How to access and manage delegated email

Overview

Google Mail allows someone to give you access to his or her account so that you can then read, send, respond to, and delete email messages on their behalf.

Try watching this YouTube video, "Setting up Gmail Delegation," for a better understanding of the process.

note: When someone delegates his or her account to you, you will not have access to that person’s settings, password, or Chat (instant messenger).

Steps to access a delegated email account 

1. Log in to your Google Mail account (google.sju.edu)
2. Click your account photo or the circle with your first initial in it (located in the upper-right corner of the page).
3. From the drop-down menu, select the desired delegated account. A new window or tab will open displaying the delegated account.

To manage mail in a delegated account

Overview
Google Workspace provides the feature of email delegation, allowing one user to give another person access to their Gmail account. This enables the delegate to read, send, respond to, and delete emails on the account holder's behalf.

Full details can be found in Google Workspace help.

• Limited Access: Delegates do not have access to account settings, passwords, or Google Chat (instant messenger).
• Email Delegation is ideal for businesses, teams, or shared roles that need to streamline email management.

Steps to Access a Delegated Email Account in Gmail

1. Log into your Google Mail account
   Open Gmail in your browser and log into your account as usual.

2. Switch to the Delegated Account
   In the upper-right corner of your Gmail page, click on your profile photo (or your initial in a circle).
   A dropdown menu will appear showing any delegated accounts that you have access to.
   Click on the account you wish to manage. A new window or tab will open with the delegated Gmail account.

3. Managing the Delegated Account
   Once you’ve opened the delegated account, you’ll be able to manage it just like your own. You can read, respond to, organize, and delete emails within the delegated inbox.

Sending Emails on Behalf of the Account Owner

When you send an email from a delegated account, the recipient will see that the email was sent by you on behalf of the account holder. Here's how that works:

• Sent by the Account Holder: The "From" field will show the account holder’s email address.
• Sent by You (Delegate): In parentheses next to the account holder's name, it will say "Sent by [Your Name]" indicating that the email was sent by you, the delegate, on their behalf.

This keeps the email process transparent, so recipients know who actually sent the message.

Need Help?
If you have any questions, please contact the Technology Service Center at 610.660.2920.