Tuesday, January 10, 2017

Gmail Trick: Mail Delegation

gmail_mailbox by robert llefl
At times ESSD staff have needed to allow others access to the staff member's email account on behalf of the staff member.  Gmail provides an easy way to accomplish this through mail delegation.

The most frequent request is to allow access by a long-term substitute while the staff member is out for long-term leave.  While the staff member is gone, the substitute--who has his or her own mail account--can monitor the staff member's email.  Once the staff member returns, mail delegation to the substitute is removed by the staff member.

Delegates granted access to a staff member's mail can do things like:

  • Send or reply to emails that were sent to the staff member.  When the delegate sends a message, the delegate's email address will show.
  • Read messages sent to the staff member
  • Delete messages sent to the staff member
  • Manage the staff member's contacts.
Delegates can't do things like:
  • Chat with anyone for the staff member
  • Change the staff member's Gmail password
  • Change the staff member's Gmail account settings

For more information about Gmail mail delegation and setup instructions see the Gmail Help instructions https://support.google.com/mail/answer/138350?hl=en .

Or, check out this YouTube video about mail delegation setup https://youtu.be/wVGqJR57Lcc .

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