Delegated Email

Delegated email is where you give another staff member access to your own personal email account so they can read, send and delete messages on your behalf. This is typically used by a Head of School, College or Office Manager.

The staff member delegated to your email account cannot change your account settings or your password. You can remove delegated email access at any time.

 

 

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Setting Up Delegated Email (1:28)

Find out how to set up delegated email in your Gmail settings


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Use delegated email when you want another staff member to have access to your email account to read, send and delete messages on your behalf.

Delegates can...

  • Send or reply to emails that were sent to you. When a delegate an email it can come from either 1. from school.address@ucd.ie sent by john.smith@ucd.ie OR 2. simply sent by school.address@ucd.ie depending on how you adjust the settings
  • Read messages sent to you
  • Delete messages sent to you

Delegates cannot...

  • Chat with anyone for you
  • Change your Gmail password

Go to this Google Support page for the following:


Add a Delegate to your email account

Each Gmail account can have up to 1000 users assigned as delegates. With typical use, 40 delegated users can access a Gmail account at the same time. Higher than average use by one or more delegates might reduce this number.

On your computer, open Gmail. You can't add delegates from the Gmail app.

  • In the top right, click Settings (the wheel symbol) and then 'See all settings'.
  • Click the Accounts tab.
  • In the "Grant access to your account" section, click Add another account. You will only be able to delegate to those with email addresses ending @ucd.ie. Email addresses ending in @ucdconnect.ie or other non ucd.ie addresses cannot be delegated to.
  • Enter the email address of the person you want to add. 
  • Click Next Step and then Send email to grant access.
    The person you added will get an email asking them to confirm. It may take up to 24 hours for you to see them as a delegate after they confirm. Note: The invitation expires after a week.

Note: It is only possible to delegate to @ucd.ie email addresses.

Remove a Delegate from your email account

  • On your computer, open Gmail. You can't set up delegates from the Gmail app.
  • In the top right, click Settings Settings and then See all settings.
  • Click the Accounts and Import tab.
  • In the "Grant access to your account" section, click Delete next to the account you want to remove.

Delegates will then need to be added to the account's Calendar and Drive:

  • Add Colleague to Calendar:
    On your computer, open Google Calendar. ...
    On the left, find the “My calendars" section. ...
    Hover over the calendar you want to share, click the 3 dot more...
    Click 'Settings and sharing'..
    Scroll down to 'Share with specific people
    Click '+ Add people'..
    Add the person or Google group email address. ...
    Click Send.
    The recipient will need to click the emailed link to add the calendar to their list.
  • Add Colleague to Drive
    On your computer, go to drive.google.com.
    Right click the folder you want to share.
    Click Share .
    Type the email address or Google Group you want to share with.
    To choose how a person can use the folder, click the Down arrow to choose Editor, Commenter or Viewer
    You can add a note if you wish to those being added. If you don't need to notify them un-tick 'Notify people'
    Click Send

Go to this Google Support page for the following:

  • There's a delegate on my account that I didn't add
  • I have a delegate, and got locked out of my account
  • The bookmark to access your delegated account is no longer valid
    • To access a delegated account, you can use the account switcher to switch between your account and other delegated accounts that you have access to.
      For best results, delete any saved bookmarks.
  • A delegate I added can't access my account
    • If a delegate can't access your account and gets an error instead, check if your delegated account is set to "Require user to change password at next sign-in."
      1. Before delegates can access your account, you need to log in and reset your password.
      2. Make sure your account has "Require user to change password at next sign-in" disabled.

      Note: It can take some time, usually up to an hour, before delegates can access your account.

      If you can't access a delegated account using a Google Workspace domain, learn how to turn mail delegation on or off.

Formal Data Protection agreement between UCD and Google means you need have no concerns about privacy or the security of your work or private notes. Some other 3rd party applications will not have gone through a formal security review so do not come with the same level of reassurance.
Visit our Top Security Tips webpage to learn how to stay cybersafe while working remotely.