How to grant access to Gmail without saying the password: delegation function

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Marie-Ange Demory

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How to grant access to Gmail without a password. Sharing your email password with someone is a great test of trust. And if you're one of those people who use the same password for everything, even if you know you shouldn't, that's a great way to not reveal it.

With Gmail's delegation feature, you can grant someone access to your account without revealing your password.  You can add up to 10 delegates with a regular account and up to 25 with a school or account business.

Delegates can read, send and delete messages in your Gmail account. They can also manage your Gmail contacts. They can't change any Gmail settings, including your password, and they won't be able to chat with anyone on your behalf.

This is a great feature for granting access to assistants who need to manage your email or for creating a customer service email that is used by multiple people.

How to add delegates in Gmail

Log in to Gmail from your browser on your computer or smartphone, press the gear icon at the top right and follow the steps below.

  1. Go to Settings > Account and import .
  2. In  Grant access to your account: ,  click  Add another account .
  3. Choose whether messages from delegates are marked as read or not.
  4. When prompted, enter the email address of the person you wish to grant access to your account, then confirm that you wish to share access.

The delegate will receive an email with a link to click within seven days of receiving the email, otherwise the delegation will expire. You will know when someone has accepted your request by returning to the section Account and import and you will see if you have accepted or not next to the email address.

Once the delegation is accepted it will take approximately 30 minutes for the delegate to view and send emails on your behalf.

How to remove the delegate in Gmail

If you decide you no longer want a delegate to have access to your Gmail account, do the following:

  1. Go to Settings > Account and import .
  2. In Grant access to your account , click your  Delete  next to the email account to be removed.
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