How to setup Delegate Access in Gmail
Allowing a team member to manage your Gmail inbox with your permission is called delegated access. This feature can come in handy when you have a personal assistant or when you're planning to be away from work for a bit and need someone else to handle your emails. It's especially helpful if you're taking a holiday! 🏖️
To set up delegate access in Gmail
Go to Gmail on your computer. You can not add delegates through the mobile app.
Click the Settings cog in the top-right.
Click on See all settings.
Select the Accounts tab across the top.
In the Grant access to your account section, click Add another account.
Enter the email address of the team member you want to give delegated access.
Now click Next Step, then click Send email to grant access.
You should now make the person you added aware that they will get an email from Google with a link that they must click to finish setting up delegated access. The email link they need to click will expire after one week.
Note: The other team member must also use Google Workspace.
To revoke delegate access to Gmail
To do this, go back to the Accounts section in Gmail settings. The section Grant access to your account will list all the team members you have granted delegated access to - click on delete on the far right to revoke access.
How to access delegate mail
Now you have set up delegated mail; you can easily access mailboxes you have been given access to through Gmail. Log in to your Gmail account. In the top right, click your profile photo (if you have not uploaded a photo, this will be a coloured circle with the first letter of your first name). In the menu that appears, you will see the accounts you have delegated access to. Click on the team member whose email inbox you want to view to gain access.