How to Delegate Gmail Account to Another User? Complete Guide

Overview: Want to learn “How to delegate Gmail account to another user?” In this guide, we have explained how delegating access in Gmail enables someone else to read, send, and delete emails in your account for you without sharing the password and
the exact steps professionals follow to add delegate to Gmail account. We’ll also cover how an advanced tool helps you protect your data when you setup and delegate Gmail to another user.

What is Gmail Delegate Access?

Gmail allows you to share a mailbox using delegate access with other Gmail or Google Workspace domain accounts. If you delegate Gmail account to another user, this means they can access your Gmail mailbox, read & reply to your email on your behalf.

Learning how to setup delegated access in Gmail allows users to collaborate better on Gmail without giving them complete control. When you delegate a Gmail account to someone else, they can not modify the password or account settings. Giving you a sense of security over your data.

One can only delegate access to Gmail account to a limited no. of users.

• Personal Gmail: up to 10 delegates
• Google Workspace: up to 1000 delegates

Note: In the Google Workspace domain accounts up to 40 users can access Gmail delegate account concurrently.

In this guide, we have covered everything you need to know when you delegate Gmail Mailbox to another user.

Reason to Delegate Gmail Access to Another User?

Here are some reasons why a user may consider to delegate Gmail account to another user:

• Delegating a Gmail account to someone else is an efficient way to manage shared mailboxes like sales & support.
• To access someone’s Gmail emails when they are unavailable without giving complete control.
• In businesses, there is a need to delegate Gmail access to another user, especially to a senior, for training and supervision reasons.
• You may need to delegate Gmail Inbox to someone else during a role/ job transition to ensure a smooth handover.

Key Points to Know Before You Delegate Gmail Account to Another User

• Only delegate Gmail to another user if they are trustworthy.
• There is no need to share your password if you want to delegate Gmail inbox to someone else.
• You can only delegate Gmail access to 10 users for free mail and 1000 users in Google Workspace.
• Constantly monitor activities to ensure data security if you delegate a Gmail account to someone else.
• Remove Gmail delegate access if no longer needed.
• Backup data before you delegate Gmail mailbox to another user.
• Delegating Gmail account to another user can take up to 24 hrs; it is not an instantaneous process.
• You can not delegate a Gmail mailbox to someone else with labels.

Note: Delegating Access to a Gmail mailbox to another user increases the risk of compromise and can also raise security concerns.

How to Delegate Gmail Account to Another User? Manually

Here are the exact steps you can follow in order to add another user as a delegate to your Gmail account:

1. Open Gmail on your computer.
2. Click on the Gear icon on the top right to open settings.
3. Choose the “See all Settings” option.
4. Open the Accounts and Import tab.
5. Scroll down to Grant access to your account section.
6. Click on Add another account.
   
7. You may need to verify your identity if you have 2FA enabled.
8. Enter the email address of the user whom you want to delegate your Gmail account to.
   
9. Click on “Send email to Grant access”.
   
10. Accept the confirmation request sent to the Gmail account of the user you want to delegate the Gmail account to.
11. Finally, click Confirm to delegate Gmail to another user.

Secure Way to Delegate Gmail to Another User

If you are trying to figure out “How to delegate Gmail account to another user?”, doing it safely and securely should be of utmost importance. To avoid any kind of data loss due to accidental or intentional deletion, professionals recommend backing up Gmail emails when you decide to grant access/ delegate your Gmail account to someone else.

The best way to do so is by using the Email Backup Tool. It is a robust to that helps you download old emails from Gmail. Even it is extremely useful to move Emails from one Gmail Account to another in case you only want to give viewing access to another user.

Download the tool today to securely share a Gmail mailbox using delegate access to someone else. Free trial version also available.

Key Advantages of Using a Professional Tool

Using the recommended tool before you decide to delegate Gmail to another user is beneficial in the following ways:

• Reduced the risk of data loss when you delegate Gmail account to another user.
• Allows you to archive and access Gmail emails offline.
• Save Gmail email in PDF, EML, PST, and many other formats.
• Allows you to delegate/ move selective Gmail emails to another user using advanced filters.
• Enables you delegate Gmail Inbox to someone else with labels, attachments and complete folder hierarchy.
• 100% secure to use utility, following international standards of data migration and backup.
• 24/7 Tech support available if you need any help safely sharing a Gmail mailbox using delegate access to another user.

How To Delegate Gmail Account To Another User? Safely

Steps to safeguard your mailbox before you delegate Gmail to another user:

1. Launch the robust software on your PC.
2. Select Gmail from the email source on the left.
   
3. Choose all the email folders you need to safeguard before you delegate Gmail mailbox access to someone else.
   
4. Select the required saving option.
5. Use advanced filters to selectively backup/ migrate.
   
6. Finally, press the Backup button.

Conclusion

Setting up delegate access in Gmail is quite common both for personal and business users for multiple reasons, like better collaboration or helping manage communication when someone is unavailable that too without sharing a password.

It is also fairly simple to learn “How to delegate Gmail account to another user?” Although you do not need to share the Gmail Account password, maintaining data security is still a concern. Which is why it is always recommended to monitor activities when you delegate Gmail access to someone else. And archive data in order to prevent any kind of accidental data loss.

Use the professional utility to protect your delegate Gmail account today. If you need any help doing so, contact our tech support team through the live chat section below.

FAQ: Delegate Gmail to Another User

Q1: Can I assign a Gmail account to someone else?

Yes, you can assign and share a mailbox using delegate access in Gmail. It enables them to read, reply, & manage email on your behalf instead of sharing account password.

Q2: How can I give another person access to my Gmail account?

To delegate Gmail account to another user simply login to your Gmail account, open Settings and go to the Import and Account menu. Then, under the Grant access to your account option, enter the email address of another account that you want to add/ setup as a delegate. Verify through the confirmation mail to complete the process.

Q3: How to access a delegated mailbox in Gmail?

Once the delegation has been approved and completed, you can simply access the delegated mailbox by opening your Gmail >> click on your profile, under the account drop-down, you can see the delegated account.

If you can’t see a delegated mailbox under the drop-down menu, quit the browser and relaunch, or try accessing after 24 hrs.

Q4: How to remove a delegate access in Gmail?

To remove a delegate access in Gmail, open Gmail and go to settings. Under the Accounts and Import, navigate to the Grant access to your account, locate the account you want to remove from delegates, and click “delete”.