Since more and more people are working from the net and rarely even meet physically in offices to share their work, utilizing your email has become really crucial and critical. What this has brought on is the requirement to delegate without really sharing passwords on accounts. Gmail has included a features that gives you the ability to do this. Currently, you now grant access simply to a Gmail address. This makes it easy for you to delegate work to your colleagues or employees. If you are thinking about how to do that, just follow the procedure below.
(1) Sign into your Gmail account. Afterwards, click the gear icon on the upper right portion of the web page. Left click on the hyperlink, “Settings” that shows up from the drop down menu.
(2) In the web page that shows up, click the “Accounts and Import” tab located on the menu that is horizontal situated on the upper portion of the window.
(3) As soon as you are on the tab, “Accounts and Import”, proceed to the section, “Grant access to your account”.
(4) When you are on that section, choose whether to leave as unread or mark as read any kind of email that was opened by the email address wherein you want to grant access to.
(5) Also in the similar section, click the link “Add another account”.
(6) A pop up window will show when you need to plug in the email address you need to grant access to. Afterwards, click the button, “Next Step”.
(7) On the subsequent web page, you will be asked whether you are sure if you would like to give access to the email address. If yes, click the button, “Send email to grant access”. This will send an email to the email address wherein you would want to give access to. The email owner you are granting access to can either reject or accept the access that has been granted. Finished!
There is a note you should remember, however. Every Gmail account was created and meant for utilization by just one user. If there are multiple users that access the same account frequently from different areas, you may probably reach a Gmail threshold that could result in service degradation or lock down your Gmail account temporarily.
Also remember that other messages that someone else send from your email will have your name listed, including the other person’s name. Gmail will show the sender as: “Your Name (sent by Delegate)”.
If someone gave you access to their Gmail account, you can get access to it by clicking on your email address or picture on the upper right portion. Select the email address of your delegate. The limit of this is that a delegate can access only until 10 accounts. You can access until 512 accounts if you are a Google Apps for Business, Education, and Government customer.
So you can use delegation both account should have been verified and enabled and neither account should need a password change for the next sign in. If that is the case, the setup will error out and fail.
Google Apps users can give access to any other users from their Admin console in their organizations. Just domains that have been skipped or completed the record setup for MX can be utilized when giving access from another domain.
In the instance that you no longer want to delegate access to your account, just click the gear on the upper right portion of the web site, choose Settings, click on the tab, “Accounts and Import” and for the section, “Grant access to your account”, click the delete for any account you would like to take out.
If in the instance you feel that the delegation was included without your permission, change your password as soon as possible.
There are some other things to consider when working on delegating Gmail access. First, make sure that whomever you are delegating to will be a responsible user of the account and will not use it for nefarious reasons. Second, you have to guarantee that there is no sensitive information that can be found in this shared Gmail access. Third, we suggest that you purely make your account a professional one. Do not overlap your personal and business life, at least in terms of delegating Gmail access. Fourth, remember to always check if your account is being compromised outside of the persons you have delegated Gmail access to. The last thing you need is for one of the delegates to share your sensitive and private information. As most of us say, better be safe than sorry!