How to Migrate from Proton Mail to Google Workspace?

Most of us have encountered Proton applications during our professional journeys. It may come as a surprise that their offerings extend beyond VPN connections and secure mail solutions. In fact, smaller organizations subscribed to Proton’s highest tier plans gain access to a comprehensive suite of services—including mail, calendar, password manager, and cloud storage— enabling it to assume the functionality of a productivity suite with special emphasis on data security and privacy.

The Proton route is flexible enough for some organizations to stick with for their entire life cycle. However, when an organization grows, it is necessary to scale services, especially productivity solutions, to handle the increased workloads and manage a larger workforce. Although Proton’s services are second to none in terms of the data security it affords users, it is not the best solution when your organization is looking to scale and requires a service that grows with you.

Google Workspace offers a powerful alternative, providing a robust mail service in addition to an array of seamlessly integrated tools that are designed to enhance performance and streamline teamwork. The following sections of the blog will highlight the reasons why Workspace is the superior alternative to Proton solutions and the steps to migrate data from Proton Mail to the Google Productivity suite.

Why Is Google Workspace Better Than Proton?

Comparing Proton services and Workspace is a tall order given that the former provider lacks many of the applications that the latter offers. Despite this, we have come up with several reasons why you should start preparing for your migration from Proton Mail to Google Workspace.

• Integrated Productivity Tools: Unlike Proton which offers a limited but secure mail service along with a few associated applications, Google Workspace offers a comprehensive range of solutions that allows for seamless integration and collaboration across a range of devices. Google services like Gmail, Drive, Docs, Sheets, and Calendar all work together to enhance daily operations and improve overall productivity.
• User-Friendly Interface: Although Proton Mail has a visually and functionally clean interface, it is hard to compete with Workspace, which is recognized for its intuitive and user-friendly interface. This point is further driven by the fact that most of us grew up on and still continue to rely on Google Services for personal communications and browsing. Proton Mail’s interface has been noted to be less intuitive, which can hinder usability for some employees.
• Collaboration Features: Google Workspace excels in collaboration capabilities with tools like real-time editing in Google Docs and integrated video conferencing via Google Meet. These functionalities facilitate effective teamwork and communication among users, whereas Proton services primarily focus on secure email communication without robust collaborative features.
  
• Flexibility and Compatibility: Google Workspace boasts high compatibility with various third-party applications and services, allowing users to easily integrate their Gmail accounts with other email clients, such as Microsoft Outlook. This flexibility is advantageous for businesses using multiple platforms. Conversely, Proton services have more limited integration options due to their stringent focus on privacy and security protocols.
• Cost-Effectiveness: Google Workspace often provides better value for businesses due to its comprehensive features offered at competitive prices. The return on investment is generally higher, considering the productivity gains from utilizing the entire suite of tools. In contrast, Proton services can be more expensive per user while providing fewer features.
• Customer Support and Deployment: Google Workspace is well-regarded for its extensive customer support and resources available for deployment and troubleshooting. This level of support leads to higher user satisfaction during setup and ongoing use. Proton services, however, face criticism for a more complex setup process and offer less direct customer support options.

Proton Mail to Google Workspace Pre-Migration Considerations

To facilitate a seamless migration from Proton Mail to Google Workspace, it’s essential to complete several preparatory steps. Here are the key actions to take:

1. Assess Your Current Email Environment

   • Analyze Data Volume: Determine the total size of your inbox and the number of emails to be migrated. This assessment will aid in planning the necessary time and resources for the migration.
   • Identify Critical Emails: Highlight any essential emails or folders that require special attention during the migration process.

2. Create Backups

   • Export Emails: Utilize Proton Mail’s export feature to save emails in MBOX or EML format. This serves as a backup in case of any unforeseen issues during the migration.
   • Backup Contacts: Export your contacts from Proton Mail into a VCF file, facilitating easy import into Google Contacts later.

3. Set Up Your Google Workspace Account

   • Create Your Google Workspace Account: If not already established, set up your Google Workspace account and configure the required organizational settings.
   • Activate Gmail for Users: Ensure that Gmail is enabled for all users who will be transitioning from Proton Mail.
4. Install Proton Mail Bridge: Install Proton Mail Bridge on your computer to enable IMAP access to your Proton Mail account. This step is vital since Proton Mail does not provide direct IMAP access due to its encryption model.
5. Plan Your Migration Schedule: As larger mailboxes can require significant time to migrate, develop a schedule that minimizes disruptions during regular business hours.

6. Inform Relevant Stakeholders

   • Notify Users: Communicate the migration process to all users, detailing timelines and any anticipated downtime.
   • Establish Auto-Forwarding: Consider implementing auto-forwarding from Proton Mail to Gmail during the migration period to ensure no emails are overlooked.
7. Run a Trial Migration: Before migrating all data, perform a test migration with a small selection of emails to uncover any potential issues in the migration process.

By diligently following these prerequisites, you can enhance the likelihood of a smooth transition from Proton Mail to Google Workspace, minimizing the risk of data loss and downtime.

Steps to Migrate from Proton Mail to Google Workspace Using Proton Mail Bridge

After having prepared your source and destination services for the migration process, it is time to put into practice what you have been prepping for. Follow the protocol mentioned below to manually migrate data from Proton Mail to Gmail.

Set Up Proton Mail Bridge

1. Download and install Proton Mail Bridge from the official Proton Mail website.
2. Launch Proton Mail Bridge and sign in using your Proton Mail credentials.
3. Follow the prompts to configure the Bridge. It will provide you with the IMAP and SMTP settings needed for migration.

Configure Gmail for Email Import

1. In your Gmail account, go to “Settings” by clicking the gear icon, then select “See all settings.”
2. Navigate to the “Accounts and Import” tab.
3. Under the “Check mail from other accounts” section, click on “Add a mail account.”
4. Enter your Proton Mail email address and click “Next.”
5. Select the option to “Import emails from my other account (POP3)” and proceed by clicking “Next.”

Enter Proton Mail Bridge IMAP Settings

1. In the setup window, enter the following details using the information provided by Proton Mail Bridge:
   • Username: Your full Proton Mail email address.
   • Password: The password generated by Proton Mail Bridge.
   • POP Server: The server address is supplied by Proton Mail Bridge.
   • Port: Typically 995, unless specified otherwise by Bridge settings.
2. Select the appropriate options based on your needs, such as “Leave a copy of retrieved messages on the server.”
3. Click “Add Account” to proceed.

Complete the Migration

1. Gmail will begin importing your emails from Proton Mail. Depending on the volume of emails, this process may take some time.
2. Once the import is complete, verify that all emails have been successfully transferred to your Gmail account.

This IMAP-based migration using Proton Mail Bridge ensures secure access to your emails for an efficient transition from Proton Mail to Google Workspace.

Choose Apps4Rent to Secure your Proton Mail to Google Workspace Migration

It’s important to note that the steps outlined for migrating from Proton Mail to Google Workspace are manual in nature, which increases the likelihood of errors and disruptions. Additionally, if you utilize other Proton services, such as their Drive or Contacts application, the above-mentioned steps won’t facilitate the transfer of data from those platforms to Google Workspace. To ensure a complete and error-free migration experience, we recommend contacting Apps4Rent’s Google migration experts, who can assist you in transferring all your data seamlessly.

As a Google Cloud Partner, Apps4Rent has honed its migration expertise over several years, serving hundreds of clients. Our committed staff combines industry knowledge with a personal touch, ensuring your Google Workspace migration is smooth and efficient. Our proven track record of successful migrations from platforms like Proton Mail and other email providers speaks volumes about our capabilities.

Every client, whether managing a single mailbox or thousands, receives the same high level of service. A dedicated transition manager will work closely with your team, offering regular updates and hands-on support throughout the migration process. Join the ranks of satisfied clients who have transformed their IT infrastructure with Apps4Rent. Connect with us via chat, call, or text today to learn more about how we can assist you with your migration needs.