Wednesday, December 15, 2010

[HOW TO] Enable Email Delegation in Gmail

Email Delegation has been around for a while in Google Apps Paid Edition. It’s a feature that allows you to access multiple Gmail accounts without having to log in and out of each other. In this post, I am going to guide you towards enabling and making use of this feature.

Let’s assume that you have 2 email addresses 1@gmail.com and 2@gmail.com . If you always login to 1, then you need to go to 2 and enable this feature (so that 1 gets access to emails that arrive in 2).

Add another account

Login to Gmail and go to the Settings tab. Under Accounts and Imports you should see ‘Grant access to your account’, now choose ‘Add another Account’ parallel to it.

Grant access2

Now, enter the email address where you’ll be managing both your Gmail accounts and go to the next step here you will be send a confirmation email as shown in the screenshot below.

Grant access3

You would have received an email in the other account where you need to click a link to activate delegation. Please note that it may take up to 30 minutes for this service to work.

fINAL

After the service has been activated, you should see a pointer next to your email address where you would be managing both the accounts. Clicking on it will show you a dropdown menu where you will find the email address(es) of all the accounts for which you have been granted an access. Clicking on the appropriate accounts lets you access it (with certain limitations).

When you send an email from the delegated account the recipient will know it since the ‘From’ field includes both your addresses.

Final3

Now, let’s have a look at the limitations. Although, you are allowed to access another Gmail account from your inbox, you cannot change it’s password or use Gtalk on their behalf. This makes sense when you are allowed access to the email account of another individual. Do have a look at Google’s Video about Email Delegation for another quick look at this process.