Google: Add or Remove Email Delegation

Environment

U-M Google, Gmail, email delegation, Shared Accounts

Issue

How do I add or remove delegates to my Google account (Shared or individual) to allow them to access my Gmail without giving them the password?

Resolution

• Account delegates can read, send, and delete your email messages on your behalf. They can’t use Google Chat to converse with anyone for you or change your password. When they send an email, their email address appears alongside your account's address. (E.g., "From: example@umich.edu (via johndoe@umich.edu)")
• Email delegation is most commonly used for U-M Google Shared Accounts (in lieu of adding additional owners to the account).
• Account owners are the only individuals who can add/remove delegates from their accounts.
• As a Google Workspace for Education domain:
  • You can add up to 1000 delegates at U-M.
  • 40 delegates can access a Gmail account at the same time.

Add an account delegate

To add an account delegate:

1. Log in to your U-M Google account or Shared Account via U-M Weblogin.
   • You must log in via the web, as adding/removing delegates from the Gmail mobile app isn't possible.
2. Click the gear icon and click See all settings.
3. Click the Accounts tab at the top.
4. Click Add another account beside "Grant access to your account."
5. Google may ask you to verify you are the person trying to grant delegated access to Gmail. Follow the instructions presented in the pop-up that appears.
   • Most commonly, it will prompt you to verify a code using your mobile device and the Gmail or Google mobile app. (Device notification may say, "Review Request for Gmail: Are you trying to grant delegated access in Gmail?")
   • If you are unable to verify, please contact the ITS Service Center for assistance.
6. Return to the pop-up after verification (if applicable) and enter the email address to which you'd like to grant access in the field provided.
   • Only UMICH email addresses are allowed to become delegates. You cannot add external (non-UM) accounts, as they will be denied delegation access.
7. Click Next Step.
8. Click Send email to grant access to confirm.
9. Ask the individual you added as a delegate to open the email from Google, click the first link to accept access, and click Confirm on the new page that opens.
   • The email subject line will be "[NAME] has granted you access to their University of Michigan account -- accept or deny?"
   • The invitation email expires after a week. If they haven't accepted in time, you will need to repeat these steps.

It may take up to 24 hours for the delegation to take effect and appear as a delegated account under their account manager. However, it usually takes a few minutes. (Refer to the screenshot attached to this article to view where the new delegate would find your account moving forward.)

Remove an account delegate

To remove an account delegate:

1. Click the gear icon and click See all settings.
2. Click the Accounts tab at the top.
3. Click Delete next to the account you want to remove beside "Grant access to your account."

Additional Information

Need additional information or assistance? Contact the ITS Service Center.