But for mid-sized businesses relying on Google Workspace, there comes a point when the limitations start to show. You may be supporting more users or have simply decided Office 365 is the best option for your business.

This guide walks you through the migration process clearly and step by step. Whether you’re handling it in-house or working with a partner, a smooth transition is well within reach.

Your Email Migration Plan: from Google Workspace to Office 365

Migrating from Google Workspace to Microsoft 365 can be complex. The steps below give you a clear, proven approach to carry out the migration in a straightforward way.

Step 0: Pre-migration checklist

Most failed migrations are caused by avoidable oversights. Before you begin migrating, make sure your security settings are aligned with best practice. Cyber security services can help you implement a strong foundation from day one.

• Audit your Gmail accounts
  Create a complete list of users, shared mailboxes, groups, and aliases. Mark any inactive accounts for removal or archiving.
• Clean up old data
  Reduce the size of each mailbox before the migration. Archive or delete unnecessary messages and folders.
• Set up your Microsoft 365 tenant
  Create user profiles and assign licenses. Enable multi-factor authentication, set password policies, and define admin roles.
• Verify your domain and update DNS records
  Confirm ownership of your email domain by adding TXT records to your DNS Then configure MX, SPF, DKIM, and DMARC settings for mail delivery and authentication.

Always be sure to backup your data before beginning your migration.

Step 1: Prepare your Microsoft 365 tenant

Your Microsoft 365 tenant is the foundation for the migration. If it’s misconfigured, even a flawless data transfer can lead to login issues or unprotected accounts.

• Create mailboxes and assign licenses
  Set up mailboxes for every user you’re migrating. For shared inboxes, decide whether you’ll use shared mailboxes, distribution lists, or Microsoft 365 Groups.
• Apply baseline security settings
  Enable MFA and configure password and access policies from the start.
• Prepare storage and collaboration tools
  If you’re also migrating Google Drive data, ensure OneDrive and SharePoint are configured correctly.

If you’re planning to move files or shared data alongside email, it’s worth reviewing your cloud setup, or even considering using Cloud Computing Services.

Step 2: Choose how to transfer emails from one account to another

Your migration method depends on your goals and how much control you need during the process. There are three very common methods:

• IMAP migration
  A basic option that works well for email-only migrations. It connects Gmail accounts to Microsoft 365 and transfers inbox contents, but does not support calendar or contact data.
• Google Workspace Migration Tool (GWMT)
  Built into Microsoft 365, this native option handles emails, calendars, and contacts together. GWMT is ideal for businesses that want a streamlined, admin-friendly experience.
• Third-party tools
  If you need deeper control or more robust reporting, tools like BitTitan MigrationWiz or CloudM offer extra features.

If you’re not sure which to choose, start by reviewing your business requirements. When dealing with shared mailboxes or multiple domains, our IT support services can help you scope the right method from the start.

Step 3: Migrate email from Google Workspace using the right tools

Once your method is chosen, it’s time to run the migration. With the right tool and a stable setup, the process should be smooth and predictable.

Typical steps include:

• Authenticate both environments
  Connect your Google Workspace admin account and Microsoft 365 tenant.
• Configure batch settings
  Select which accounts to migrate, apply filters if needed, and plan the timing of the migration
• Initiate the migration
  Launch your migration batches and monitor progress via the admin dashboard or third-party tool interface.
• Validate the results
  After migration, check that emails, folder structures, and labels have transferred correctly. For Gmail accounts, ensure labels have mapped cleanly to Outlook folders.

If you’re migrating files alongside email, such as Google Drive content, you’ll also want to prepare OneDrive and SharePoint environments.

Step 4: Move Gmail emails, contacts, and calendars

To fully transition to Microsoft 365, you’ll need to move contacts, calendars, and other Gmail-associated data as well.

Focus on the following:

• Migrate Gmail emails
  Most migration tools transfer inboxes, sent items, drafts, and custom folders. Double-check that Gmail labels have mapped correctly to folders in Outlook. If you’re using native Microsoft tools, you’ll need to manually remap certain folders to avoid duplication or confusion.
• Transfer contacts
  Export Google contacts and import them into Outlook or sync them during the migration process, depending on the tool used.
• Move calendar entries
  Calendar migration can include one-off meetings, recurring appointments, and shared calendars. Pay close attention to permissions, because users can lose access to shared calendars unless they’re recreated in Microsoft 365.

Taking the time to get these elements right reduces support requests and avoids lost data.

Step 5: Test, verify, and support users

Once the migration is complete, a clean cutover still needs to be followed by proper testing and stabilisation. This step is what separates a functional migration from a successful one.

Here’s what to cover:

• Verify email functionality
  Send and receive test emails from multiple accounts. Confirm inbox rules, folder structures, and signatures have been retained or recreated.
• Check calendar and contact sync
  Make sure shared calendars and contact groups are accessible.
• Test mobile device access
  Users should be able to access their new Microsoft 365 accounts from phones and tablets. Confirm app setup, email sync, and security settings are working across common devices.
• Monitor issues in the first week
  Track common questions and resolve recurring problems quickly. You’ll learn where users need help and can adjust internal processes accordingly.

Cutover may be a single moment, but adoption takes time. Supporting your team properly ensures the migration delivers its intended benefits.

Why Businesses Migrate from Google Workspace

Many businesses that make the switch from Google Workspace to Microsoft 365 do so at a point of operational growth.

Here’s why the move often makes sense:

• Microsoft 365 is built for structure and control
  Admins have more tools to manage users and integrate systems across the business.
• Security and compliance options are broader
  Microsoft’s stack supports more granular access control, retention policies, and regulatory compliance tools.
• The toolset is familiar to most teams
  Most employees are already familiar with Outlook, Word, and Excel.
• Better support for hybrid and remote work
  With integrated apps like Teams and SharePoint, users can communicate and collaborate from anywhere.

If you’re still weighing the pros and cons of Microsoft 365, learn more about them with Cloud Storage – The Ultimate Guide.

A Seamless Switch Starts with the Right Plan

Migrating from Google Workspace to Microsoft 365 isn’t a flashy project but when it’s done right, no one notices. Emails flow, calendars sync, users get on with their day, and you’ll notice minimal disruption and maximum continuity.

For such transitions, you need the right partner. You need support that works, answers that make sense, and systems that don’t break under pressure.

BarberaIT helps businesses transition their systems cleanly and securely. Get a quote and a free consultation for the solution you need.

FAQs: Email Migration from Google Workspace to Microsoft 365

How long does it take to migrate emails from Google Workspace to Office 365?
It depends on the number of users, data volume, and the migration method you choose. Small businesses can often complete the process within a few days, while larger ones may take a week or more.

Can I migrate emails without losing data?
Yes — with the right tools and preparation, your emails, folders, contacts, and calendars can be migrated without loss.

What tools are best for email migration?
Microsoft’s native Google Workspace Migration Tool works well for most small and mid-sized businesses. For more complex environments, third-party tools like BitTitan offer additional flexibility and control.

How to move a single email from one account to another?
For one-off emails, you can forward it manually or drag it between mailboxes in Outlook. For full account transfers, migration tools are more efficient.

Will users lose access to their old Google accounts?
Not immediately. You can keep Google Workspace active during the migration and phase it out once Microsoft 365 is fully up and running.

Do I need to update DNS records during migration?
Yes. Updating your MX, SPF, DKIM, and DMARC records ensures email gets delivered to Microsoft 365 after the cutover.

The post How to Seamlessly Migrate Emails from Google Workspace to Office 365 appeared first on Barbera IT.

What Does Microsoft 365 Provide as Baseline Security & Copilot Features? 

Even without premium add-ons, Microsoft 365 offers a solid set of built-in security and AI features that are useful. You have tools for identity and access management, such as Azure Active Directory (now Entra ID), multi-factor authentication, single sign-on, and conditional access. The basic plans also deliver threat and malware protection, with built-in scanning for emails, phishing protection through Microsoft Defender, and safeguards for attachments and links.  Depending on your plan, you might also have data loss prevention (DLP) features and tools for auditing and compliance to monitor user activity, support regulatory reporting, and enforce data retention policies. That said, before you adopt premium tiers, you have to scrutinise your needs. By knowing what is already available, you avoid paying for what you won’t use. Moreover, understanding what is included in every plan also helps you avoid overlapping features. 

How Organisations Overspend on Microsoft 365 Security and Copilot Add-Ons

Before we explore solutions, it’s essential to understand how this waste occurs in the first place. Overspending is often not obvious. It is hidden in scenarios that go unnoticed.

Purchasing Higher-Tier Plans  

As noted earlier, many organisations quickly upgrade to higher-tier plans like E3 or E5, or add premium features for every user, often paying for tools that remain unused. 

Licenses Left Running  

Another major source of waste comes from licenses that are assigned but no longer in use. Employees may have shifted roles, gone on leave, moved to part-time, or even left the company, yet their premium licenses remain active. If left unchecked, these idle licenses quietly drain the budget, adding up to significant financial loss over time.

Deleting Users During Offboarding  

Organisations may delete user accounts during offboarding without first unassigning licenses. Deleting a user account does not automatically reclaim those licenses in Microsoft 365. Therefore, unless you manually unassign licenses or set up automation, you will continue paying for unused licenses long after the employee has left.

Duplicate Functionality Assigned to the Same User  

Microsoft 365’s admin portal does not flag duplicate assignments. This increases the chance that your organisation may assign redundant tools or capabilities to a single user. For example, giving someone both an E3 and a standalone Defender license that already comes with E3. This simply means you are paying twice for the same feature. 

How to Reduce Waste in Microsoft 365 Security and Copilot Add-Ons

The good news is that much of this waste can be avoided. With discipline, proper tools, and regulation, you can redirect your budget to a smarter use of Microsoft 365. Below are some of the main strategies to adopt.

Downgrade Light Users

Not all users require an E3 or E5 license. For example, why give your receptionist a complete E5 license with enhanced compliance tools if they’re only emailing and using Teams? By monitoring actual usage, you can downgrade such users to E1 or another lower-tiered plan without affecting productivity. Low-usage discovery utilities enable you to downgrade confidently without speculation.

Automate Offboarding of Ex-Employees  

By automating offboarding processes, licenses are unassigned automatically once you mark an employee as departed. Use workflow tools like Power Automate linked to HR systems or forms to revoke access, remove group memberships, convert mailboxes, and unassign licenses in one automated process.

Consolidate Overlapping Features  

Review your security, compliance, collaboration, and analytics tools to find overlaps. If your plan already offers advanced threat protection or endpoint detection, consider canceling redundant third-party tools. If Copilot add-ons duplicate other AI or automation tools you already use, streamline them under one system.

Review Group and Shared Mailboxes  

Many organisations mistakenly assign premium licenses to shared mailboxes, service accounts, or inactive mailboxes. This doesn’t offer any functional benefits. Think about converting them to free shared mailboxes or archiving them to free up license slots. That way, you ensure that your M365 budget is only spent on value-generating users.

Enable License Expiration Alerts and Governance Policies

Avoid wastage in the future by setting up policy checks and notifications, and make sure you respond as needed. Note down renewal dates for contracts so you don’t accidentally auto-renew unused licenses. Also, track levels of inactivity and flag for review licenses that have passed the threshold.

Don’t let Microsoft 365 licenses and add-ons quietly drain your resources. Take control by reviewing how each license is used. When you match your tools with actual business needs, you save money, simplify management, and improve productivity in your organisation.  Optimising your Microsoft 365 environment is all about getting the most value from what you already own. By using M365 security and Copilot add-ons wisely, your business can operate more efficiently and securely. If you’re looking to better manage licensing and make smarter technology decisions, reach out and let’s get started today.

Robert Brown
5/11/2025

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The post Overspending on Microsoft 365 Security and Copilot Add-Ons? appeared first on Barbera IT.

Real-World Benefits:

Effortless Content Creation

Copilot helps draft emails, marketing copy, customer replies, and presentations—saving time and reducing writer’s block.

Enhanced Productivity

Automates repetitive tasks like data entry and report generation, freeing your team to focus on strategic work.

Improved Communication

Suggests phrases, corrects grammar, and ensures consistent messaging across apps—leading to better teamwork and client interactions.

Faster Onboarding

Offers in-app guidance, helping new employees quickly learn and use Microsoft 365 tools effectively.

Real-World Applications of Copilot within Your SMB

Copilot’s capabilities extend beyond generic productivity enhancements. Here’s a glimpse into how different roles within your SMB can leverage Copilot:

Marketing and Sales Teams

Generate compelling marketing copy for social media campaigns. Craft tailored sales emails with targeted messaging. Develop engaging presentations with Copilot’s creative text suggestions and language model capabilities.

Customer Service Representatives

Respond to customer inquiries with increased efficiency and accuracy. Use Copilot’s AI-powered suggestions for crafting clear and concise responses. Imagine resolving customer issues faster and fostering a more positive customer experience.

Project Managers

Develop comprehensive project plans. Automate progress reports with a few text prompts. Collaborate seamlessly with team members using Copilot’s intelligent features. Streamline project management. Ensure everyone is on the same page from conception to completion.

Content Creators

Overcome writer’s block and generate fresh ideas for website copy. Teams can leverage Copilot’s help in brainstorming and content creation in many areas. Imagine producing high-quality content consistently. All while keeping modern audiences engaged and driving brand awareness.

Finance and Accounting Teams

Automate data entry tasks and improve data analysis with Copilot’s intelligent features. Generate reports with prompts for enhanced clarity. Imagine no more struggling to create reports. Gain valuable insights from data faster.

Getting Started with Copilot for Microsoft 365

The good news is that Copilot for Microsoft 365 is readily accessible to SMBs. It integrates seamlessly with your existing environment. Here’s how you can empower your team to leverage this powerful tool:

Ensure Compatibility: Copilot is currently available for businesses with Microsoft 365 Business Premium.

Activate Copilot: Buy the Copilot add-on to your subscription and contact IT for setup help

Explore and Experiment: Try its features in your usual Microsoft 365 apps to boost productivity.

Invest in Training: Copilot is user-friendly. But you should still consider providing brief training sessions for employees. This helps ensure they understand the tool’s full potential. As well as assists them with leveraging its capabilities effectively.

Copilot for Microsoft 365 is not just another software update. It’s a game-changer for small businesses. By embracing this innovative AI tool, you can unlock a new level of efficiency. As well as empower your employees to achieve more. Need some help from Microsoft 365 experts? Our team can guide you in using this resource to the fullest. Contact us today to learn more.

Robert Brown
22/10/2025

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The post 4 Ways Small Businesses Can Leverage Copilot for Microsoft 365 appeared first on Barbera IT.

To ensure a successful transition, the right approach is crucial. You must anticipate potential challenges early, addressing them long before they can present an issue. Your staff will also need to hit the ground running, returning to normal operations after the migration with the smallest disruption possible. All of this starts with a strong strategy.

Why businesses migrate to Office 365

It is not difficult to see why Office 365 is such a popular platform. It provides a wide range of benefits for businesses:

Improved Collaboration:

Tools like Teams, SharePoint, and OneDrive make collaboration easier than ever. Staff can work together on the same document, making suggestions and tracking changes in real-time. Virtual meetings ensure that even when a staff member is not in the office, their unique voice can be heard. Employees can communicate effectively, regardless of the circumstances they may find themselves in.

Increased Productivity:

Seamless integration across all 365 platforms reduces the time spent switching between tasks, speeding up workflows and improving output. Staff members can attend a meeting, take notes, create a report, draft a presentation, and send a follow-up email – all within the same productivity suite. Tasks are completed faster and with more cohesion.

More Scalability:

Microsoft’s cloud-based platforms provide an unprecedented level of flexibility and scalability. With tiers designed for businesses at every stage of their journey, 365 empowers long-term growth and supports variable workloads.

Better Security and Compliance:

365 is well-known for its large variety of highly customisable security measures, which safeguard sensitive data and support regulatory compliance. Along with settings built straight into each app, some Business plans come with additional applications such as Defender and Purview.

Stronger Business Continuity:

Cloud-based access keeps your team online even when things go wrong, storing data safely and allowing work to continue when downtime would otherwise be inevitable. This ensures stronger business continuity.

Cost Savings:

All of the above benefits ultimately save your business money that could have been lost to cyber-attacks, bad investments, or downtime. In the long term, this improves profitability and growth.

Learn how cloud technology helps businesses thrive

The biggest challenges of Office 365 migration

These compelling benefits do not come without challenges. With so many risks involved, migration can be challenging at the best of times. When you are shifting the very foundation of your business – workflows, email addresses, and critical data – the likelihood of errors is high. Some of the most common challenges faced during migration to Office 365 include:

Licensing and cost management

Office 365 offers a variety of plans aimed at individuals, businesses, and enterprises. This strategy is designed to provide an option that will suit every organisation, no matter where they are in their journey. While it succeeds in this, Microsoft has made licensing quite complicated in the process. It is very easy to accidentally choose the wrong plan, resulting in your business either lacking necessary tools or paying for unnecessary ones.

While the short-term impact of such an error may be minimal (especially if you are able to find a workaround), it will have long-term consequences. Money is wasted, inefficiencies start to appear, and the business slowly becomes less productive than it should be.

Locating equivalents

Chances are, your business already has a complete tech stack. Migrating to Office 365 might address a number of challenges you currently face, but it will also disrupt the systems you have in place. If you use another productivity platform right now, then each tool you access must be replaced with an Office 365 equivalent. While this is relatively easy in some cases (Google Docs to Microsoft Word, for example), it can be a bit tricky for others. Certain crucial extensions, for instance, may not exist on both platforms.

If you are unable to find a direct equivalent, you could be forced to continue paying for the service you originally intended to replace alongside Office 365. This is a disaster, particularly if your goal was to save money by migrating. Alternatively, you could end up using complicated workarounds that don’t truly address the issue. Neither scenario is good.

Integration with existing systems

Most businesses operate in a carefully balanced IT environment that includes third-party tools and legacy systems. While it may work for the time being, migration to a new platform throws all of it out the window. Office 365 must integrate smoothly into your existing technology. If it cannot, then you are wasting time and money.

Data migration issues

Moving large volumes of data is always challenging and frightening. Files, emails, and customer information must all be transferred accurately and in good time. One wrong move could accidentally delete years’ worth of information.

This process becomes even harder for well-established businesses, as a number of quirks will usually appear over time. Files may be stored in odd places or under strange names, permissions might be outdated, or formats may not be easy to transfer between your chosen platforms. These issues can result in data loss, corruption, or even leaks.

Security and compliance concerns

Migration is a time of great upheaval, and often leaves your systems temporarily vulnerable. Threat actors know this, and take great pleasure in exploiting your brief moment of weakness for their own gain. During the transition, you are at greater-than-normal risk of cyber-attacks, breaches, reputational damage, and compliance issues.

Making it through the migration itself is only part of the battle. On the other side, any security that lapsed must be reinstated and reinforced. Failure to do so properly results in enormous vulnerabilities, which could be leveraged to launch an attack years into the future.

Downtime and disruptions

“Downtime” is every business’ least favourite word. Unfortunately, it is also one of the most common risk factors you face during an Office 365 migration. Whether it is a brief disruption as workloads are shifted or the result of a sudden glitch immediately after migration, downtime can occur. Operations halt, customers go unsatisfied, and thousands of dollars could be on the line.

Resistance

Even the best tools will fail if you cannot convince staff to use them. Resistance to a new technology is more common than you might expect, for a number of reasons. They may feel unequipped to handle it, especially if they are older and set in their ways. Perhaps they worry that the new system carries a serious flaw you have not noticed.

Regardless of the reason, the result is the same. Resistance creates friction, slows down operations, and reduces morale. Over time this can create an enormous ripple effect that damages the entire business.

Your Office 365 migration strategy

Fortunately, the process does not need to be this difficult. With the right migration planning, you can mitigate these risk factors and reduce your chance of experiencing an issue. Follow these 365 migration strategies to ensure a smooth transition:

1. Plan ahead

Step one is always ensuring that you are migrating to the right platform. You must verify three things before any action is taken:

• The rest of your IT infrastructure can actually support a migration to Office 365
• You understand which plan your business requires
• You can find a direct equivalent of all necessary software within 365

If you are unable to confirm any of these, stop and consider whether 365 is actually right for your business at this moment in time. If not, but you still wish to migrate, you may need to shift workflows or systems around to make room. Once this is done, ask what you hope to achieve through the migration. What pain points are you attempting to address? This is crucial for identifying the key performance indicators (KPIs) that will help you determine the overall success of your migration.

2. Inventory and audit your environment

Now that you have confirmed you are definitely migrating to Office 365, perform a thorough audit of your entire IT infrastructure. Your goal here is to determine what will be moved, what will stay the same, and what needs to be adjusted or replaced. Consider:

• Data
• Existing software
• Devices
• Networks
• Cloud services
• User accounts (active and inactive)

Now is also an important time to examine your security measures, as you will need to maintain or replace these during the migration. Look at the built-in defences your current platform implements, and note them down for later.

3. Decide on your approach

There are a number of common migration types, each with its own benefits and disadvantages. Some businesses move their entire infrastructure in one go, aiming to finish as fast as possible. Others work in phases, implementing the new platform slowly and systematically. The best tactic for you will depend on your:

• Size
• Current infrastructure
• Industry
• Security and compliance requirements
• Migration goal

4. Plan for downtime, then reduce it

Some amount of disruption is always a possibility, no matter how well thought-out your Office 365 migration strategy is. You must attack this from two angles. First, develop a plan to reduce disruption as much as possible. One common way to achieve this is by using blue/green deployment, where you maintain the old environment while setting up the new one. This way, if any issues are encountered, you need only switch back to the old system while they are resolved.

You must also develop a recovery plan, to handle scenarios where downtime occurs anyway. It is important to be realistic about the fact that sometimes, despite your best efforts, things simply go wrong. How you respond in these situations makes all the difference.

In your plan, explain:

• What should be done to restore operations, and when
• Who is responsible
• When and through which channels communication with third-parties (such as customers) should occur
• Your recovery point objective RPO) and recovery time objective (RTO)

Ensure that everyone understands the plan, and can access it when needed.

5. Backup data

Now is the time to backup all important data. Do not attempt to migrate without a backup, as you could lose critical information with no way of retrieving it. For best results, use the 3-2-1 rule: 3 copies of your data, across 2 different media, with at least 1 offsite or in the cloud. This will significantly reduce your risk of data loss.

6. Consider security and compliance

Security is non-negotiable at all times, even during a migration. It’s important both for preventing cyber-attacks and for maintaining regulatory compliance. Fortunately, this process presents you with an opportunity to address any areas that may have been lacking. You may actually end up with stronger security than you had before.

Here are some measures to implement during or immediately after migration:

• Data encryption while at rest and in transit.
• Data Loss Prevention (DLP) rules. These can be set using Microsoft Purview, if applicable.
• Multi-factor authentication (MFA).
• Access controls, such as the principle of least privilege.
• Endpoint security.

Any inactive user accounts should be deleted, and outdated permissions should be updated. Once the migration is complete, ensure that Office 365 has been configured securely. Performing these steps now could save you a lot of trouble later. Remember to provide additional cyber awareness training, so staff remember to uphold your defences.

7. Commit to post-migration support

Migration is not necessarily over once your new systems are online. There will be an adjustment period. Allow room for minor issues to surface and users to learn the new platform. Your post-migration support plan should include:

• Training to help staff understand 365’s products and how they fit into the workflow
• Support for any user issues that occur, such as lock-outs
• Careful monitoring for potential issues
• Testing to ensure that everything works correctly and data was properly transferred
• A formal review (typically a month or so later) to check that KPIs were met and everything functions as expected.

8. Document everything

While it may seem unimportant, documentation of every action is critical. It allows you to retrace your steps if something goes wrong, identifying the issue faster. You will also be able to demonstrate compliance efforts if your business is audited, by providing evidence of your security strategies. Keep multiple copies of these documents in secure locations, and update them regularly.

Additional tips for a seamless Office 365 migration

The steps listed above will provide you with a basic 365 migration strategy. These additional tips will help you ensure success:

Don’t be scared to outsource

Sometimes, migration is too complex to handle on your own. In these situations, don’t be afraid to partner with a managed service provider (MSP). They can handle the process for you, eliminating errors and supporting you throughout the process.

Migrate emails from Google Workspace to Office 365

Email migration sounds a lot more complicated than it actually is, particularly when swapping between these two platforms. You can migrate emails from Google Workspace to Office 365 using a process called “Automated batch migration”, which vastly simplifies the process, or through a manual process if more control is required. Microsoft advises users to partner with an expert and keep the Google environment active during this process.

Leverage Microsoft’s migration resources

You are not alone during the migration process. Microsoft provides plenty of resources to help you, such as the data migration tool. You can also find a wealth of information on their website. Make use of this where possible.

FAQs

How long does migration take?

This depends on the strategy you use and how many issues are encountered along the way. A staged migration, for example, will take longer than a simple lift-and-shift.

Is there a difference between Office 365 and Microsoft 365?

No. Microsoft 365 is just the new name for the same product. However, many users still know it as “Office 365”, and sometimes Microsoft themselves will use this name to prevent confusion.

Will we lose any emails or data?

You should not lose any information if the migration is performed properly. Proper backup practices will help prevent loss in the event of an accident.

How can we support staff during the transition?

You can support staff by providing additional training on how to use Office 365, and offering a judgement-free zone where they can ask questions or have issues resolved. This will help secure buy-in.

Does copilot come with Office 365?

No. Currently, Copilot is a separate add-on for all Microsoft 365 plans, and costs an additional subscription fee.

The support you need for a seamless migration

Your migration to Office 365 doesn’t need to be chaotic. With a good strategy and the right support, it can be a relatively smooth process. This platform presents you with an incredible opportunity to improve your business’ efficiency, security, and productivity. All you need to do is reach out and take it.

If you don’t feel equipped to handle migration alone, that’s alright. BarberaIT’s support specialists are here to help. Our fast issue resolution and clear communication keep your business on track for long-term success. Learn more about our Sydney or Melbourne support services now.

The post Office 365 migration made easy: strategies for a smooth transition appeared first on Barbera IT.

• Enhanced agent capabilities
• Smarter AI interactions
• Extra features to support teams in accomplishing tasks more efficiently

We’ll explore the latest updates to Copilot in Teams, including new features and intelligent agents as well as how these innovations can transform how your business operates.

What is Copilot in Microsoft Teams?

Copilot is Microsoft’s AI-powered assistant. It’s embedded in tools like Teams, Word, Excel, and PowerPoint. It’s designed to assist with various tasks. In Microsoft Teams, Copilot acts as an intelligent agent. It helps users by doing things like:

• • • Automating processes
    • Managing tasks
    • Analysing data
    • Providing real-time insights

Copilot’s key strength is its ability to leverage existing data. It can also work seamlessly across platforms. It provides actionable recommendations, transforming how teams collaborate.

New Features of Copilot in Teams

The latest updates to Copilot in Teams bring several new features. They’re aimed at making interactions more intuitive, productive and user-friendly. These features help users navigate complex tasks and much more.

Enhanced Collaboration Features Copilot is now able to work even more seamlessly within team environments. It can help organise meetings and summarise conversations as well as provide real-time suggestions during discussions.

Automated Meeting Summaries: A standout feature is generating meeting summaries automatically. After a team meeting, Copilot can provide a detailed recap. It can even highlight key points, action items, and decisions made. No more time-consuming notetaking!

Intelligent Task Management: Copilot can now help manage tasks more effectively. It analyses conversations in chats or meetings. Then it can automatically identify tasks as well as assign them to team members, and track progress.

Smarter AI Suggestions The new update brings more refined AI suggestions to Copilot. This enables it to provide better recommendations based on context and historical data.

Context-Aware Responses: Copilot’s AI has become more context-aware. This means it can provide more relevant responses during chats or meetings. This minimises irrelevant suggestions and keeps teams focused.

Personalised Insights: As Copilot interacts with a team, it learns from past behaviours. It can offer personalised insights and recommendations. For example, it can suggest the best times to schedule meetings. And do that based on the participants’ availability.

Agents in Copilot: A New Way to Work

One of the most exciting developments is the introduction of agents in Copilot. These agents take automation and AI-driven support to the next level. They act as specialised virtual assistants that can handle specific business functions.

What are Copilot Agents? Copilot agents are task-specific AI-driven assistants. You can customise them to handle particular functions or workflows. Agents focus on specific domains such as customer support, sales, or project management. Each agent is equipped to carry out specialised tasks. This makes them a valuable asset for small and medium-sized businesses.

Agent Capabilities Let’s look at some of the key capabilities these agents bring to Teams.

Automating Routine Tasks: Agents can automate a wide range of routine tasks. This includes responding to customer inquiries and managing daily reports. This automation allows employees to focus on more value-added activities.

Integration with Business Tools: Copilot agents seamlessly integrate with other Microsoft 365 tools. This includes Dynamics 365, SharePoint, and Outlook. This enables them to offer insights. As well as answer questions, or complete tasks based on real-time data.

Multitasking Capabilities: Agents are also capable of handling several tasks simultaneously. For instance, a customer support agent could manage several customer queries. It can provide responses based on predefined workflows or knowledge bases. This can improve the efficiency of customer service teams.

Benefits of Using Copilot in Teams

The integration of Copilot into Teams offers several significant benefits. Here are a few.

Increased Productivity Copilot automates routine tasks such as scheduling, meeting management, and task assignment. This frees up time for employees to focus on more important activities. Its intelligent recommendations help teams make faster, more informed decisions.

Improved Communication Copilot can summarise meetings, track action items, and offer context-aware suggestions. This ensures that communication is more streamlined and effective. It also reduces misunderstandings and keeps projects on track.

Enhanced Decision-Making Copilot has access to AI-driven insights and data analysis. This enables teams to make more informed decisions. Copilot helps highlight trends, provide performance metrics, and identify areas of improvement

Better Workflow Management Agents and automation tools help manage workflows. This ensures that teams complete tasks on time and with fewer errors. It can track project progress and automate customer interactions. Copilot helps ensure that operations run smoothly.

As AI continues to advance, we can expect even more innovative features. Future updates will likely bring deeper integrations with external systems as well as smarter agents that can manage increasingly complex workflows. The future of AI in collaboration tools like Teams represents an exciting opportunity. By adopting these AI-powered tools now, businesses can stay ahead of the curve. They can also unlock new growth opportunities. Copilot in Teams is just one example of the power of Microsoft 365 in the AI age. Need help understanding how to leverage its power effectively? Reach out today to schedule a chat.

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  Robert Brown
  3/04/2025

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The post Copilot in Microsoft Teams appeared first on Barbera IT.

Why You Need to Upgrade Now

Security Concerns: When Microsoft stops supporting Windows 10, your computer becomes vulnerable. No more updates mean no more security patches. Hackers and malware developers will exploit these vulnerabilities. Upgrading to Windows 11 ensures you receive the latest security updates. This keeps your data and personal information safe.

Enhanced Performance: Windows 11 is designed to be faster and more efficient. It optimises your hardware, providing better performance. Whether you use your PC for work, gaming, or general browsing, you’ll notice the difference. Applications run smoother, and boot times are quicker.

Improved Features: Windows 11 brings a host of new features. The redesigned Start Menu and Taskbar offer a fresh, modern look. Snap Layouts and Snap Groups help you organise your workspace. Virtual Desktops allow you to create different desktops for different tasks. These features enhance productivity and make your PC experience more enjoyable.

Hardware Requirements for Windows 11

Not all current PCs can run Windows 11. The new operating system has specific hardware requirements. Here are the basics:

• A compatible 64-bit processor with at least 1 GHz clock speed and 2 or more cores.
• 4 GB of RAM or more.
• 64 GB of storage or more.
• UEFI firmware with Secure Boot capability.
• TPM version 2.0.
• DirectX 12 compatible graphics with a WDDM 2.0 driver.

These requirements might mean you need new hardware. Many older PCs do not meet these specifications. If your PC doesn’t meet these requirements, consider upgrading.

Upgrading Your Computer

Opportunity to Modernise: Upgrading your PC is an opportunity to modernise. Newer PCs come with better processors, more RAM, and faster storage. These improvements provide a significant boost in performance. 

AI-Enabled PCs: Consider AI-enabled PCs with Copilot. These machines offer advanced features powered by artificial intelligence. They learn your habits and optimise performance accordingly. AI can predict what you need, making your PC experience smoother and more intuitive.

Energy Efficiency: Modern PCs are also more energy efficient. They use less power, which is good for the environment and your electricity bill. Newer hardware is often more efficient without compromising performance.

Benefits of Upgrading to Windows 11

Better User Interface: Windows 11 offers a cleaner, more intuitive user interface. The Start Menu is centered, providing easy access to your most-used apps. The Taskbar is simplified and customisable. These changes make it easier to navigate and use your PC.

Improved Multitasking: Snap Layouts and Snap Groups enhance multitasking. You can easily organise open windows and switch between tasks. Virtual Desktops allow you to create separate desktops for work and personal use. This organisation improves productivity and reduces clutter.

Integrated Microsoft Teams: Windows 11 has Microsoft Teams built in. This makes it easier to connect with friends, family, and colleagues. You can quickly start a chat or video call from the Taskbar. This integration is particularly useful for remote work and staying connected.

Improved Virtual Desktops: Virtual Desktops in Windows 11 are more powerful and customisable. You can set different backgrounds for each desktop and organise your tasks better. This feature is ideal for separating work from personal use.

What Are the Risks of Waiting to Upgrade?

Increased Vulnerability: Waiting to upgrade increases your vulnerability. As Windows 10 approaches its end-of-support date, the risk of security threats grows. Hackers will target unsupported systems, knowing they won’t receive updates. Upgrading now minimises this risk.

Potential Compatibility Issues: Software developers will eventually stop supporting Windows 10. New applications and updates may not be compatible. This can lead to performance issues and lost productivity. By upgrading now, you ensure compatibility with the latest software.

Business Disruption: Beginning an upgrade for your office now gives time for a smooth rollout. You can upgrade one department at a time. This has the benefit of reducing potential disruption and spreading out the costs.

Avoid Last-Minute Rush: Upgrading now avoids the last-minute rush. As the end-of-support date approaches, many users will scramble to upgrade. This can lead to delays and increased demand for new PCs. Upgrading early ensures a smooth transition.

How to Upgrade

Check Compatibility: First, check if your current PC meets the Windows 11 requirements. Use the PC Health Check tool from Microsoft. This tool will tell you if your hardware is compatible.

Backup Your Data: Before upgrading, backup your data. Use an external hard drive or cloud storage. This ensures you don’t lose important files during the upgrade process.

Follow Upgrade Instructions: Follow Microsoft’s instructions for upgrading. This may involve downloading the Windows 11 installation file and running the setup. If your PC isn’t compatible, consider purchasing a new one that meets the requirements.

Seek Professional Help: If you’re unsure about upgrading, seek professional help. Our technology experts can make the process as easy as possible. We’ll ensure your upgrade goes smoothly and address any issues that arise. The countdown to the end of Windows 10 has begun. Ensure your PC stays protected and up to date. Don’t wait until the last minute! We’ll be happy to guide you through a successful upgrade to ensure you avoid future headaches.

Robert Brown
7/08/2024

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The post Windows 10: The Final Countdown appeared first on Barbera IT.

The Birth of Microsoft Sales Copilot

Microsoft Sales Copilot is the latest addition to the company’s robust portfolio. It was officially introduced in July 2023. It represents a significant leap forward in leveraging AI and machine learning. It’s designed specifically to enhance sales processes and customer engagement. This groundbreaking tool is built on the foundation of Dynamics 365 Customer Insights. This is Microsoft’s platform for unifying customer data and delivering actionable insights. The tool combines the capabilities of Customer Insights with AI-driven features. Sales Copilot offers sales teams a comprehensive and intelligent solution. Both for customer engagement and relationship management.

What Can Microsoft Sales Copilot Do?

Personalised Customer Insights

Personalised customer insights is one of the core features of Microsoft Sales Copilot. It achieves this by leveraging AI and machine learning to analyse a wide range of data sources. This includes:

• Customer behavior
• Buying history
• Customer interactions

By aggregating and processing this data, Sales Copilot saves salespeople time. It can provide sales professionals with a 360-degree view of their customers. As well as help them understand preferences, needs, and potential pain points.

AI-Driven Recommendations

Sales Copilot doesn’t just stop at providing insights. It goes a step further by offering AI-driven recommendations. These recommendations guide sales teams in their interactions with customers. For example, the tool can suggest things like:

• The most appropriate communication channels
• Timing for follow-ups
• Tailored, client-specific content recommendations

This level of personalisation enables sales teams to engage with customers more effectively.

Enhanced Collaboration

Collaboration is a cornerstone of successful sales processes. Sales Copilot recognises this by facilitating collaboration among team members. It provides a centralised platform where sales professionals can do things like:

• Share customer insights
• Discuss strategies
• Collaborate on deals

This improves internal communication. It also ensures sales team alignment in the approach to engaging with customers.

Predictive Analytics

Predictive analytics is another powerful aspect of Microsoft Sales Copilot. The tool analyses historical data and customer behavior patterns. This allows it to predict future customer actions and trends. This empowers sales teams to make informed decisions. As well as proactively address customer needs, rather than simply reacting to them.

Seamless Integration

Sales Copilot seamlessly integrates with other Microsoft tools and services. This creates a unified ecosystem. This integration allows for a smooth flow of data between applications. It eliminates the need for manual data entry, reducing the risk of errors. It also ensures the consolidation of all customer interactions and data. Having customer information in one place makes for easy access and analysis.

Cloud Migration Program

Besides Sales Copilot, Microsoft also introduced a new cloud migration program. This is in conjunction with Dynamics 365 Customer Insights. This program aims to simplify the process of migrating customer data to the cloud. The integration of Sales Copilot with this program further enhances its capabilities. It does this by providing access to a wealth of cloud-based data.

How Does Sales Copilot Benefit Your Business?

Microsoft Sales Copilot holds immense promise for businesses across various industries. It enables sales teams to work more intelligently and efficiently. The tool has the potential to drive revenue growth and enhance customer satisfaction. Here are some ways in which Sales Copilot can benefit your business.

Improved Customer Engagement

Personalised insights and AI-driven recommendations have many benefits. For one, they enable sales professionals to engage with customers more meaningfully. This can lead to higher conversion rates and increased customer loyalty.

Streamlined Sales Processes

The tool’s predictive analytics and collaboration features can streamline sales processes. It can make them more efficient and effective. This, in turn, can reduce the time and effort required to close deals.

Data-Driven Decision-Making

Sales Copilot provides access to a wealth of customer data and insights. This empowers businesses to make data-driven decisions. This can lead to better-targeted marketing campaigns, product development, and customer service strategies.

Enhanced Competitive Advantage

Businesses that leverage Sales Copilot can gain a competitive advantage. It helps them stay ahead of customer trends and needs. This can be particularly valuable in fast-paced and competitive industries.

Scalability and Flexibility

Microsoft’s cloud-based solutions, including Sales Copilot, offer scalability and flexibility. This allows businesses to adapt to changing market conditions and customer demands.

AI and machine learning are transforming business tools rapidly. This can cause business owners to worry about falling behind competitors. You don’t have to figure this all out yourself. We can help. Give us a call today to schedule a chat.

Robert Brown
20/03/2024

The post How does Microsoft Sales Copilot Work appeared first on Barbera IT.