How to Give Access and Manage a Delegated Email Account in Google Mail

If you are an owner of a shared Arcadia account and a colleague needs to access to the account (to read and send emails using the account) then you add them as a delegate to the account. This gives them a way to access the account without needing to know the password.

Follow these steps to grant delegated access:

Only Arcadia University email accounts can be given delegated access. Google Groups cannot be given delegated access.

1. Log in to Gmail with the shared account, (for exmaple: registrar@arcadia.edu)
   • You need to log in using a desktop or laptop computer to access the settings we need.
   • If you're already logged in to another Gmail account in your web browser, you can either follow the steps to sign in to multiple accounts at once (Google Account Help), use a different browser session/profile, use an incognito/private browsing window or use a different web browser altogether.
2. Select Settings (gear icon) in the top-right corner.
3. Select See all settings.
4. Select the Accounts tab.
5. Under Grant access to your account, select Add another account.

6. Enter the University email address of the colleague you wish you offer delegated access to. Then select Next step.
7. You'll be shown a confirmation message. Check that you have entered the correct email address.
8. Select Send email to grant access. 

To access a delegated email account:

Once an email account has been delegated to you (or once you have been granted access), you can begin accessing that account from your own account. To do so, complete the following steps:

1. Log in to your Google Mail account.
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 email in a delegated account:

Follow the steps under “To access a delegated email account” above. From the new window or tab that appears, you can manage the delegated account’s email like you would manage your own email.

Note:
When you send an email from a delegated account, the email will be listed as sent by that individual when a recipient sees it in his or her inbox. However, when recipients open the message, they will be able to see that you sent the message on the individual's behalf (your email address will be listed in parentheses along with "sent by" next to the delegator's name).