Google allows for the delegation of email accounts between users. This will allow a user access to another user s inbox and enable the user to send mail as them. The following steps explain how to configure delegation. 1. You will need to sign into your email through the web interface. This can be done by going to mail.agencywebaddress.tld (ie. mail.communityservicepartners.org) and entering your email username and password. 2. Once logged into the Google Apps interface, you will need to click the gear and go to the settings page. w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 1
3. On the settings page, you will need to go to the accounts tab. 4. In the section labeled Grant access to your account: click Add another account. This will open a new window where you will enter the email address of the person to which you wish to delegate your account and click the Next Step button. w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 2
5. The next page gives you a chance to review and confirm your delegation. Click the Send email to grant access button to proceed. 6. The next page confirms that delegation access has been granted, and informs you that it will be active once the user accepts the delegation. w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 3
7. After confirming the delegation, the user your account is delegated to will be listed in the Grant access to your account section of the Account Settings page. Here you can remove the access by clicking delete. 8. The user to which you are delegating your account will receive an email informing them of the access. To finish the process, the user must click the link accepting the request. 9. After accepting the request, the user receives a confirmation that the delegation is accepted, and informs the user that it can take up to a half hour to complete the process. w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 4
10. After the process is completed (which may take up to a half hour), the delegated mail box can be accessed from the web interface by clicking the email address at the top right to receive the account dropdown, under which the delegated mailbox can be clicked. 11. After clicking on the delegated account, a new window is opened with the mailbox. w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 5
12. If you would like to use a delegated account within Outlook, this can be done by going to Start -> All Programs -> Add account for delegation. 13. In the Add account for Delegation to Google Apps Sync window, enter the email address to be delegated and click OK. w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 6
14. When you open Outlook, you will notice that on the left hand side of the window, it will list the newly delegated mail box underneath the current users. Here is an expanded view with the delegated mailbox highlighted. w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 7
15. To configure sending from the newly delegated address, open a new email and click on the Options tab. Then click on the From button in the Show Fields category. 16. Click the From drop down above the To text box, and select Other E-mail Address w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 8
17. In the Send From Other E-mail Address dialog box, enter the delegated email address and click OK. 18. When sending email, click the From drop down and select the email address from which you wish to send. w w w. c o m m u n i t y s e r v i c e p a r t n e r s. o r g Page 9