That’s the difference Cozan Consulting brings. We’ve completed hundreds of migrations to Google Workspace, with a particular specialism in Microsoft 365, self-hosted Exchange, and shared-hosting IMAP moves. We even migrate historical mail from PST files, so nothing gets left behind. Our process is built around one non-negotiable standard: zero downtime and zero data loss.
The migration most businesses are afraid of
Most owners we speak to have been putting off a move for the same reasons:
- “We can’t afford for email to go down, even for an hour.”
- “I don’t want to lose ten years of messages, contacts, and shared files.”
- “Nobody on my team has time to babysit a complicated changeover.”
These are the right things to worry about, and they’re exactly what our process is fine-tuned to eliminate. We do the heavy lifting in the background, keep your existing email running the whole time, and only flip the switch once everything is confirmed and in place.
Our proven migration process
Every migration we run follows a structured, repeatable process. It’s the reason we can promise no downtime and no lost data, and it’s been refined across hundreds of real-world upgrades.
1. We review your environment
We start by mapping exactly what you’re working with: your current email provider, how your domain and DNS are configured, your mailbox sizes, shared files, group addresses, and any quirks specific to your setup. No two businesses are identical, so the plan is tailored to yours before anything is touched.
2. We move your DNS to a managed Cloudflare account
As a Cloudflare partner, we recommend bringing your domain’s DNS under a Cloudflare account that we manage on your behalf. This is a deliberate part of our process, and it does more than simplify the migration:
- No need to share hosting passwords or hand over control-panel access.
- A faster, more reliable site thanks to Cloudflare’s global CDN.
- Built-in website security and bot filtering.
- DMARC reporting, so you have visibility over who is sending email as your domain.
With DNS managed cleanly in one place, every later step becomes safer and quicker.
3. We connect your domain to Google Workspace
Once your DNS is under proper management, we link your domain to Google Workspace and lay the foundation for the new environment. Crucially, your existing email keeps flowing the entire time. Nothing changes for your team at this stage.
4. We provision accounts, aliases, and groups
We create user accounts for everyone, set up email aliases, and prepare group addresses such as info@ or accounts@ so they’re ready the moment you go live. Your structure is rebuilt properly, not just copied across.
5. We establish a secure connection to your old system
We set up a data connector to your legacy provider, whether that’s Microsoft 365, a self-hosted Exchange server, or an IMAP mailbox on shared hosting. Where mail only exists in archived PST files, we can bring that historical data across too. This is the secure bridge that lets us pull your data into Google Workspace without disrupting day-to-day use.
6. We migrate your data in the background
With the connector in place, the full migration runs quietly in the background while your team carries on as normal. We bring across email, calendars, contacts, and files from OneDrive, SharePoint, and Drive, so your history and shared documents land safely in Google Workspace.
7. You confirm everyone has access
Before we go any further, we make sure every user can sign in and see their data. Nothing is rushed. The cutover only happens once you’re satisfied that the team is ready.
8. We prepare your email security records
Ahead of the switch, we configure SPF and DKIM records to protect your email and keep your messages out of spam folders. Where your domain is on Cloudflare, we also enable DMARC reporting for ongoing visibility and protection against spoofing.
9. We complete the MX cutover
Finally, we switch your MX records over to Google Workspace on a planned schedule. Because the data is already migrated and accounts are already live, this is a smooth, controlled changeover. New email starts arriving in Google Workspace, with all your legacy data already in place and nothing lost along the way.
What we migrate
A migration is only as good as what makes it across. We bring over the full picture:
- Email, including folders and history
- Calendars and recurring events
- Contacts
- Files from OneDrive and Google Drive
- SharePoint document libraries
- Group and shared mailboxes
- Aliases and group addresses
If it matters to your business, it comes with you.
Why DNS on Cloudflare makes the difference
Managed Cloudflare DNS is one of the quiet reasons our migrations go so smoothly, and it keeps paying off long after the move is done.
- Simpler and more secure. We manage your DNS directly, so there’s no juggling of hosting logins or shared passwords.
- Faster websites. Cloudflare’s global content delivery network serves your site closer to your visitors.
- Stronger protection. Website security and bot filtering help keep malicious traffic away from your site.
- Better email reputation. DMARC reporting shows you who is sending email using your domain, so you can shut down impersonation and protect your brand.
You get a faster, safer setup as a built-in benefit of moving to Google Workspace with us.
Email security, handled
Email that lands in spam, or that someone can spoof, is a business risk. As part of every migration we configure the three records that protect your domain and your deliverability:
- SPF to declare who is allowed to send email for your domain.
- DKIM to cryptographically sign your messages so they can be trusted.
- DMARC reporting to monitor and enforce it all, available when your domain is on Cloudflare.
This is included, not an upsell. It’s simply how a migration should be done.
Why businesses choose Cozan
- Hundreds of migrations completed. This is not new territory for us. We’ve moved business after business onto Google Workspace, with deep experience across Microsoft 365, self-hosted Exchange servers, and shared-hosting IMAP setups. We can also recover and migrate historical mail from PST files.
- A proven, zero-downtime process. Your existing email keeps running until the moment of a planned, confirmed cutover.
- A local South African partner. You deal with a real team you can reach, with support in English and Afrikaans.
- One partner, one invoice. Google Workspace licensing, DNS, migration, and ongoing support all in one place, billed locally.
How we scope and price migrations
No two migrations are the same, so we don’t pretend they are. Every project is scoped and quoted individually, based on your number of users, the data involved, and your current environment. You get a clear, fixed quote up front, with no surprises along the way.
There’s one way to have the migration fee waived entirely: sign up with Cozan Enhanced Support. Clients who take up Enhanced Support get their migration handled at no additional charge, alongside priority ongoing support for their Google Workspace environment.
Ready to move to Google Workspace?
Tell us about your current setup and we’ll scope your migration properly. We’ll map out exactly how it would run, what comes across, and how we’ll keep your email live throughout, then send you a clear quote.
