Delegating Access to Google Shared Mailboxes

Audience: Faculty and Staff

This KB Article References: Google Mail
This Information is Intended for: Faculty, Staff
Last Updated: May 24, 2023
Average Rating: Not Rated
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Who can give others access

As a Shared Mailbox Administrator, you can delegate access to a Google Shared Mailbox (only Shared Mailbox admins can give others access to a shared mailbox; delegates cannot give others access).

When you do so, you're giving yourself and/or another Stony Brook Google Account holder access to read, write, reply to, forward, and organize mail in the shared mailbox. A shared mailbox can have up to 25 delegates (up to 40 starting January, 2021).

Important! Shared mailbox administrators have to delegate access to themselves, too, or they will not be able to access the shared mailbox.

Delegate access to yourself and/or others

  1. Go to the following URL:
  2. Log in with your NetID and NetID password
    Shared Mailbox Administration Login screenshot
  3. Under "Mailbox Name" click the link associated with the shared mailbox that you would like to delegate access for.
    If you see the message “Sorry. You are not currently designated as an Administrator of any Shared Mailboxes at this time,” you are not the administrator for any shared mailboxes. Contact Customer Engagement and Support for more information. 
    Screenshot of Administering Shared Mailbox
  4. To add yourself to the mailbox, click the "Add Myself as a Delegate" button.
  5. To add someone else, type in the Google-Login Name for the user, which is the first part of their email address, typically firstname.lastname. Do not include the part of their email address.
    Note that some users may have a unique Google login name (e.g. firstname.middleinitial.lastname or firstname.lastname.1). You can look this up in the Campus Directory found in Google Contacts.
  6. By 24 hours after the account is delegated, you will be able to access it
    screenshot of shared mailbox delegation procedure 

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