Complete Guide: Moving from Google Workspace to European Alternatives

With growing concerns about data privacy and digital sovereignty, many European businesses are reconsidering their reliance on US-based cloud services. If you're looking to migrate from Google Workspace to European alternatives, this comprehensive guide will walk you through every step of the process.

Why Consider European Alternatives?

Before diving into the migration process, let's understand why this shift makes sense for many organizations:

• GDPR Compliance: European services are built with GDPR in mind, reducing your compliance burden
• Data Sovereignty: Your data stays within EU jurisdiction, protected by European privacy laws
• No US Cloud Act: European providers are not subject to US government data access requests
• Privacy by Design: Many European services offer end-to-end encryption by default
• Supporting European Tech: Building a stronger European digital ecosystem

Choosing Your European Stack

Google Workspace provides email, storage, documents, calendar, and video conferencing. Here's how to replace each component with European alternatives:

Step 1: Plan Your Migration Timeline

A successful migration requires careful planning. We recommend a phased approach over 4-8 weeks:

1. Week 1-2: Set up new services and test with IT team
2. Week 3-4: Pilot group testing with 5-10 early adopters
3. Week 5-6: Department-by-department rollout
4. Week 7-8: Final migration and Google Workspace sunset

Step 2: Export Your Google Data

Before migrating, you need to export all your data from Google. Use Google Takeout to download:

• All emails (in MBOX format)
• Google Drive files
• Calendar events
• Contacts

For business accounts, you can use the Admin console's Data Export feature to export data for all users at once. This process can take 24-72 hours depending on data volume.

Step 3: Set Up Proton Mail for Business

Proton Mail Business offers:

• Custom domain support
• End-to-end encryption for all emails
• Encrypted calendar included
• Easy import tool for Gmail

Use Proton's Import-Export tool to migrate emails directly from Gmail. The tool preserves folder structure, labels, and read/unread status.

Step 4: Deploy Nextcloud for File Storage

Nextcloud is the most comprehensive Google Drive alternative. You have two options:

Option A: Managed Nextcloud

Use a European hosting provider like Hetzner or Infomaniak for managed Nextcloud. This is the easiest option with automatic updates and backups.

Option B: Self-Hosted

For maximum control, host Nextcloud on your own servers. This requires more technical expertise but gives you complete data sovereignty.

Step 5: Integrate OnlyOffice for Documents

OnlyOffice integrates seamlessly with Nextcloud and provides full compatibility with Microsoft Office formats. Key features:

• Real-time collaboration (like Google Docs)
• Track changes and comments
• Full .docx, .xlsx, .pptx compatibility
• Desktop apps available

Install the OnlyOffice connector in Nextcloud to enable in-browser document editing.

Step 6: Team Training and Onboarding

The success of your migration depends on user adoption. Create training materials that cover:

• How to access and use Proton Mail
• Nextcloud desktop and mobile apps
• Collaborating on documents in OnlyOffice
• Video calls with Whereby
• Team chat with Element

Designate "digital champions" in each department to help colleagues with the transition.

Step 7: Update Your DNS Records

To fully migrate your domain, update your DNS records:

• MX records for Proton Mail
• SPF, DKIM, and DMARC for email authentication
• Any necessary A or CNAME records for Nextcloud

Common Challenges and Solutions

Challenge: Users Miss Google's Seamless Integration

Solution: Nextcloud Hub provides similar integration. OnlyOffice, email, calendar, and chat all work together within Nextcloud.

Challenge: Some Google Docs Features Are Missing

Solution: OnlyOffice covers 95% of use cases. For advanced needs, consider CryptPad for encrypted collaboration.

Challenge: External Partners Still Use Google

Solution: All European alternatives can communicate with Google services. Emails arrive normally, and shared links work across platforms.

Cost Comparison

Many businesses find European alternatives to be cost-competitive or even cheaper:

While the European stack may cost slightly more, you gain privacy, sovereignty, and GDPR compliance that can save significant costs in the long run.

Conclusion

Migrating from Google Workspace to European alternatives is a significant undertaking, but it's entirely achievable with proper planning. The benefits—data sovereignty, privacy, GDPR compliance, and supporting European tech—make it worthwhile for organizations committed to digital independence.

Start with a pilot group, learn from their experience, and gradually expand. Within 2-3 months, your organization can be fully running on a European stack.