How to Delegate a Gmail Account

Delegating a Gmail account lets another person (like an assistant or teammate) send and read emails on your behalf without sharing your password. This guide walks you through the built-in Gmail delegation feature, including setup steps, common pitfalls, and fixes when things go wrong.

What You’ll Need

• A Gmail account (the one you want to delegate) – you must be signed in to it.
• The email address of the person you want to delegate to (they must have a Google account, but it can be a regular Gmail or a Google Workspace account).
• Admin access if you’re using a Google Workspace account – some organizations disable delegation for security. If you see no option, contact your admin.

Step-by-Step

1. Sign in to the Gmail account you want to delegate (the account that will be shared).
2. Click the gear icon (⚙�) in the top-right corner, then select See all settings.
3. Go to the Accounts and Import tab.
4. Scroll to the Grant access to your account section (it’s near the bottom, under “Send mail as”).
5. Click Add another account.
6. In the pop-up, type the email address of the person you want to delegate to. Click Next Step.
7. Gmail will show a confirmation message. Click Send email to grant access.
8. The delegate will receive an email with a verification link. They must click that link and confirm they want to access your account.
9. Once they confirm, you’ll receive a confirmation email, and the delegate will see your account listed in their Gmail (top-right, under their profile picture).
10. To switch to your account, the delegate clicks their profile picture and selects your email address. They’ll see your inbox, sent mail, and drafts, and can send emails on your behalf.

Common Mistakes

• Not checking the delegate’s email – the verification email sometimes lands in spam. The delegate must click the link within a few days; otherwise, the invitation expires.
• Confusing delegation with “Send mail as” – “Send mail as” only allows sending from your address, not reading your inbox. Delegation gives full access to emails, contacts, and settings (except changing your password).
• Delegating to a non-Google email – the delegate must have a Google account. You cannot delegate to a Yahoo or Outlook address.
• Expecting the delegate to see chats – Google Chat and Meet history are not shared through delegation. Only email is shared.
• Forgetting to remove access – when the person no longer needs access, you must remove them. Otherwise, they still have full access.

Tips

• Use labels – have the delegate apply a label (e.g., “Assistant”) to emails they send, so you can filter them easily.
• Set up filters – you can create filters that automatically apply labels or forward certain emails to the delegate, but they’ll still see everything unless you use separate inboxes.
• Communicate expectations – clarify whether the delegate should reply to all emails or only specific ones. Delegation doesn’t have built-in permissions; it’s all or nothing.
• Use two-step verification – even though the delegate doesn’t know your password, enabling 2FA on your account adds an extra layer of security.
• Check “Sent Mail” – emails sent by the delegate appear in your Sent Mail folder with “on behalf of” in the From line. This helps you track activity.

Troubleshooting

• No “Grant access” section – If you don’t see the “Grant access to your account” section, your Google Workspace admin may have disabled delegation. Contact your administrator to enable it. For personal Gmail accounts, this feature is always available.
• Delegate can’t see your account – Make sure the delegate clicked the verification link in the email. Ask them to check their spam folder. Also, ensure they’re signed in to the correct Google account (the one you invited).
• Delegate can’t send emails – If the delegate can read but not send, they might be using the wrong “From” address. In the compose window, they need to select your email address from the “From” dropdown. If it’s not there, they may need to add it via “Send mail as” on their own account.
• Invitation expired – If the delegate didn’t click the link within the time limit (usually a few days), you’ll need to re-add them. Remove them if they’re listed, then add again.
• Delegate receives “Access denied” – This can happen if the delegate’s Google account is managed by an organization that restricts delegation. They may need to use a personal Gmail account.
• You want to revoke access – Go to Settings → Accounts and Import → “Grant access to your account” → click “Delete” next to the delegate’s email. They lose access immediately.

Frequently Asked Questions

1. Can I delegate to more than one person? Yes, you can add up to 40 delegates. Each delegate gets the same level of access.
2. Does the delegate see my password? No, they never see your password. They access your account through their own Google account.
3. Can the delegate delete my emails? Yes, the delegate can delete emails, including permanently deleting them from the trash. Be cautious about who you delegate to.
4. Will emails sent by the delegate show as sent by me? Yes, emails appear in the recipient’s inbox as coming from your address, with “on behalf of” the delegate’s name. The recipient can see the delegate’s name in the details.
5. Can I delegate my Gmail to someone without a Google account? No, the delegate must have a Google account (either a free Gmail or a Google Workspace account).
6. Does delegation work on mobile? Yes, the delegate can access your account through the Gmail app by tapping their profile picture and selecting your account. However, they must first set up the delegation on a computer.

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