What is Delegated Access (Authority)?
Delegated access can grant another person access to your email inbox to send and receive messages as needed, without having to know the account's password. This is especially helpful for departmental email accounts (msu.####@murraystate.edu accounts) where multiple people may check and send email from that account.
Multiple people can be set up with delegated access to an account. Just follow the instructions below for each individual account that needs access.
Article Contents:
Setting up Delegated Access
From the departmental email account
- Log in to the RacerMail account you wish to grant access to.
- Click on cog/gear icon in the upper right area of RacerMail. This will bring up a "Quick settings" menu.
- Click "See all settings."
- Click on the "Accounts" tab near the top.
- Scroll down to "Grant access to your account."
- Click on "Add another account."
- Enter the email address of the person whom you wish to have access to this account. Click Next Step.
- Read the information on the screen and if you okay with this, click "Send email to grant access."
From the individual's email account
- Have the other person check their email account. They should have a message from "Murray State University Team" with the subject "#### has granted you access to their Murray State University account."
- Have the person click on the "To accept this request" link.
- On the next page, have the person click on "Confirm."
- Please note that on the "Confirmation Success!" screen, Google says it may take up to 30 minutes for the verification to complete.
Additional Settings
After you have set up delegated access, be sure to look at the other settings in the "Grant access to your account" area.
Mark as read - This option determines what happens to an email after it has been opened during delegated access.
Sender information - This option determines what the receiver sees when opening the email you send from the delegated account.
The above options are recommended in most cases.
Using Delegated Access
Once delegated access has been set up, the individual can log into their RacerMail account as normal. Once successfully signed in, click on the "RacerMail" logo in the upper right corner of the screen. The departmental email address will be displayed in the list of accounts, and will have Delegated next to it. Click on that account. That account will open in a new window (or tab).
The individual can now read and send email on behalf of the departmental account.
Limitations of Google Delegated Access
Enabling delegated access on an account allows another person to view your inbox, send and reply to emails on your behalf, manage your contacts, delete emails, and change a limited number of settings.
Delegated access will NOT grant another person access to your Google Calendar or Google Drive, access to change your password, or access to send and receive chat messages.
Removing Delegated Access
To remove a user from having Delegated Access to an account:
- Log in to the RacerMail account you wish to remove access from.
- Click on cog/gear icon in the upper right area of RacerMail. This will bring up a "Quick settings" menu.
- Click "See all settings."
- Click on the "Accounts" tab near the top.
- Scroll down to "Grant access to your account."
- Find the email address of the user that needs to be removed.
- Click 'delete'.
- A box will pop up to confirm this change. Click 'Ok'.
Additional Instructions
Google has also provided additional information in their "Delegate access to your mail" article. For additional help not provided here, please contact the Service Desk by submitting a Departmental Email Account Support ticket, calling the Service Desk at 270-809-2346 or by email at msu.servicedesk@murraystate.edu.