Use email delegation to grant one or more people (delegates) access to a single account. For example, a boss might delegate their administrative assistant to read and send emails.
A delegated account has most of the benefits of Gmail, including:
- Automatically sorting email with filters (rules)
- Keeping a record of correspondence by archiving email
- Tracking the status of email messages using labels
Delegates can read, send, and delete messages for the delegated account. However, they can’t chat with anyone from the delegated account or change the password.
Note: In Gmail, delegated accounts and shared inboxes are the same.
When should I use email delegation?
Your organization might need more than one person to read and respond to messages sent to a certain email address. For example, everyone on your sales team might want to check and respond to messages sent to firstname.lastname@example.org. In this case, we recommend assigning delegates to the account email@example.com.
Before you begin
- You can’t assign delegates to an email alias because an alias isn’t a Google Account.
- Google Workspace admins control whether messages sent by delegates include the email address of both the account owner and the delegate, or only the account owner.
- A single Google Account supports up to 1000 delegates. However, to avoid impacting account performance, we recommend using only up to 40 delegated users.
Let users delegate email
- From the Admin console Home page, go to AppsGoogle WorkspaceGmail.
- Click User SettingsMail delegation.
- To turn on email delegation, click the box next to Let users delegate access to their mailbox to other users in the domain.
- To change which sender address that the recipient sees (the account owner’s or delegate’s), under Sender information shown to recipient, select an option.
- Click Save.
- Tell your users that they can add individuals or Groups as a delegate.