How to delegate gmail access to others

Question

Hi Angus,

Jess here. Thanks for helping me set up 1Password a few weeks ago. Can you please send me the steps you showed me on how to grant email delegate access for everyone in our Google Workspace organization? I hope I'm using the correct terminology.

Kind regards,

Jess

Answer

Hi Jess,

I'm glad I could assist you with setting up 1Password. I'd be happy to guide you through granting email delegate access for your Google Workspace organization. Email delegation allows someone to access and manage another person's email account without needing their password.

Here are the steps to provide email delegate access for each user:

1. The person who wants to grant access to their mailbox (delegator) should log in to their Gmail account.
2. Click the gear icon in the upper-right corner and select "See all settings."
3. Go to the "Accounts and Import" tab.
4. In the "Grant access to your account" section, click on "Add another account."
5. Enter the email address of the person who should be granted access (delegate) and click "Next Step."
6. Click "Send email to grant access." The delegate will receive an email with a link to accept the delegation request.
7. The delegate should open the email and click the link to accept the delegation request. It may take up to 30 minutes for the changes to take effect.

Please note that this process needs to be followed for each user who wants to grant access to their email account. For security reasons, Google Workspace does not allow administrators to set up email delegation for all users at once.

You can add up to 1,000 delegates within your organization. Keep in mind that with typical use, 40 delegates can access the Gmail account simultaneously. If you use automated processes, such as APIs or browser extensions, a fewer number of delegates can access the Gmail account at the same time.

Remember to inform the delegates that they'll need to accept the email invitation to complete the delegation process. They should be able to find the email in their inbox. If they can't find it, ask them to check their spam or junk folders.

Keep in mind that the delegate can read, send, and delete messages on behalf of the delegator, but they cannot change the delegator's account settings. Also, the delegation access can be revoked at any time by the delegator, following the same steps above and clicking the "Delete" button next to the delegate's email address.

I hope this helps! If you have any questions or need further assistance, feel free to ask.

Best Regards,

Angus McLauchlan | IT Solver