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Add or remove delegate access to a Gmail account

Modified on: Fri, 30 Aug 2024 12:22 PM

Introduction

This article outlines the process to grant and remove delegate access to another user for UAlberta Google accounts. Once an account is delegated, the person it is delegated to will be able to read, send, and delete messages on your behalf. Also included are instructions for accessing an account which has been delegated.

 

 


 

Applicability

While any University of Alberta users with a UAlberta Google account can assign a delegate, due to the personal nature of an email account, this option is typically used by executives who have assistants they delegate their mail to. 

Delegation can be done for both Primary and Department CCID’s.

benefits such as:

  • Automatically sorting email with filters (rules)
  • Keeping a record of correspondence by archiving email
  • Tracking the status of email messages using labels
  • Showing or hiding the delegate’s name as the sender

 

Delegates can read, send, and delete your email messages. They can’t chat with anyone for you or change your UAlberta Google password. When they send a message, their email address appears.

 


Procedure

 

Add delegate access

  1. Click the gear icon in the upper right, then select See all settings.
  2. Select the Accounts and Import tab.
  3. Under 'Grant access to your account,' click the Add another account link.
  4. Enter the email address of the person you'd like to access your account and click Next Step. Remember you can only enter a ualberta.ca Mail address.
  5. You'll see a confirmation message. Click Send email to grant access if you're sure.
  6. The delegate will receive a verification email explaining that you've granted access to them.

    • After the delegate confirms this request, it may take up to 30 minutes for the verification process to be completed. To see if the delegate has confirmed access to your account, look for the pending or accepted status to the right of the unsermane   in the Grant access to your account section.

 

Remove delegated access to your account

If you no longer want to grant somebody else access to your account, follow these instructions:

  1. Click the gear icon in the upper right, then select See all settings.
  2. Click the Accounts and Import tab.
  3. In the "Grant access to your account" section, click delete on any account you want to remove.

Important to know

  • Any messages someone else sends from your account will have your name listed in addition to the other person's name, so they'll show the sender as: Your Name (sent by Delegate).
  • Once the account has been delegated, the delegate can access it by clicking on their email address in the upper-right, clicking Switch account, and clicking on the delegated email account. 

 


Learn how to delegate your contacts 

 

Delegate your contacts

  1. In the upper right, select the Google apps icon.
  2. Choose the Google Contacts app.
  3. Click the gear icon in the upper right, then select Delegate access.
  4. Click Invite delegate.
  5. Enter the name or address of the person you want to give permission to manage your contacts.
    • Tip:​ You can enter up to 25 names, separated by commas
  6. Click Send.

The users you invite can now access your Contacts.

Note: Users can't view and edit delegated contacts with the Contacts app from a mobile device.

 

Add a contact while composing a message in Gmail

  1. In the upper left corner select the Compose option.
  2. Hover over the To field to Select contacts.
  3. In this new Select contacts window you can search or manually choose a contact to add.
  4. Select the desired contact or contacts and click insert to finish.

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Additional Information

Delegate and collaborate on email - Gmail Help

https://support.google.com/mail/answer/138350

Give another user access to your contacts 

https://support.google.com/contacts/answer/2590392?hl=en

 

 

 

 


Keywords: gmail, email, google mail, add delegate, grant access, account, delegated, Calendar
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