Suppose you are a high official in a company, and you want to grant your secretary access to your Gmail account so that they can reply to some emails and fix appointments on your behalf. One straightforward thing to do is hand over your Gmail password and make things work, but that’s not close to what one can call a solution.
Instead of sharing complete access to your Gmail account by giving away your password, we suggest using the Delegation feature of Gmail. This post will show you how to delegate or give access to your Gmail account without sharing your password. But first things first.
Things to Know Before Delegating a Gmail Account
The Gmail delegation feature allows you to give other Gmail account holders access to basic permissions like reading, sending, and deleting messages from your account without sharing your password. This feature is useful when you want one email account for multiple users in Gmail.
Here are some things to remember about what a Gmail delegate can and cannot do on your account.
- Up to 40 delegated users can access your Gmail account simultaneously.
- A single Gmail account supports adding up to 1000 unique delegates.
- You can only share access with another Gmail account.
- Delegated users on your Gmail account will have the standard Gmail account limits and policies.
With that out of the way, here’s how to share one email account with multiple users on Gmail.
How to Delegate Gmail Account Without Password
Now that you have understood what comes under Gmail account delegation, here are the steps to add a delegate in Gmail.
Step 1: Open your browser and go to Gmail. Sign in if you haven’t already.
Step 2: Click the Gear icon in the top-right corner.
Step 3: Select See All Settings.
Step 4: Go to the Accounts and Import tab.
Step 5: Click on Add Another Account next to Grant Access to Your Account.
Step 6: Now, enter the email address to which you want to delegate your email rights. Remember that it must be a Gmail address.
Step 7: Click on Next Step after entering the email address.
Step 8: Select ‘Send email to grant access’ to confirm your choice.
Gmail will now email the delegated account, asking for the user’s confirmation. Once the verification process is complete, it might take up to 30 minutes for Google to set up the request.
How to View Delegated Mailbox in Gmail
To access the delegated account, Google will send an email confirmation to the email entered by you. Your delegate has to accept and confirm access to your Gmail account.
Once confirmed, here’s how to view the delegated mailbox in Gmail.
Step 1: Log in to your Gmail account on your browser.
Step 2: Click on your profile picture at the top-right corner.
Step 3: If the email is delegated successfully, you will see the delegated email address here. Simply click on it to open the inbox in a new tab.
The delegate will have basic control over your Gmail inbox, and they can read and send emails. All the emails sent by the delegate will have a sent by clause associated with them in the from section. The recipient can note that a delegate has sent the email on the user’s behalf. For example, if email@example.com delegates his account to firstname.lastname@example.org, the email from the address will be something like email@example.com sent by firstname.lastname@example.org.
The delegate can also access all your contacts; thus, they will never have problems sending emails. Apart from that, the delegate will not have any administrative rights on the email and will be unable to change the account password or create personal labels.
How to Edit or Remove Gmail Account Access
If you don’t want to delegate your email account anymore and wish to remove access to a Gmail account, follow the below steps.
Step 1: Open your browser and log in to the Gmail account that you delegated.
Step 2: Click on the Settings icons next to the profile picture at the top.
Step 3: Select See All Settings.
Step 4: Click on the Accounts and Import tab.
Step 5: Scroll down and click on delete next to the delegated email account.
Step 6: Click on Ok to confirm removing the delegated account.
FAQs on Delegating Gmail Account
You can simply click on your profile picture in the top-right corner and select Add Another Account.
You can add other people or groups in your organization as your delegate. If you still can’t add someone despite being in the same organization, please check with your admin to ensure that delegation is enabled for your organization.
We recommend changing your Gmail account password as soon as possible.
Check if the ‘Require user to change password at next sign-in’ option is disabled for the delegated account.
Protect Gmail Privacy
So that was how you could share access to your email with your subordinates, personal secretaries, or spouse without revealing your Google account password. You can also read our post to learn how to personalize the look of your Gmail account.
Last updated on 21 August, 2023
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