Accounts & trust

Gmail delegation or forwarding: what should another person be able to do?

Choose between managing a mailbox and receiving copies of incoming messages, then check how to end that access.

If someone needs to handle your inbox, forwarding messages and delegating access solve different tasks. Start with the action they need: receiving a copy, or managing mail in the original account.

Match the permission to the task

A Gmail delegate can read, send and delete email in your account. This is broader than permission to inspect one conversation. They use their own account; you do not need to share your password. A delegate cannot change that password, but the mailbox access is still substantial. Their address can appear when they send mail.

Automatic forwarding sends copies of new incoming messages, except spam, to the configured destination. It does not give that recipient delegated control of the original mailbox.

Check the handover and its end

Use Gmail on a computer to review the delegation settings, invitation and accepted access. Work or school accounts may restrict delegation to the organization and require administrator approval. Activation may take time; do not assume the invitation alone completes setup.

Try an approved sample without private information. Confirm who can read or send it, then set a review date. Remove delegation and stop forwarding separately when they are no longer needed; copies already delivered remain in the recipient’s mailbox.

Sources & further reading

  1. Google — Delegate and collaborate on email
  2. Google — Automatically forward Gmail messages

Sources support the technical explanations. Examples and suggested checks are editorial guidance.