Business Email Management – How to Setup Gmail Delegation

Want to know how to set up Gmail Delegation for your medium-sized business? In Gmail, delegated accounts are similar to shared inboxes, which means that you enjoy the following benefits when you delegate your Gmail account:


  • Automatically sorting emails with filters (rules)

  • Keeping a record of correspondence by archiving email

  • Tracking the status of email messages using labels

  • Showing or hiding the delegate’s name as the sender

  • Delegates can read, send, and delete your email messages – when they send an email/message, their email address appears.

If you want to know how to setup Gmail delegation, just follow these steps


  1. Open Gmail on your computer

  2. In the top right corner, click Settings and See all settings

  3. Click Accounts and Import

  4. Under Grant access to your account, click Add another account

  5. Enter the email address of the person you want to add. You can add up to 10 delegates. If you’re using Gmail through your work, school, or other organization, you can add up to 1000 delegates within your organization.

  6. Click Next Step and Send an email to grant access. The invitation expires in a week.

Email delegation using Gmail as well as Outlook will help keep your business data secure. For additional security, Onsite Helper highly recommends that you implement the 2-step authentication process. This will further protect your login access. With this setup, you’ll need more than your password to access your email. Google will ask for an additional code provided to you via SMS or phone call. Additionally, you can download the Google Authenticator App and get your code from there. For more on 2-step authentication read this article. If you don’t have the option to set up email delegation in Gmail then it’s likely that you don’t have this feature enabled for your domain. Here are instructions to enable or disable email delegation for your Google Apps users:

  1. login to admin.google.com with a Google Apps account with administrator privileges

  2. Click on Apps

  3. Google Apps

  4. Gmail

  5. Advanced Settings

  6. Lastly, under End User Settings, tick Mail Delegation

A common mistake I found with businesses is that they set up the wrong type of email account. It becomes a nightmare to manage and ends up costing the business dearly. Simply, the email account setup does not achieve its purpose. It is most evident when looking at users of Google Apps and Microsoft Office 365. These platforms charge customers a fee per account. Businesses often purchase more accounts than is necessary and therefore end up paying more than they need to. A way around this, as I have done for many of my clients, is to consolidate the accounts by setting up an account as an alias or group account. The option of this

setup already exists in a standard account so no extra payment is necessary. Google Apps is by far the most popular cloud email solution for businesses with more than 5 million customers. I am definitely a strong advocate of Google Apps. In this article, I will explain the differences in the setup and uses of account email addresses in Google Apps.


User Account

A user account is assigned an email address and its own inbox storage. The account comes with an associated suite of applications including Google Drive/Docs storage, calendar & contacts list, Google+, and Google Hangout. The basic storage capacity of the account is 30 GB of shared email and Drive/Docs data. More storage capacity can be obtained at an additional cost. A Google Vault backup and archive can also be associated with a user account. User accounts are typically for single users. Most businesses will have every employee with their own paid user account. A typical user may look like xyz@thetechmantra.com. Often businesses want a generic email address such as sales@thetechmantra.com or info@, accounts@. However, often this is not necessary and is simply a waste of money. A smarter more cost-effective approach is to create a free email alias or Google Group.


Email Alias


An email alias is a forwarding email address. The email alias is set up as part of your standard account and you are allowed up to 30 email alias per account. It does however not include domain aliases. The beauty of this feature is that if I wanted to reply as John, Google Apps provides this function. The email would actually be sent from adrian@onsitehelper.com but the email address that comes up in the recipient’s email is john@onsitehelper.com.


Groups


Groups provide a convenient way for users to send messages to groups of people with who they are frequently in contact. A group contains the email addresses of its members, so users can send a message to all group members using a single address for the group. The difference between alias and groups is that aliases will only be delivered to one person, while groups are designed to be delivered to many people.

Addon Domains


Addon domains in Google Apps allow you to have an additional domain name in your Google Apps account. It will allow you to assign new email addresses to it or link aliases from an existing domain name email address. This is more ideal than having to create a new Google Apps subscription for each new domain name.

Want to know How to set up Gmail Delegation and more?


If you need help setting up your email to reduce the costs of your medium-sized business, don’t hesitate to contact The Tech Mantra. We are a Google Workspace partner that specializes in helping medium-sized businesses and enterprises.

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