How to Set Up Gmail Delegation in Google Workspace – IT Solver Support

Setting up email delegation in Google Workspace allows you to grant another user in your organization access to your Gmail account. Delegates can read, send, and delete emails on your behalf, streamlining collaboration for shared email tasks like admin or support inboxes.

Overview

This guide provides a step-by-step process to configure Gmail delegation within Google Workspace, enabling team members to manage emails efficiently without switching accounts.

Prerequisites

Both the account owner and delegate must be part of the same Google Workspace organization.
The account owner needs access to Gmail settings (this may be restricted by your admin).

How to Add a Delegate

Sign in to Gmail: Open a web browser and navigate to mail.google.com. Sign in to the account you want to delegate.
Access Settings: Click the Settings icon (gear) in the top right corner and select "See all settings".
Navigate to Accounts: Click the "Accounts and Import" tab.
Add a Delegate: Scroll to the "Grant access to your account" section, click "Add another account", and enter the delegate’s email address (e.g., user@yourdomain.com).
Send the Invitation: Click "Next Step", then "Send email to grant access". The delegate must accept the email invitation within 7 days. Delegation may take up to 24 hours to activate.

Note: Ensure the delegate’s email is within your Google Workspace domain.

Google Workspace Delegation Details

Group Delegation: Delegate email access to a group by adding its email address in Gmail’s "Grant access to your account" section, if admin-approved and within your domain. Group members get instant access without confirmation, simplifying team email management.
Delegate Limits: Add up to 1000 delegates within your organization, with 40 accessing the account simultaneously.
Admin Controls: If the delegation option is unavailable, your admin may have restricted it. Contact them to enable it.
New Accounts: For new or reset accounts, ensure the "change password on first sign-in" requirement is disabled to avoid issues.
Permissions: Delegates can manage emails but cannot change account settings or use chat on your behalf.

Troubleshooting Gmail Delegation Issues

Invitation Not Received: Check the delegate’s spam or junk folder, or resend the invitation.
Delegation Not Working: Verify the delegate accepted the invitation and no admin restrictions are in place.
Errors: Note any error messages and contact your IT support team for assistance.

Was this helpful?

If you’ve followed this guide, we’d love to hear about your experience. Please leave a comment below to share whether this guide helped you set up Gmail delegation. If you found an alternative approach that worked, we encourage you to share that as well. Your feedback helps us improve our documentation and assists others in the community.

Need Further Assistance?

If you need additional support or personalized guidance with Google Workspace, we’re here to help. Check out our dedicated support plans at IT Solver Support Plans for expert assistance tailored to your needs.