How NOT to Cancel Google Workspace in 2026

Recently, I sat down with Melody Gross of Courageous Shift to help her close out two old Google Workspace accounts: the Eva Lee Parker Foundation (Old Account 1) and Courageous Shift (Old Account 2). In the past, this process took me less than 20 minutes per account. Naturally, I billed for half an hour.

...Two and a half hours later, we had completed exactly one transfer attempt AND uncovered a long list of changes Google has quietly introduced.

Melody had two Workspace accounts, one with three users, costing her $336 annually. Of course, I absolutely honored my invoice of just under $120, even though the project took five times as long. That's because I learned some valuable lessons about the real, current steps for canceling a Google Workspace account in 2026, and I'm better able to make you aware of the obstacles you’re likely to encounter. As well as how to navigate them without losing your sanity (like I did).

The New Reality: What No Longer Works

A few things that used to be simple no longer exist:

• POP3 or built-in email migration from Workspace → Gmail

• YouTube Brand Accounts

• Quick DNS verification after domain release

• Immediate MX validation in Gmail

• A consistent interface across Google services (but that one’s not new)

If you’re attempting this process now, prepare for delays, especially around DNS and verification tokens.

The Actual 2026 Workflow

1. Create the destination Gmail account

This is still easy and behaves as expected. You don't have to create a new one if you have a Gmail account you'd like to use already.

2. Export and remove all data from the Workspace account

Download Drive files, forward emails manually or via a desktop mail client, and export any calendars.

3. YouTube transfers are effectively impossible

If you have a YouTube account associated with your Workspace, you'll have to capture that content before closing the account. Brand Accounts are gone, and standard YouTube accounts cannot be transferred cleanly. You can change ownership of a YouTube channel to an added manager after a seven-day cooling period, but the original account will remain attached to the channel which may cause issues when it's deleted. The most reliable solution is to download the videos and reupload them under the new account.

4. Cancel billing for the Workspace subscription

This must happen before the account can be removed.

5. Delete the Workspace account

This releases the domain—although not instantly.

6. Add the domain to Mailgun (or another email routing provider)

This replaces Workspace email functionality.

7. Clean your DNS records thoroughly

This is where most users get stuck. Old verification tokens from Google, Squarespace, Wix, and others may prevent verification. Some hosting providers (like Hostgator) delay record deletion for up to 12 hours.

8. Add SMTP credentials and create Mailgun routes

This step remains straightforward.

8. Set up “Send Mail As” in Gmail

Domain verification can take between 12 and 36 hours even after DNS is corrected.

Conclusion: Why This Took 2.5 Hours

The primary delays came from unresolved DNS records that Google and Squarespace left behind, combined with Hostgator’s delayed record deletion. These issues ripple into Mailgun setup and Gmail verification, making it impossible to complete a clean transfer in a single sitting.

If you’re handling a Google Workspace shutdown in 2026, expect the process to take 12–48 hours depending on DNS propagation and provider behavior.

And if you’d like help navigating these kinds of complexities for your own organization, Shine With Sophie offers live audits, behind-the-scenes builds, and smart systems guidance for small businesses, nonprofits, and creative professionals.