Gmail: How do I delegate access to a Gmail account?
Answer
1. Log into Gmail as the account you want to delegate access to without providing password information. If you want to delegate access to hr@carthage.edu, log in to the hr@carthage.edu email account.
Example: Susan wants Malcolm to be able to view and respond to her emails when she is out of the office without giving him her password.
Example: A shared mailbox has multiple people needing to send emails and view received emails in an account. For example, all HR staff members should have access to send/view emails for hr@carthage.edu without having to share a password.
2. Click on the Gear icon in the top, right and then click "See all settings."
3. On the Settings page, click on the "Accounts" tab.
4. In the "Grant access to your account" section, click on the "Add another account."
NOTE: If you want emails to say "From hr@carthage.edu (sent by susan@carthage.edu)" leave the selection of "Sender Information" as is.
NOTE: If you want emails to say "From hr@carthage.edu" only, select the "Show this address only;y (hr@carthage.edu)" in the Sender Information section.
5. In the pop-up window, type in the person who should have delegated access to this account (you will have to do this for each person to whom you want to have access).
6. Click on "Next Step" when the individual email address is entered.
7. Confirm the email address is correct and hit "Send email to grant access."
8. Have the recipient check their email for an Approve/Deny email from Google. Make sure the user selects the link that references the "Accept this request" in their email. Clicking on the link will direct them to a webpage to confirm their selection.
9. NOTE: It may take up to 30 minutes for the change to take effect.
10. If you are delegating a shared account (sharing hr@carthage.edu to other staff, for example), no further action is required on the shared account.
11. If you are gaining access to an account (access to hr@carthag.edu has been shared with you, for example), refresh your Gmail webpage after a few minutes and click on your name in the top, right. You should see the account that you now have access to.
12. Click on the account that says "Delegated" to open a new tab and take you into the mailbox of that account. You should now be able to send and view emails through that account.
