Gmail delegation lets you give someone else, such as an assistant, access to your Gmail account so they can read, send and delete emails for you without knowing your password. You add a delegate from Gmail settings on a computer, and in a Google Workspace organisation an admin has to switch delegation on first, as of October 2026.
The thing to understand before you hand over your inbox is what a delegate's emails look like. When a delegate sends from your account, their email address appears on the message, so recipients can see it wasn't you typing. In Workspace, admins choose whether messages show both the account owner and the delegate, or the owner only. A delegate also can't chat with anyone as you or change your password.
What a Gmail delegate can and can't do
Google is clear that delegation is for managing email only. For security and privacy, features that touch non-email services or sensitive account settings are switched off for delegates. On a computer, that includes:
- Google Account settings
- Adding attachments to Drive, photos and videos from Google Photos, or emails to Tasks
- Chat in Gmail, Meet in Gmail and emoji reactions
- Gemini in Gmail, Smart Compose and Smart Reply
- Autocomplete, autocorrect and spelling and grammar checks
- Client-side encryption
In the Gmail app for Android, iPhone and iPad, delegates also lose background sync, conversation summaries, custom emojis, dynamic email, notification settings, nudges, image settings and smart feature settings. If your assistant works mostly from a phone, that list is worth reading before you decide.
Gmail delegation limits
These are the numbers Google publishes as of October 2026.
| Limit | What Google says |
|---|---|
| Delegates on a personal @gmail.com account | Up to 10 |
| Delegates on a work or school account | Up to 1,000 unique delegates, with a Google group counting as one |
| Delegates using one account at the same time | 40 with typical use, fewer with heavy use, APIs or browser extensions |
| Invitation | Expires after a week if not accepted |
| Time before a new delegate can use the account | Up to 24 hours |
| Sending limits | Not increased; the account keeps the standard Gmail limits |
That last row catches teams out. Several people sending from one shared inbox are still working within one account's limits, so if you send a lot, check Gmail's sending limits before you put three people on it.
You also can't add delegates to an alternate address or alias, because an alias isn't a Google Account. If what you need is to send from another address you own, that's the send-as setting, which I cover in my guide to Gmail aliases.
How to add a delegate in Gmail
Google asks you to verify your identity first, to confirm you requested the change. Then:
- On your computer, open Gmail. You can't add delegates from the Gmail app.
- Click Settings, then See all settings.
- Open the Accounts and Import tab, or Accounts in Workspace.
- In the Grant access to your account section, click Add another account.
- Enter the email address of the person you want to add.
- Click Next Step, then Send email to grant access.
To remove a delegate, go back to the Accounts and Import tab and click Delete next to their account in the same section. It's worth doing the day someone leaves or changes role.
Opening an inbox you've been given access to
If you're the assistant, look for an invitation email with the subject line saying the owner has granted you access to their Gmail account, open it and click the confirmation link. You've got a week before it expires. After that, sign in to your own Gmail on a computer, click your profile picture at the top right and choose the account marked Delegated. The owner's inbox opens in a new tab, and the email address at the top tells you which account you're in. To go back to your own, close that tab or pick your address in the same menu.
Google's tip is not to bookmark the delegated inbox, because the access link can change. Use the account switcher instead, and you'll always land in the right place.
The admin switch in Google Workspace
In a Workspace organisation, users can only delegate to another user in the same organisation, whatever their domain or organisational unit. The admin decides who's allowed. You can let everyone delegate, or only certain departments, and you can let users add a Google group, such as a sales team, as a delegate so everyone shares one inbox. For the group option to work, it has to be enabled for the delegated account's organisational unit and for every group member's organisational unit.
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- In the Google Admin console, go to Apps, Google Workspace, Gmail, User settings. You'll need the Gmail Settings administrator privilege.
- Optionally pick an organisational unit to apply it to one team.
- Click Mail delegation and tick Let users delegate access to their mailbox to other users in the domain.
- Choose the default sender information: the owner and the delegate, or the owner only. You can let users customise this.
- Optionally tick the box to let users grant mailbox access to a Google group, then click Save.
Changes can take up to 24 hours. If you later turn delegation off, every delegation relationship in your organisation is switched off but not deleted, and turning it back on makes all the old ones active again immediately. That's useful, but it means switching off isn't the same as cleaning up. If you're still choosing a plan for the team, here's a plain breakdown of Google Workspace plans.
When something goes wrong with delegation
Google's help centre lists the common problems: a delegate you didn't add showing on your account, not being able to add a delegate, getting locked out after adding one, a broken bookmark and a delegate who can't get in. Before digging into any of them, run through the basics from this page. Check the invitation was accepted within a week, allow up to 24 hours, confirm the admin switch is on for that person's organisational unit, and use the account switcher rather than an old bookmark. If there's a delegate you don't recognise, remove them from the Accounts and Import tab straight away.
My verdict on Gmail delegation
I'd use Gmail delegation if you want an assistant to triage and reply to your email without you sharing a password, because you can remove them in two clicks. I'd skip it if they need your Drive, Calendar or Gemini too, since delegation deliberately stops at email.
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Frequently asked questions
What can a Gmail delegate do?
A delegate can read, send and delete emails in your account for you. They can't chat with anyone or change your password.
How many delegates can I add in Gmail?
Up to 10 on a personal @gmail.com account and up to 1,000 on a work or school account. With typical use, 40 delegates can access an account at the same time.
Can I add a delegate from the Gmail app?
No. You can't add delegates from the Gmail app, so use Gmail on a computer.
How long does a Gmail delegate invitation last?
The invitation expires after a week, and it can take up to 24 hours before a delegate can use your account.
Can Workspace users delegate to people outside the organisation?
No. Users can only delegate access to another user in the same organisation, regardless of their domain or organisational unit.
