Google Workspace to Microsoft 365 Migration
Enterprise guide from the firm with 625+ completed Google-to-M365 migrations. Zero data loss. Zero downtime.
The Enterprise Playbook for Google-to-Microsoft Migration
How do you migrate from Google Workspace to Microsoft 365? A Google Workspace to Microsoft 365 migration follows six phases: (1) Discovery and assessment of all Google services, data volumes, and integrations. (2) Identity migration from Google to Microsoft Entra ID. (3) Email migration from Gmail to Outlook using IMAP or API-based transfer. (4) File migration from Google Drive to OneDrive and SharePoint with metadata and permission preservation. (5) A 2-4 week coexistence period where both platforms run simultaneously. (6) DNS cutover redirecting MX records and email authentication to Microsoft 365. EPC Group has completed 625+ Google-to-M365 migrations with zero data loss using a proprietary migration tool that processes 50-100 GB per hour.
Migrating from Google Workspace to Microsoft 365 is not a simple platform swap. It is a transformation of how your organization communicates, collaborates, stores files, manages identity, and handles compliance. Gmail works differently than Outlook. Google Drive organizes files differently than OneDrive and SharePoint. Google's identity model is fundamentally different from Microsoft Entra ID. Every one of these differences creates potential for data loss, user disruption, and security gaps if not handled by a team that has done this migration hundreds of times.
EPC Group has completed 625+ Google Workspace to Microsoft 365 migrations, more than any other Microsoft partner. This experience means we have encountered and solved every edge case: Google Vault archives that need to transfer to Microsoft Purview, Shared Drives with recursive permissions that break SharePoint inheritance, Apps Script automations that need to be rebuilt in Power Automate, and the dozens of Google-native file format conversion issues that only surface at enterprise scale.
This guide covers every aspect of the migration: why organizations are switching, what data migrates and how, identity architecture changes, the coexistence period, DNS cutover procedures, training and adoption, timelines by organization size, and the common pitfalls that derail migrations when handled by inexperienced partners. Whether you are evaluating a move or already committed, this is the enterprise playbook for getting it right the first time.
Why Organizations Switch from Google Workspace to Microsoft 365
The decision to switch platforms is driven by strategic factors that go beyond email and file storage. Here are the six most common reasons EPC Group sees in enterprise engagements.
Microsoft Copilot AI
Copilot for Microsoft 365 is the most advanced enterprise AI assistant available. It generates documents, summarizes meetings, answers questions from organizational data, and automates workflows. Google's Gemini integration in Workspace does not match Copilot's depth of integration with enterprise data in SharePoint, OneDrive, and Teams. Organizations investing in AI-powered productivity see M365 as the platform with the stronger AI roadmap.
Enterprise Security
Microsoft Defender for Office 365, Microsoft Purview for data governance, and Entra ID for identity provide a security stack that Google Workspace cannot match. Features like sensitivity labels, DLP policies, information barriers, and advanced threat protection are native to M365. Organizations in regulated industries find Microsoft's security posture significantly stronger for compliance evidence.
Compliance Requirements
Microsoft 365 GCC, GCC High, and DoD environments meet FedRAMP, ITAR, CJIS, and HIPAA requirements at compliance levels Google Workspace cannot provide. Financial services organizations needing SEC 17a-4 archiving, healthcare organizations requiring HIPAA BAA coverage across all services, and government agencies requiring FedRAMP High are migrating to M365 for compliance.
Desktop Applications
Google's web-only approach works for light document editing but falls short for power users. Excel with complex macros and VBA, PowerPoint with advanced animations and templates, Word with legal document formatting, and Outlook with offline access and rule management are capabilities that Google Docs, Sheets, Slides, and Gmail cannot replicate. Enterprise organizations with finance, legal, and marketing teams need desktop application parity.
Ecosystem Integration
Microsoft's ecosystem extends beyond productivity: Teams for communication, SharePoint for intranets, Power Platform for low-code applications, Azure for cloud infrastructure, Dynamics 365 for CRM and ERP, and Intune for device management. Organizations that use any Azure or Dynamics services gain significant value from consolidating on Microsoft 365 for identity, collaboration, and data.
Total Cost of Ownership
While Google Workspace appears cheaper at list price ($14-$25/user/month vs. M365 E3 at $36/user/month), the total cost comparison changes when factoring in: add-on costs for Google Vault, Workspace Assured Controls, and BeyondCorp Enterprise, plus third-party tools needed for capabilities that are native in M365 (DLP, eDiscovery, advanced threat protection). Many organizations find M365 E3 or E5 delivers more value per dollar.
Complete Migration Mapping: Google to Microsoft
Every Google Workspace service maps to a Microsoft 365 equivalent. Here is the complete mapping with migration details for each workload.
Email messages, folders, labels (converted to folders), rules, signatures, and auto-replies. Full email history preserved with timestamps.
Personal files and folders with permissions, sharing settings, and version history. Google Docs/Sheets/Slides converted to Office formats.
Team file storage with permissions mapping (Owner, Editor, Viewer to Owner, Contributor, Reader). Folder structure preserved.
Events, recurring meetings, shared calendars, room resources, and calendar permissions. Meeting links updated to Teams.
Personal contacts, contact groups, and shared organization contacts directory. Contact photos and custom fields preserved.
Site structure, pages, and embedded content. Complex sites may require redesign in SharePoint modern experience.
Chat history and group conversations. Some formatting and reactions may not transfer. Teams channels replace Hangouts Rooms.
Meeting settings and recording policies. Historical recordings can be downloaded and uploaded to Stream/SharePoint.
Group membership, aliases, and delivery settings. Mapped to Groups, distribution lists, or shared mailboxes based on function.
Retention policies and eDiscovery cases. Vault exports can be ingested into Purview for continued compliance management.
User accounts, group membership, SSO configuration, MFA settings, and conditional access policies. Full identity lifecycle migration.
Device management policies, compliance rules, and app deployment configurations. Re-enrollment required for managed devices.
EPC Group's Proprietary Google-to-M365 Migration Tool
Built from 625+ Google Workspace migrations. Handles every edge case that generic migration tools miss.
50-100 GB/Hour
Parallel processing migrates email, files, and calendar data simultaneously across multiple streams. Completes in days what native tools take weeks to finish.
Google-Native Conversion
Automatically converts Google Docs to Word, Sheets to Excel, Slides to PowerPoint. Pre-migration scan flags files with complex formatting for manual review.
Permission Mapping
Maps Google Drive sharing permissions to SharePoint and OneDrive equivalents. Owner, Editor, Commenter, and Viewer roles translated accurately with no access gaps.
Metadata Preservation
File timestamps, version history, comments, and sharing links are preserved. Users find their files exactly where they expect them with full history intact.
Checksum Validation
Every migrated item is verified with checksum comparison. If any file, email, or calendar event does not match the source, it is automatically re-transferred.
Real-Time Dashboard
Migration progress, error rates, and completion estimates visible to project managers and stakeholders through a live web dashboard with email alerts.
Compliance Logging
Every migration action logged with timestamps and user context. Audit trail meets HIPAA, SOC 2, and FedRAMP evidence requirements for regulated migrations.
Label-to-Folder Mapping
Gmail labels (which allow multi-label per email) are intelligently mapped to Outlook folders. Complex label hierarchies are preserved as nested folder structures.
Pre-Migration Assessment
Every successful migration starts with a thorough assessment of the source environment. EPC Group's assessment deliverables include:
User and License Inventory
- Total user count by license type
- Active vs. inactive accounts
- Admin roles and delegated permissions
- Service-specific usage analytics
Data Volume Analysis
- Gmail mailbox sizes (per user and total)
- Google Drive storage consumption
- Shared Drive inventory and sizes
- Google Vault archive volumes
Integration Catalog
- Third-party apps connected via Google SSO
- Apps Script automations and add-ons
- API integrations with line-of-business applications
- SMTP relay configurations
Compliance and Security
- Current DLP policies and rules
- Retention and legal hold configurations
- Google Vault matters and exports
- External sharing policies and audit
Migration Risk Assessment
- Files exceeding SharePoint limits (250 GB)
- Complex Google-native file formatting
- Shared Drive permission complexity score
- Timeline risk factors and dependencies
Cost and Timeline Projection
- Microsoft 365 licensing recommendation
- Migration tool and service costs
- Phase-by-phase timeline with milestones
- Google license deprovisioning schedule
Identity Migration: Google to Microsoft Entra ID
Identity is the foundation of every migration. Users, groups, authentication, and device management must transfer cleanly before any data moves.
Provision Users in Entra ID
Create user accounts in Microsoft Entra ID matching Google Workspace identities. UPN (User Principal Name) is set to match the primary email address. Attributes like department, title, manager, and location are synchronized. For organizations with on-premises Active Directory, Entra Connect is configured first.
Configure Multi-Factor Authentication
Replace Google 2-Step Verification with Entra ID MFA. Users register Microsoft Authenticator app or hardware FIDO2 keys. Conditional Access policies are configured to require MFA for external access, unmanaged devices, and risky sign-ins. This is completed before any data migration begins.
Set Up SSO Federation (Optional)
During the coexistence period, SSO federation allows users to authenticate once and access both Google Workspace and Microsoft 365. This is implemented using SAML 2.0 with Entra ID as the identity provider. Post-cutover, Google federation is removed and Entra ID becomes the sole IdP.
Migrate Conditional Access Policies
Google Context-Aware Access rules are mapped to Entra ID Conditional Access policies. IP-based restrictions, device compliance requirements, and location-based access controls are recreated. Policies are tested in report-only mode before enforcement.
Device Management Transition
Devices managed by Google Endpoint Management are transitioned to Microsoft Intune. Company-owned devices are re-enrolled. BYOD policies are configured in Intune app protection policies. Compliance policies ensure devices meet security requirements before accessing M365 data.
Email Migration: Gmail to Outlook
Email migration is the most visible workload. Users notice immediately if anything is wrong. EPC Group's approach ensures zero email loss and zero downtime.
Migration Methods
IMAP Migration
Connects to Gmail via IMAP protocol and copies messages to Exchange Online. Simpler to configure but slower for large mailboxes. Best for organizations under 500 users with mailboxes under 10 GB.
- Simple setup
- No API configuration required
- Slower throughput
- Limited metadata transfer
API-Based Migration (Recommended)
Uses Google Workspace APIs and Microsoft Graph API for direct server-to-server transfer. Higher throughput, better metadata preservation, and support for labels, rules, and signatures. Used by EPC Group for all enterprise migrations.
- 50-100 GB/hour throughput
- Full metadata preservation
- Label-to-folder mapping
- Delta sync capability
Email Migration Process
Pre-migration: Audit mailbox sizes, identify large mailboxes (50+ GB) for special handling, catalog Gmail labels and rules
Initial sync: Copy all historical email from Gmail to Outlook mailboxes in background batches (typically runs overnight for 3-7 days)
Coexistence: Configure mail flow so both Gmail and Outlook receive incoming messages. Users can work in either client.
Delta sync: Continuous synchronization captures new messages received during migration period. Runs every 15-30 minutes.
DNS cutover: Update MX records to point to Exchange Online. Update SPF, DKIM, and DMARC records for Microsoft. Propagation takes 1-24 hours.
Final sync: After DNS cutover, run final delta sync to capture messages delivered to Gmail during DNS propagation window.
Validation: Compare message counts between Gmail and Outlook. Verify folder structure, rules, and calendar items. Spot-check 5% of mailboxes.
File Migration: Google Drive to SharePoint and OneDrive
File migration is the most complex and time-consuming workload. Google Drive and SharePoint handle files, permissions, and sharing fundamentally differently.
My Drive to OneDrive
- Personal files and folders maintain structure
- Google Docs converted to Word format
- Sharing permissions mapped to OneDrive
- Version history preserved (25 versions default)
- OneDrive sync client deployed for local access
Shared Drives to SharePoint
- Each Shared Drive maps to a SharePoint site
- Member roles mapped: Manager/Content Manager/Contributor/Viewer
- Folder structure and organization preserved
- External sharing links updated to SharePoint URLs
- Hub site architecture for cross-team discovery
Google-Native File Format Warning: Google Docs, Sheets, and Slides do not exist as traditional files. They are converted during migration to .docx, .xlsx, and .pptx formats. Approximately 2-5% of files in a typical enterprise environment have complex formatting that does not convert cleanly (Apps Script macros, advanced conditional formatting in Sheets, embedded multimedia in Slides). EPC Group's pre-migration scan identifies these files for manual review before migration begins.
Coexistence Period and DNS Cutover
The coexistence period is when both Google Workspace and Microsoft 365 run simultaneously. This is the most critical phase for user experience.
During Coexistence
- Email delivered to both Gmail and Outlook simultaneously
- Calendar invitations route correctly between platforms
- Files accessible in both Google Drive and OneDrive/SharePoint
- Users attend training and familiarize with M365 tools
- Support team monitors issues and resolves access problems
- Champions provide peer support within departments
DNS Cutover Checklist
- Update MX records to Exchange Online
- Update SPF record to include Microsoft servers
- Configure DKIM signing with Microsoft selectors
- Update DMARC policy (start with p=none, move to p=reject)
- Configure Autodiscover CNAME for Outlook auto-configuration
- Run final delta sync after DNS propagation completes
Training and Adoption
The technical migration is only half the project. User adoption determines whether the migration is a success or an expensive headache. EPC Group's adoption program achieves 85%+ adoption within 30 days.
Champions Program
- 5-10 champions per 100 users
- Early access during pilot phase
- Train-the-trainer sessions
- Department-specific use case development
- Peer support and troubleshooting
Instructor-Led Training
- Outlook for Gmail users (1 hour)
- Teams for Chat/Meet users (1 hour)
- OneDrive/SharePoint for Drive users (1 hour)
- Word/Excel/PowerPoint for Docs users (2 hours)
- Mobile app configuration (30 min)
Self-Paced Resources
- Video library: Google vs. Microsoft equivalents
- Quick reference cards per application
- FAQ document with common questions
- IT help desk runbook for support staff
- Keyboard shortcut comparison guide
Timeline by Organization Size
Timelines are based on EPC Group's experience with 625+ Google-to-M365 migrations. Actual timelines may vary based on data volume and compliance requirements.
| Organization Size | Total Timeline | Email Migration | File Migration | Coexistence | Training |
|---|---|---|---|---|---|
| Under 100 users | 2-3 weeks | 1 week | 1 week | 1 week | Self-paced |
| 100-500 users | 4-6 weeks | 1-2 weeks | 2-3 weeks | 2 weeks | 2 sessions |
| 500-2,000 users | 6-10 weeks | 2-3 weeks | 3-5 weeks | 2-3 weeks | Department-based |
| 2,000-10,000 users | 10-16 weeks | 3-4 weeks | 5-8 weeks | 3-4 weeks | Champions program |
| 10,000+ users | 16-24 weeks | 4-6 weeks | 8-12 weeks | 4 weeks | Enterprise adoption |
Common Migration Pitfalls (and How EPC Group Avoids Them)
These are the six most common reasons Google-to-M365 migrations fail when handled by inexperienced partners. EPC Group has built specific countermeasures for each one.
Ignoring Google-Native File Conversion
Google Docs, Sheets, and Slides must be converted to Office formats. Organizations that skip pre-migration compatibility scanning discover formatting issues after cutover when users can no longer edit files in Google. EPC Group scans all files before migration and flags the 2-5% that need manual review.
Underestimating Shared Drive Complexity
Google Shared Drives with nested permissions, complex sharing rules, and external collaborators require careful mapping to SharePoint. A simple "copy files" approach loses permissions, breaking access for hundreds of users. EPC Group maps every permission before migration.
Skipping the Coexistence Period
Organizations that perform "big bang" cutover (switch everything in one weekend) experience 3-5x more support tickets, user frustration, and productivity loss. A 2-4 week coexistence period where both platforms run simultaneously allows users to transition gradually.
Forgetting DNS and Email Authentication
MX records, SPF, DKIM, and DMARC must be updated during cutover. Incorrect DNS configuration causes email delivery failures, spam filtering issues, and authentication rejections. EPC Group prepares all DNS changes in advance and validates them immediately after cutover.
No User Training or Change Management
Microsoft 365 and Google Workspace have fundamentally different workflows. Users who relied on Google Docs real-time collaboration need to learn co-authoring in Word. Users who lived in Gmail need to understand Outlook Focused Inbox. Without training, adoption rates average 40-50% at 30 days. With EPC Group's training program, adoption exceeds 85%.
Leaving Google Licenses Active Too Long
Google Workspace licenses cost $14-$25/user/month. Organizations that leave licenses active for 6+ months post-migration waste $168-$300/user. EPC Group builds a license deprovisioning timeline into every migration plan, typically moving to read-only within 30 days and deprovisioning within 90 days.
Case Study: 8,500-User Financial Services Migration
Challenge
A global financial services firm with 8,500 users across 12 offices needed to migrate from Google Workspace to Microsoft 365 E5 to meet SOC 2 Type II compliance requirements that Google Workspace could not satisfy. The firm had 45 TB of data in Google Drive, 200+ Shared Drives with complex permissions, and 50+ Apps Script automations that powered internal workflows. The migration needed to complete within 10 weeks to align with their annual SOC 2 audit cycle.
Solution
EPC Group deployed our proprietary migration tool with a dedicated team of 8 engineers. Identity was migrated to Entra ID in week 1. Email migration ran in parallel with file migration across weeks 2-8, processing 50+ GB per hour. Apps Script automations were rebuilt in Power Automate during weeks 3-7. A 2-week coexistence period allowed users to transition with champion support. DNS cutover was executed on a Friday evening with 24/7 monitoring through the weekend.
Results
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Read guideGoogle to Microsoft 365 Migration: Frequently Asked Questions
How do you migrate from Google Workspace to Microsoft 365?
A Google Workspace to Microsoft 365 migration follows six phases: 1) Discovery and assessment — inventory all Google services in use, data volumes, and custom integrations. 2) Identity migration — provision users in Microsoft Entra ID (formerly Azure AD), set up SSO, and configure multi-factor authentication. 3) Email migration — use IMAP or API-based migration to move Gmail messages, labels, and rules to Outlook. 4) File migration — transfer Google Drive files to OneDrive and team shared drives to SharePoint, preserving permissions and metadata. 5) Coexistence period — run both platforms simultaneously for 2-4 weeks while users transition. 6) DNS cutover — redirect MX records, autodiscover, and SPF/DKIM/DMARC to Microsoft 365. EPC Group has completed 625+ Google-to-M365 migrations using this methodology with zero data loss.
How long does a Google Workspace to Microsoft 365 migration take?
Migration timeline depends on organization size: Under 100 users: 2-3 weeks. 100-500 users: 4-6 weeks. 500-2,000 users: 6-10 weeks. 2,000-10,000 users: 10-16 weeks. 10,000+ users: 16-24 weeks. The largest time component is file migration — Google Drive to OneDrive/SharePoint transfers can take 2-4x longer than email migration due to file size, version history, and permission complexity. EPC Group's proprietary migration tool accelerates file transfers to 50-100 GB/hour, significantly reducing overall timeline. A coexistence period of 2-4 weeks is recommended regardless of organization size to allow users to adjust.
What data migrates from Google Workspace to Microsoft 365?
All core data migrates: Gmail messages, folders, labels, and rules migrate to Outlook. Google Drive files migrate to OneDrive (personal) and SharePoint (shared). Google Calendar events, recurring meetings, and shared calendars migrate to Outlook Calendar. Google Contacts migrate to Exchange contacts. Google Sites migrate to SharePoint sites. Google Chat and Hangouts history can be migrated to Teams (with limitations on formatting). Google Forms can be recreated in Microsoft Forms. Google Vault archives can be migrated to Microsoft Purview. Google Groups migrate to Microsoft 365 Groups or distribution lists. Metadata including timestamps, sharing permissions, and version history is preserved during migration.
Will users lose any emails during the migration from Gmail to Outlook?
No. EPC Group's migration methodology ensures zero email loss. Here is how: 1) Initial sync copies all historical email from Gmail to Outlook mailboxes in background batches. 2) During the coexistence period, mail flow rules ensure both Gmail and Outlook receive incoming messages. 3) Delta synchronization runs continuously, capturing any new messages received during migration. 4) The DNS MX record cutover redirects mail flow to Microsoft 365 (typically under 30 minutes for propagation). 5) A final delta sync after cutover captures any messages delivered to Gmail during DNS propagation. 6) Post-migration validation compares message counts between Gmail and Outlook to confirm 100% transfer. Gmail remains accessible in read-only mode for 30-90 days as a safety net.
How do you migrate Google Drive files to SharePoint and OneDrive?
Google Drive migration requires careful planning because Google and Microsoft handle files differently: 1) My Drive files migrate to OneDrive for Business (personal storage). 2) Shared Drives migrate to SharePoint document libraries (team storage). 3) Google Docs, Sheets, and Slides are converted to Word, Excel, and PowerPoint format. Files with complex formatting may need manual review. 4) File permissions are mapped: Owner remains Owner, Editor becomes Contributor, Viewer becomes Reader. 5) Sharing links are updated to point to the new SharePoint/OneDrive locations. 6) Version history is preserved (last 25 versions by default, configurable). 7) Files over 250 GB require special handling. EPC Group's tool migrates files at 50-100 GB/hour with checksum validation for every file.
How do you handle Google-native file formats (Docs, Sheets, Slides)?
Google Docs, Sheets, and Slides are cloud-native formats that do not exist as traditional files. During migration, they are converted: Google Docs become .docx (Word), Google Sheets become .xlsx (Excel), Google Slides become .pptx (PowerPoint), Google Drawings become .png or .svg, Google Forms are recreated in Microsoft Forms. Most formatting converts cleanly. However, complex Google Sheets with Apps Script, Google Docs with advanced collaboration comments, and Google Slides with embedded YouTube videos may need manual review. EPC Group runs a pre-migration compatibility scan that identifies files requiring manual intervention, typically 2-5% of total files in an enterprise environment.
What happens to Google Groups during migration?
Google Groups migrate to Microsoft 365 Groups, distribution lists, or shared mailboxes depending on their function: Google Groups used for email distribution become Microsoft 365 distribution lists. Google Groups used for team collaboration (with shared drive and calendar) become Microsoft 365 Groups with a Teams channel. Google Groups used for shared inboxes become shared mailboxes in Exchange Online. Group membership, aliases, and delivery settings are mapped during the planning phase. EPC Group creates a Group migration matrix during discovery that maps every Google Group to its Microsoft 365 equivalent, ensuring no communication channels are disrupted during transition.
How is identity migrated from Google to Microsoft Entra ID?
Identity migration is the foundation of a Google-to-M365 migration: 1) User accounts are provisioned in Microsoft Entra ID (formerly Azure AD) with matching UPN and email addresses. 2) Passwords can be synchronized (using hash sync) or users can be required to set new passwords. 3) Multi-factor authentication is configured in Entra ID before migration (replacing Google 2-Step Verification). 4) SSO federation is optionally configured during coexistence so users can authenticate to both platforms. 5) Conditional Access policies replace Google Context-Aware Access rules. 6) Device trust policies are configured in Intune to replace Google Endpoint Management. 7) Post-cutover, Google identity is deprovisioned and Entra ID becomes the sole identity provider. EPC Group completes identity migration in 1-2 weeks for most organizations.
Why are organizations switching from Google Workspace to Microsoft 365?
Organizations switch from Google Workspace to Microsoft 365 for several strategic reasons: 1) Microsoft Copilot AI — Copilot for M365 is the most advanced enterprise AI assistant, with no Google equivalent at the same capability level. 2) Enterprise security — Microsoft Purview, Defender for Office 365, and Entra ID provide deeper enterprise security than Google's offerings. 3) Compliance — Microsoft 365 GCC, GCC High, and DoD environments meet FedRAMP, HIPAA, and ITAR requirements that Google Workspace cannot. 4) Desktop applications — Word, Excel, PowerPoint, and Outlook desktop apps are superior to Google's web-only equivalents for power users. 5) Integration — Microsoft's ecosystem (Teams, SharePoint, Power Platform, Azure) provides deeper enterprise integration. 6) Cost — Microsoft 365 E3 at $36/user/month includes more features than Google Workspace Enterprise at $25/user/month when accounting for add-ons.
What is the coexistence period and how long should it last?
The coexistence period is when both Google Workspace and Microsoft 365 run simultaneously. During coexistence: users can access email in both Gmail and Outlook, files are accessible in both Google Drive and OneDrive/SharePoint, calendar invitations route correctly between platforms, and both platforms receive incoming external email. EPC Group recommends a 2-4 week coexistence period for most organizations. During this time, users attend training, familiarize themselves with Microsoft 365, and report issues. The coexistence period ends with the DNS cutover, after which Google Workspace is placed in read-only mode. Shorter coexistence (1 week) works for small organizations. Longer coexistence (4-8 weeks) is recommended for 5,000+ user environments or organizations with complex integrations.
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