How to manage delegates for a generic email account

• VCU's Google Workspace for Education Domain for all Faculty, Staff, and Students
• Desktop PC

 TIP: These steps must be followed on a Desktop web browser. It is highly recommended you follow these steps in an incognito or private browsing window. 

Adding delegates

1. Open a private browsing window or incognito window in your preferred web browser.
   • Private Browsing (Firefox)
   • Browse in private with Incognito mode (Chrome/Chromium)
   • Browse InPrivate (Edge)
   • Browse privately (Safari)
2. In the private browsing window, open https://mail.google.com/a/vcu.edu.
3. When prompted to sign in, enter the generic account's eID and password. Complete 2-Factor Authentication if prompted.
   • Do not include the "@vcu.edu" in the eID field. 
4. From the Gmail page, select the Settings gear icon, then select "See all settings"
   
5. In Gmail Settings, select the "Accounts" tab, then in the "Grant access to your account:" section, select "Add another account."
   
6. In the pop-up window, enter the person's email address who you want to delegate email access to, then select "Next Step »"
   
   
   •  TIP: Only @vcu.edu accounts can be added as delegates to @vcu.edu accounts.
7.  Select "Send email to grant access." This will send a confirmation email to the delegate that they must accept to be able to see the account.
   

Removing delegates

1. Open a private browsing window or incognito window in your preferred web browser.
   • Private Browsing (Firefox)
   • Browse in private with Incognito mode (Chrome/Chromium)
   • Browse InPrivate (Edge)
   • Browse privately (Safari)
2. In the private browsing window, open https://mail.google.com/a/vcu.edu.
3. When prompted to sign in, enter the generic account's eID and password. Complete 2-Factor Authentication if prompted.
   • Do not include the "@vcu.edu" in the eID field. 
4. From the Gmail page, select the Settings gear icon, then select "See all settings"
   
5. In Gmail Settings, select the "Accounts" tab, locate the "Grant access to your account:" section, locate the individual you want to remove delegated access for, then select "delete".
   
6. In the pop-up, confirm removal of the delegate by clicking "OK".
   

• Screenshot of email the delegate will receive requesting approval or rejection of delegated access:
  
• Screenshot of additional confirmation page delegate will see after clicking the "accept this request" link in the email:
  
• Screenshot of account switcher in Gmail where delegate can find the account they have been delegated to:
  
  
  •  TIP: Delegated accounts will only appear in the account switcher in Gmail, and only if you are not already accessing a delegated account. They will not appear while in other Google services.