What is Gmail Delegate Access? In this article, we explore everything you need to know about setting it up, using delegate inbox, and why you should use it over other methods of sharing emails on Google Workspace.
TL;DR
Delegate access is used when you need someone else to manage your emails, such as an assistant or a team member. It can be particularly useful when you are out of the office or unavailable and need someone else to monitor your inbox. It can also be helpful for delegating specific tasks, such as responding to emails or managing labels. A few common use cases include:
- If you have a PA and you’d like them to be able to manage your Gmail inbox.
- If you go on holiday/leave and you’d like a team member to be able to manage your Gmail inbox.
How to set up Gmail delegate access
Setting up delegate access is a straightforward process. Here's how you can do it:
- Open Gmail and click on the gear icon in the top right corner.
- Select "Settings" from the drop-down menu.
- Click on the "Accounts and Import" tab.
- Scroll down to "Grant access to your account" and click on "Add another account".
- Enter the email address of the person you want to give access to and click "Next".
- The person will receive an email invitation to access your account. Once they accept it, they will be able to access your inbox.
What can the person with delegate access do?
When you give someone Gmail delegate access to your inbox, they can perform the following actions:
- Read, send, and delete emails on your behalf.
- Create and manage labels.
- Respond to calendar invitations.
It's essential to note that the person with delegate access cannot change your password or access your account settings.
How to remove Gmail delegate access
If you want to revoke someone's delegate access, you can do so by following these steps:
- Open Gmail and click on the gear icon in the top right corner.
- Select "Settings" from the drop-down menu.
- Click on the "Accounts and Import" tab.
- Scroll down to "Grant access to your account" and click on "Delete" next to the email address you want to remove.
If you ever have any questions about email, why not reach out to us? We have plenty of knowledge to share 😀
FAQ
Q: Can an admin delegate access in Gmail?
They have the ability to enable or disable delegation on an admin level, and they can set delegates to accounts using the API, or external tools, like GAM.
Q: What is the difference between a Google group and delegate access?
A Google group is a group email address that multiple users can use to send and receive emails. Delegate access, on the other hand, is when one user gives another user access to their individual inbox - different use cases.
We’d suggest using groups for generic email addresses such as info@ or sales@ and using delegate inboxes when you’d like to give someone access to a personal inbox. The reason is that groups are easier to manage on an admin level.
Q: What is the difference between collaborative inbox and delegate inbox in Gmail?
Collaborative inbox is just a Google group - the same as above applies.
Q: Can a delegate see my emails?
Yes, a delegate can see the emails in your inbox if you give them permission to access it. However, they cannot change your password or access your account settings.
Q: Can I remove myself as a delegate in Gmail?
No, you cannot remove yourself as a delegate in Gmail. Only the person who gave you access can revoke your access. What did we say about easier administration when using Google Groups? 🙂
Q: How do you access someone’s email as a delegate?
To access someone's email as a delegate, they need to grant you access to their account. Once they do, you can access their inbox by clicking on their email address in the top right corner of your Gmail account and selecting "Switch account".
Q: Can I grant access to someone in a different organisation?
Nope. You’ll either have to give them your account details or create an account within your organisation and give delegate access that way.
Q: How many people can access my inbox at the same time?
1,000 unique delegates. Around 40 viewing an inbox at a time.
