Departmental Email Delegate Access

Departmental Email Delegate Access Guide

What is Delegate Access? Delegated access is the secure method for multiple staff or faculty members to manage a single shared email account ( such as Departmental email accounts) without sharing the account's password. It allows authorized users (delegates) to read, send, and delete messages on behalf of the departmental account while logged in to their own personal University accounts.

 

Add a delegate

Important: To add a delegate, you must be logged directly into the departmental account using its specific user name and password. You cannot change these settings if you are merely viewing the account as a delegate yourself.

  1. On your computer, open Gmail.
    1. NOTE: You can't add delegates from the Gmail app.
  2. In the top right, click Settings > See all settings.
  3. Click the Accounts and Import or Accounts tab.
  4. In the "Grant access to your account" section, click Add another account.
  5. Enter the email address of the person you want to add.
  6. Click Next Step > Send email to grant access.

 

Remove a delegate

  1. On your computer, open Gmail.
  2. In the top right, click Settings > See all settings.
  3. Click the Accounts and Import tab.
  4. In the "Grant access to your account" section, click Delete next to the account you want to remove.

 

Access a delegated account

After an account owner grants you access, you must accept the invite before you can view the inbox.

Step 1: Accept the invitation

Important: You must accept the invitation within a week or it expires.

  1. On your computer, open Gmail to your SU account.
  2. Check your inbox for an invitation email with the subject line: "[Owner's name] has granted you access to their Gmail account."
  3. Open the email.
  4. Click the confirmation link.

Step 2: Open the delegated inbox

  1. On your computer, sign in to your SU Gmail account.
  2. At the top right, click your Profile picture.
  3. In the menu, find the account that’s marked as "Delegated."
  4. Click the delegated account's name.
    1. A new tab opens that shows the owner’s inbox.
  5. To confirm if you’re in the correct account, at the top, check the email address.

Step 3: Switch back to your account

  1. Close the new browser tab for the delegated account.
  2. You can also:
    1. At the top right, click your Profile picture .
    2. In the menu, select your email address.

Tips:

  • Do not bookmark the delegated inbox directly. The access link is dynamic and can change; always use the account switcher menu.
  • Senders: When you send an email from the delegated account, the recipient will see it as sent by the Department, but the metadata will show sent by you.
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