info on mobile devices and personal computers.
Will Ayin staff have access to Microsoft Copilot Chat?
Pending an independent security review, we plan to implement Microsoft Copilot Chat and add it to the list of approved AI platforms for Ayin employees. Microsoft Copilot Chat functions similarly to other tools like ChatGPT.