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Off the front-desk PC, with a way back.

We list what your business runs on, move it to Microsoft 365 or Google Workspace after closing, and count everything on both sides. Then we check it with you, and the old setup stays in place until you’re sure.

  • About 2 minutes
  • Made-up business, made-up customers
  • Runs in your browser. Nothing is sent.

Moving Example Drain Co. off the front-desk PC

Four steps: look at what’s there today, choose where it goes, run the move on Saturday evening, then check it on Monday morning. Use Next and Back to go through them.

DemoA made-up business and a scripted move. The screens are simplified illustrations, not Microsoft’s or Google’s. Nothing here touches a real account or file.

Step 1 of 4: Look. This is what Example Drain Co. runs on today. Press Next to plan the move.

Move planExample Drain Co.Demo
  1. Look (current step)
  2. Plan
  3. Move
  4. Check

Simplified illustration. Made-up business, made-up numbers.

Step 1 of 4

Look: what the business runs on today

Before anything moves, we list everything and mark what’s at risk. This is what we found at Example Drain Co.

  • FRONT-DESK

    The front-desk PC. Shares the “Jobs” folder.

    Only copy
    Jobs folder
    12,904 files, 38 GB
    Used by
    The owner, office manager and technician

    If this PC fails, the Jobs folder goes with it.

  • Accounting file

    On FRONT-DESK, in the office manager’s documents.

    Only copy
    Opened by
    The office manager, most days
    Copies
    This one only

    It can only be copied safely when nobody has it open.

  • USB drive “Backup?”

    In the desk drawer, label in the owner’s writing.

    Out of date
    Last used
    March
    On it
    Not sure. Never tested.

    Nobody knows whether it would restore anything.

  • Email

    On an old web-hosting plan.

    Old host
    Mailboxes
    owner@, billing@, office@
    Messages
    41,230

    No two-step sign-in, and fiddly to set up on a new phone.

  • Supplier accounts

    Parts, fittings and water heaters.

    Personal email
    Accounts
    6 supplier logins
    Signed up with
    The owner’s personal email

    If the owner is away, nobody else can reset a password.

  • In short

    • The jobs and the books live on one PC, with no other copy.
    • The only backup is from March, and it has never been tested.
    • Email and supplier logins depend on an old host and on the owner’s personal email.

Step 2 of 4

Plan: where it goes, and in what order

The owner picks where everything goes. Either one works for a business this size, and the order of the moves is the same.

  • Microsoft 365 Email in Outlook, files in SharePoint. A good fit if you work in Word and Excel files.
  • Google Workspace Email in Gmail, files in Google Drive. A good fit if you mostly work in a browser or on phones.
  • Cutover Saturday at 6 PM. After closing, so the business keeps running. Everyone starts on the new setup Monday at 7 AM.
  • Every account in the business’s name. The owner has full control. We use our own sign-in, which the owner can remove at any time.
  • A way back for every step. Nothing old is switched off until the Monday checks pass.
  • Costs in writing. The monthly subscription for either one is listed in your written scope, next to our price for the work.

  1. Business accounts

    This week

    Set up Microsoft 365 or Google Workspace in Example Drain Co.’s name, with one sign-in each for the owner, office manager and technician, and two-step sign-in on all of them.

    Way back Nothing has changed for anyone yet, so there’s nothing to undo.

  2. First copy of the files

    This week, in the background

    Copy the Jobs folder to the new file storage, with the same folders. Everyone keeps working on FRONT-DESK as usual.

    Way back It’s a copy. FRONT-DESK isn’t changed.

  3. Email, calendars and contacts

    Saturday, 6 PM

    Switch incoming mail for owner@, billing@ and office@ to the new mailboxes, then copy every old message, calendar and contact across.

    Way back The old mailboxes stay open for 30 days. If something’s wrong, mail is switched back to them.

  4. Last file copy and the accounting file

    Saturday evening

    Copy what changed since the first pass, and the accounting file once nobody has it open. Then count the files on both sides.

    Way back FRONT-DESK keeps every original, read-only, for 30 days.

  5. Supplier logins

    Saturday evening

    Move each supplier login from the owner’s personal email to office@, which the business owns.

    Way back Each change is listed with the old address, so any one can be changed back.

  6. Monday check

    Monday, 7 AM

    Check it together with the owner: every phone, five random files and a test email. Then written handover notes.

    Way back Until the checks pass, the old setup is still there, untouched.

Step 3 of 4

Move: Saturday, after closing

Most files were copied in the background during the week. Saturday evening switches the email, copies what changed and counts everything on both sides.

  • Email

    3 mailboxes: owner@, billing@ and office@, into the new mailboxes

    41,230 of 41,230 messages copied and verified

  • Calendars and contacts

    Every booking and every saved number, for all three mailboxes

    3 of 3 calendars and 418 of 418 contacts copied and verified

  • Files

    The Jobs folder, 38 GB, into the new file storage, same folders

    12,904 of 12,904 files copied and verified

  • Supplier logins

    From the owner’s personal email to office@, owned by the business

    6 of 6 logins moved, each one tested with the new address

One snag. 214 file names were too long for the new location. They were shortened, and a list of every change is in the handover notes.

3 of the 214 changes

  • Was Jobs/2023/Customer 4/Unit 4B running toilet, flapper and fill valve replaced, before and after photos, invoice and notes for the property manager.pdfNow Jobs/2023/Customer 4/Unit 4B running toilet, invoice and notes.pdf
  • Was Jobs/2022/Customer 4/Building B main line clearing, roots at 22 ft, camera video and written notes for the property manager.mp4Now Jobs/2022/Customer 4/Building B main line clearing, camera video.mp4
  • Was Jobs/Forms and templates/Water heater install checklist, 40 and 50 gal gas, permit, haul away and drain pan, final version (2).docxNow Jobs/Forms and templates/Water heater install checklist, final.docx

Saturday’s log

  1. Office closed. The Jobs folder on FRONT-DESK is set to read-only, so nothing changes during the copy.
  2. Incoming mail now goes to the new mailboxes.
  3. Email: 41,230 messages copied, then counted on both sides. The counts match.
  4. Calendars and contacts copied for owner@, billing@ and office@.
  5. Accounting file copied while nobody had it open, then opened once on the new setup.
  6. Files: 12,904 copied and counted. 214 names shortened, each one listed.
  7. Supplier logins: 6 of 6 now use office@. Each one tested.
  8. Done for the night. The old setup is left in place as the way back.

Step 4 of 4

Check: Monday, 7 AM, together with the owner

Before anyone relies on the new setup, we check it with the owner, one item at a time.

  • Sign in on every phone

    The owner, office manager and technician each sign in on their own phone.

    Passed. Email, calendar and the Jobs files open on all three phones.

  • Open five files picked at random

    The owner picks five files from different years and opens each one.

    Passed. All five open and match the originals on FRONT-DESK.

    • Jobs/2026/Customer 4/Unit 2C tub drain.pdf
    • Jobs/2025/Price list.xlsx
    • Jobs/2024/Customer 4/Building B camera notes.docx
    • Jobs/2023/Photos/Van and team.jpg
    • Jobs/Forms and templates/Service agreement.docx

  • Send and receive a test email

    From office@ to an outside address, and a reply back.

    Passed. The test arrived, and the reply landed in office@.

  • Old PC read-only for 30 days

    FRONT-DESK keeps every original, and nobody can change them.

    Set. After 30 days, the owner decides what happens to the PC.

  • Written handover notes

    Where everything lives, who owns each account, how to add a new person, and how to switch back.

    Handed to the owner and the office manager, with the list of 214 renamed files.

Move complete

Off the front-desk PC

Example Drain Co. now runs on Microsoft 365 or Google Workspace, with every account in the business’s name.

Email
3 mailboxes and 41,230 messages, in the new mailboxes
Calendars
3 calendars and 418 contacts
Files
12,904 files in the new file storage, same folders. 214 names shortened, all listed.
Accounting
Copied after closing, and it opens on the new setup
Logins
6 of 6 supplier logins on office@
Way back
FRONT-DESK read-only and the old mailboxes open, for 30 days
Notes
Written handover notes, with the owner and office manager

Not part of this move: backups. What’s on the USB drive is listed in the notes, and a backup you can restore is a separate, quoted job.

In real use

What’s real, and what’s made up.

The same in real use

The order of the work: a written list of what you have, a plan with a way back for each step, the move after closing, counts checked on both sides, and written handover notes. Every account is set up in your business’s name.

Made up for this demo

Example Drain Co., its PC, its files and every number here. The move is scripted and takes seconds, where a real one is planned over days and runs over an evening. The snag is made up too, but real moves have snags like it, and we write each one down.

What stays with you

You choose Microsoft 365 or Google Workspace, and when the switch happens. The monthly subscription is listed in your written scope before any work starts, and the old PC stays read-only for 30 days so you can go back.

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Still running the business off one PC?

Tell us what you have today. We’ll say what moving it would involve, where it would go and what it would cost, in writing, before anything changes.

Tell us what you haveSee all demos