How To Delegate Email in Google

Wycliffe USA 

How To Delegate Email in Google

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Purpose and Scope

Gmail lets you grant another person access to your account without sharing your password. This is called delegated access. A delegate can read, send, and delete messages on your behalf. 

Note: Only the account owner can grant delegate access — it cannot be done by another delegate user or by an administrator.

When to Use Delegated Access

Delegated access is useful when:

• You want an assistant to manage your emails.
  
  

• You’ll be away from work and need someone to handle your messages temporarily.
  
  

• A colleague needs to respond to emails on your behalf.
  
  

Steps to Grant Delegate Access

Follow these steps on a computer (not the mobile app):

Open Gmail Settings

1. Sign in to your Gmail account.
   
   

2. Click the gear icon (top right) and choose See all settings.
   

Go to the "Accounts and Import" Tab

3. In the top menu, select Accounts and Import.
   
   

Grant Access to Your Account

4. Under Grant access to your account, click Add another account.
   
   

5. Enter the Gmail address of the person you want to delegate access to.
   
   

6. Click Next Step, then Send email to grant access.

Wait for the Delegate to Accept

7. The person will receive an email invitation.
   
   

8. They must accept the invitation to gain access.
   
   

How Delegates Use Your Account

Once accepted:

• The delegate can access your account by clicking their profile photo (top right in Gmail) and selecting your account from the dropdown.
  
  

• Delegates can read, send, and delete messages on your behalf.
  
  

• Emails sent by a delegate will show: “Sent by [delegate’s name]” next to your name.
  
  

Removing Delegate Access

To revoke access at any time:

1. Go to Gmail > Settings > Accounts and Import.
   
   

2. Under Grant access to your account, click delete next to the delegate’s name.
   
   

Important Notes

• You can grant access to up to 10 users (or 25 in Google Workspace accounts).
  
  

• Delegates cannot:
  
  

  • Change your password.
    
    

  • Chat on your behalf.
    
    

  • Access your Gmail settings.
    
    

  • Access other Google services such as Google Drive, Calendar, or Docs.
    
    

• Delegation only works within the same domain (e.g., @domain.com to @domain.com). You cannot delegate access to a Google account with a different domain.
  
  

Troubleshooting

• If the delegate doesn’t receive the email, ask them to check their Spam folder.
  
  

• Only Google accounts can be delegates — other email providers won’t work.
  
  

• It can take up to 30 minutes for the delegate’s access to start working after they accept.