Gmail delegation allows one user to read, send, and manage email on behalf of another user's account. This is a critical feature for executive assistants, customer support teams, and departments that need shared access to specific mailboxes without sharing passwords.
What Is Gmail Delegation
When you delegate access to a Gmail account, the delegate can:
- Read, reply to, and delete emails in the delegator's mailbox
- Send emails on behalf of the delegator (appearing as "sent by" the delegate)
- Manage labels, filters, and settings for the delegated account
Importantly, delegates cannot change the account password, modify 2SV settings, or access Google Chat conversations. This makes delegation safer than password sharing.
Common Use Cases
- Executive assistants — manage email for executives, triaging messages and drafting replies
- Shared departmental mailboxes — info@, support@, or sales@ addresses where multiple people need access
- Employee coverage — temporary delegation during vacations or medical leave
- Manager oversight — monitoring team communication for compliance or training purposes
Setting Up Delegation at Scale
Through the native Google Admin Console, delegation setup is tedious — you must access each user's Gmail settings individually or use the Gmail API. WorkspaceForge provides a visual interface to set up, modify, and revoke delegation for any user in your domain from a single dashboard.
Combined with signature management, you can ensure delegated accounts maintain proper branding and auto-replies even when managed by assistants.
Security Considerations
- Audit delegation assignments regularly — remove delegates who no longer need access
- Use delegation instead of password sharing — it provides accountability (you can see who sent each message)
- Monitor delegation through the audit trail to detect unauthorized access
- Consider using collaborative inboxes (Google Groups) for team-shared addresses instead of delegation
Delegation vs Collaborative Inbox
For shared team mailboxes, consider whether delegation or a Google Group collaborative inbox is more appropriate:
| Feature | Delegation | Collaborative Inbox |
|---|---|---|
| Multiple responders | Yes | Yes |
| Message assignment | No | Yes |
| Conversation tracking | No | Yes (resolved/unresolved) |
| Separate from personal inbox | No | Yes |
Frequently Asked Questions
How many delegates can a Gmail account have?
Each Gmail account can have up to 1,000 delegates. However, for practical purposes, keep the number manageable to maintain security oversight.
Can delegates access Google Drive files?
No. Gmail delegation only covers email access. Drive file sharing must be configured separately.