Move from Outlook.com to Gmail

Before the change

Step 1: Decide what happens to your Microsoft account

Your email can move without giving up Windows sign-in, Xbox, OneDrive or Microsoft 365. Closing the account is a separate, bigger decision.

• Keep your Microsoft account, even if you stop using Outlook.com (high risk)
• Microsoft 365 Personal or Family: keep it on your Microsoft account (moderate risk)
• Windows sign-in on a PC: keep it on your Microsoft account (moderate risk)
• Xbox: keep it on your Microsoft account (moderate risk)
• and 1 more

Step 2: Set up and secure Gmail

The new inbox should be your best-protected account.

• Gmail: turn on 2-Step Verification and recovery options (high risk)

Step 3: Save your mailbox, contacts and calendar

Your safety net, whatever happens next.

• Save a copy of your Outlook.com mailbox (high risk)
• Export your Outlook.com contacts (moderate risk)
• Publish or export your Outlook.com calendar (moderate risk)

Step 4: Find accounts that use your Outlook address

Outlook.com itself and your password manager are the best places to look.

• Search Outlook.com for accounts that use your Outlook address (high risk)
• Password manager: change its account email and search for your Outlook address (high risk)
• Sites where your Outlook address is the username (moderate risk)

Step 5: Move your most important accounts first

Apple, domains and recovery emails unlock everything else.

• Apple Account: switch to your Gmail address (high risk)
• Accounts that use your Outlook address for recovery (high risk)

Step 6: Update banks, payments and government accounts

These often confirm changes by email, so start early.

• Your banks and credit unions: change your email to Gmail (high risk)
• Government and tax accounts: update your email (high risk)

During the change

Step 7: Forward Outlook.com to Gmail

Keep mail flowing while you finish the move.

• Outlook.com: forward new mail to Gmail (high risk)
• Gmail: use forwarding, not “Check mail from other accounts” (moderate risk)

Step 8: Bring over old mail

Gmail's one-time import copies it once.

• Import old Outlook.com mail into Gmail (moderate risk)
• Outlook folders become Gmail labels (low risk)

Step 9: Import contacts and calendars

Contacts by CSV, calendars by .ics file or subscription.

• Import contacts into Google Contacts (moderate risk)
• Import your calendar into Google Calendar (moderate risk)
• Re-subscribe to school, sports and holiday calendars (low risk)

Step 10: Recreate rules and decide on send-as

Neither transfers on its own.

• Recreate Outlook.com rules as Gmail filters (moderate risk)
• Sending as your Outlook address from Gmail (moderate risk)

Step 11: Set up Gmail on your phone and computer

Make Gmail the default for sending.

• Set up Gmail on your phone and computer (low risk)

Immediately after

Step 12: Update everyday accounts

Social media, shopping, subscriptions, travel and the rest.

• Insurance policies: update your email (high risk)
• Facebook: change your login email to Gmail (moderate risk)
• Instagram: change your login email to Gmail (moderate risk)
• LinkedIn: change your login email to Gmail (moderate risk)
• and 5 more

Step 13: Tell people your new address

Friends, family and anywhere your address is printed.

• Send your new Gmail address to people (moderate risk)
• Recreate your signature and update public profiles (low risk)

Verify

Step 14: Test mail flow and password reset

Prove the new address works before you rely on it.

• Test password reset with the new address (high risk)
• Send a test message to your Outlook address (moderate risk)

Later

Step 15: Keep the Microsoft account active

Sign in now and then and watch for stragglers.

• Keep the Microsoft account active (moderate risk)
• Check Outlook.com now and then for anything still arriving there (low risk)