Email Delegation

Email delegation allows you to securely provide others access to your Oakland University (OU) email without the need to share credentials. Individuals with delegated access can read, send, and delete emails on your behalf using  their own account. Delegates can access and manage your inbox, see your emails, and manage labels. However, they cannot access your Google Calendar, Drive, or change other  account settings.

The benefits of email delegation are:

  • Secure and seamless access to multiple email accounts

  • Adherence to Policy 890 as passwords do not need to be shared
    Shared account passwords can be shared securely via 1Password with approved users that need access.

Who is Eligible?

This guide is designed for Oakland University (OU) faculty, staff, and students to ensure proper management of Gmail accounts through the delegation feature.

Overview

Shared Account vs Delegation

Use a Shared Account when:

  • Several people need full access to the same mailbox (like support@company.com).

  • The mailbox is for a role or team, not an individual.

  • You need separate login credentials for compliance or automation.

Use Delegation when:

  • One person owns the mailbox, and others just need temporary or limited access.

  • The mailbox is personal, not shared.

  • You need specific permissions (read-only, send on behalf, etc.).

Why Delegate? (Policy & Security)

According to OU Policy #890 (Use of University Information Technology Resources) and Policy #860 (Information Security):

  • No Password Sharing: Passwords must be kept private and never shared with others

  • Accountability: Accounts and NetIDs are assigned to individuals. When you share a password, you become responsible for any actions taken by others while they are logged into your account.

  • Security & Convenience:  Delegation allows you to grant others (delegates) permission to read, send, and delete emails on your behalf without the need to use your credentials and perform multi-factor authentication (MFA). 

How to Set Up a Gmail Delegate

You can add up to 1,000 delegates (more information can be found on Google support).

  1. Open Gmail: Log in to your OU email at webmail.oakland.edu.

  2. Settings: In the top right, click the Settings (gear icon) > See all settings.

  3. Accounts Tab: Click the Accounts tab.

  4. Grant Access: In the "Grant access to your account" section, click Add another account.

  5. Enter Email: Type the @oakland.edu email address of the person you want to add.

  6. Confirm: Click Next Step > Send email to grant access.

  7. Verification: The delegate will receive an email invitation. They must click the confirmation link within 7 days for the access to become active.

    • Note: It may take up to 24 hours for the delegation to take effect after they accept.

How to Remove a Delegate

  1. Open Gmail: Log in to your OU email at webmail.oakland.edu.

  2. Settings: In the top right, click the Settings (gear icon) > See all settings.

  3. Accounts Tab: Click the Accounts tab.

  4. Remove Access: In the "Grant access to your account" section, click Delete next to the account you want to remove.

How to Access a Delegated Account

If someone has granted you access to their account:

Accept the invitation

  1. Open Gmail: Log in to your OU email at webmail.oakland.edu.

  2. Check your inbox for an invitation email with the subject line: "[Owner's name] has granted you access to their Gmail account."

  3. Open the email.

  4. Click the confirmation link.

Open the delegated inbox

  1. Open your OU email at webmail.oakland.edu.

  2. Click your Profile Picture/Initial in the top right corner.

  3. Select the account labeled (delegated).

  4. A new window will open showing that user’s inbox.

Dos and Don'ts at Oakland University

DO:

  • Use Delegation for Shared Needs: Use this for administrative assistants, student workers, or departmental "info" accounts.

  • Review Access Regularly: Check your "Grant access to your account" settings once a semester and remove any delegates who no longer need access (e.g., graduated student employees).

  • Report Suspicious Activity: If you see an unknown delegate on your account, change your NetID password immediately at netid.oakland.edu and contact the OU Technology Center.

DON'T:

  • NEVER Share Your NetID Password: Sharing your password gives the other person access to your SAIL account (grades, payroll, W-2s), Moodle, and personal data.

  • Don't Share Duo Prompts: Never approve a Duo push you didn't personally initiate. If a "shared" account requires Duo, each user should register their own device rather than sharing a single login.

  • Don't Delegate to External Users: You can only delegate access to other oakland.edu accounts.

Frequently Asked Questions

  • Can my delegate see my password? No. They log in with their own NetID and Duo.

  • What can a delegate see? They can read, send, and delete messages. They cannot change your account settings, chat with others as you, or change your password.

  • What does a sent email look like? When a delegate sends an email, it will show as: "Your Name (sent by Delegate Name)."

Additional Support

  • OU Technology Center
  • 44 Oakland Center
  • Rochester, MI 48309-4479
  • (248) 370-4357
  • Office Hours: M-F 8:00am - 5:00pm

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