Managing a Co-Worker’s Email

There is no delegation in Google email. Please note that while Outlook can be configured to work with Gmail, not all functions will continue to work as they did with MS Exchange.
However, in Gmail you can:

  • Send new messages in behalf of someone.
  • Respond to messages in behalf of someone if their email is forwarded to you.

Step 1: Set up access to email

Before you can manage your co-worker's email, you must first gain access to the email account by adding your co-worker’s email address as your own. By doing this, you will be able to send email in their behalf.

  1. Log into your  Google Apps Mail account.
  2. In your Mail window, click Settings in the upper-right corner of the page.
    Open Settings
  3. Click the Accounts tab.
  4. Under Send mail as, click Add another email address as your own.
    Add another email address
  5. Your name will default into the Name field. Add “in behalf of <co-worker’s name>” and you can add their title if you wish.
  6. In the Email address field, enter your co-worker’s email address.
    Add the emailid
  7. You can have email responses that you send in behalf of your co-worker to go to you or your co-worker.
    • If your co-worker wants to receive the responses, click Next Step.
    • If you will be receiving the responses, click Specify a different “ reply to” address and enter your email address in the Reply-to addressfield. Click Next Step. 
    Add reply to address
  8. Click Next Step In the confirmation message box, click Grant Access.
    • The Verify your email address window will appear. Click Send Verification.
      An email address verification will be sent to your co-worker.
    Verify email address
  9. The Confirm verification and add your email address window appears.
    Enter the code
  10. Close this window.
  11. Ask your co-worker to click on the link in the email they received to confirm that you can send email in their name.
    Verification by your coworker

You now have access to send mail in your Co-worker’s behalf.

After you set up access to your co-worker's email account, you can send email in your co-worker’s behalf.

  • Log in to your Google Apps Mail account and click Compose Mail.
  • At the end of the From field, click the drop down and choose your co-worker’s name.

Select other option in "FROM"
If your co-worker is forwarding their mail to you, you can reply to their email in their behalf in the same way.

In order to get copies of your co-worker’s email, they must forward copies of their email to you. Your co-worker must do the following in their email account:

  1. Sign in to Gmail.
  2. Click Settings.
  3. Go to the Forwarding and POP/IMAP tab.
  4. In the Forwarding area, your co-worker should click Forward a copy of incoming mail to and enter your email address.
  5. In order for your co-worker to retain all copies of the emails, “Keep California State University East Bay mail’s copy in the Inbox” must be selected from the drop-down menu.
  6. Click Save Changes.

Your co-worker can set up filters to forward you messages that meet specific criteria. As the recipient of your co-worker’s emails, you can create a filter for their incoming mail. You can create a filter by clicking Create a filter next to the Search the Web button at the top of the page.

Forwarding the email

Email that is forwarded to you from your co-worker’s account will be identified as such.
example of how it looks like
After opening the email, you can reply in behalf of your co-worker by:

  1. Click Reply.
  2. Click Change next to your name in the reply line. Click Change
  3. Click the drop down and select the address that shows you sending mail in behalf of your co-worker.
    Change the address