Access Delegated Gmail Account

Overview

The simplest means to access email accounts that you've been granted delegated access to is through the G Suite web interface.

Important
  • Delegated Gmail accounts must be accessed in Gmail through a web browser. These accounts cannot be accessed through third-party apps such as the Outlook app.
  • After UAA IT Services has granted a user access to a delegated email, it may take up to 4 hours before they can access the delegated email due to Google Gmail Sync.

In this article:

 

What materials do I need?

  • Active in the UA System (employees with an active job status)
  • UA username and current UA password.
    • If you forgot your UA username or password, please visit the ME.UAA account recovery website.
  • Internet access
  • Web browser (i.e. Mozilla Firefox, Google Chrome, Apple Safari, etc)
  • Desktop or laptop computer

 

How do I use this technology?

  1. Log in to your Google Workspace @ UA account by going to alaska.edu/google.
  2. In the upper right corner, click your initial icon or profile picture.
  3. From the drop-down menu that appears, you will see a list of all the accounts you've been delegated access to. Click on the desired account.

    Gmail Selecting Delegated Accounts
     
  4. A new tab will appear, showing the mailbox of the selected account.

 

Is there any additional information I should know about?

Shared Google Calendar

If the sponsors of the departmental email initially requested a shared calendar, it can be accessed through your UA account’s Google Calendar, not directly via the departmental email account. After UAA IT Services has granted a user access to a delegated email, it may take up to 4 hours before the calendar becomes available due to Google Gmail Sync.

After some time, new delegates will receive a notification email similar to the one shown below:

Shared Calendar Email Notification

To further confirm your access and permissions to the departmental email calendar:

  1. Log in to your Google Workspace @ UA account by going to alaska.edu/google.
  2. In the upper right corner, click the grid of 9 dots.
  3. From the drop-down menu that appears, you will see a list of some of the Google Workspace apps. Click on Calendar.
  4. In the upper right corner, click the gear icon.
  5. From the drop-down menu that appears, click on Settings.
  6. On the left-hand side, under the Settings for other calendars section, you should see the name of the departmental email. Click on it.
  7. Your screen should look similar to the one shown below:
    :Google Calendar Settings

 

Need additional help or have issues

To request access to a departmental email, the Primary or Secondary sponsor can open a request using the New or Change to Departmental Email form. Requests generate a Ticket which will be worked in order received and urgency by UAA Employees with the knowledge and permissions to assist with the request.

For other departmental email support, requests may be submitted anytime using the appropriate Help with Issue Sending or Receiving Email form.

For immediate assistance, please review the Contact Us page for the appropriate support group. 

Print Article