Gmail delegation lets another signed-in person manage a mailbox without sharing its password. It is a substantial email permission: delegates can read, send, and delete messages, so grant it only to someone authorized for that role.
Understand what delegation grants
A delegate uses their own Google Account to open the delegated inbox. They do not need the mailbox owner’s password or two-step verification code. This avoids several people signing in as one person from different locations.
Delegation is not read-only sharing of one message. It applies to managing the mailbox. A delegate cannot use every Google Account or integrated Gmail feature; for example, Google’s guide excludes password changes and Chat through ordinary delegated access.
Choose delegation only for a mailbox task
For a work or school account, the organization must permit delegation and the eligible delegate must be within the organization. An alias is not a separate Google Account and cannot itself have delegates.
If the team needs a common queue with assignment and resolution tracking, compare a Google Group collaborative inbox. If one person simply needs another receiving address, an alias may be appropriate. Do not choose password sharing because these distinctions take time to establish.
Keep ownership and removal clear
Record who has access, why, and when it should end. Use the supported invitation or administrator-managed process and verify the delegate’s identity through an established channel. Review the displayed sender information policy before they send on the owner’s behalf.
Remove delegation when duties change; do not assume an expired password alone revokes every delegated session. Google’s guide specifically distinguishes delegated access from the owner’s ordinary password state. Keep recovery methods and administrator accounts assigned to their proper owners. If an unfamiliar delegate appears, investigate promptly with the organization or account owner rather than treating it as a harmless contact entry.
Browse Gmail & Google Account help
References
- Delegate & collaborate on email
- Delegate a user’s email address | User management | Google Workspace Help
- Avoid sharing an account among users | User management | Google Workspace Help
Reviewed against the linked product guidance, standards, and identified vendor or public-authority guidance on October 29, 2026. Available options and screen labels can vary by account, device, region, and organization policy.