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: February 27, 2024
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Coming soon, delegate and manage access to shared mailboxes through Google Groups (see below for more information).

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 40 delegates simul

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: https://adam.cc.sunysb.edu/delegate.html
  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 @stonybrook.edu 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 

Delegate Shared Mailbox with a Google Group

Coming soon: Each shared mailbox has a Google Group as a member, and shared mailbox administrators are managers in the Google Group. To manage access to the Shared mailbox, mailbox administrators add delegates as members to the Google Group (or add another shared mailbox administrator by adding someone to the Google Group and making them a manager).

When you add members, you're giving that person access to read, write, reply to, forward, and organize mail in the shared mailbox. A shared mailbox can have up to 40 delegates simultaneously accessing the mailbox.

Mailbox/Group naming pattern

Each mailbox's Google Group name follows this pattern:

  • Shared Mailbox name: mailbox_name
  • Google Group name: accgrp_mailbox_name

Add a member/delegate to the mailbox

As a manager of a Shared Mailbox, add members/delegates or other administrators in Google Groups:

  1. Make a note of my Shared Mailbox name (e.g., DoIT_mailbox)
  2. Go to groups.google.com and sign in with my @stonybrook.edu email address
  3. On the left, click My groups, find the group with the same name as my shared mailbox with accgrp_ as a prefix (e.g., accgrp_DoIT_mailbox)
  4. Select the group name to view its options
    Tip: use the search bar at the top to search in My groups for accgrp
  5. Once viewing the group, on the left click People and then click Add members
  6. For Group members, start typing the name/email address of the first person you'd like to add as a member and select the correct person when suggested (or paste in a comma-separated list of email addresses*)
  7. For Group managers, start typing the name/email address of the first person you'd like to add as an administrator/manager and select the correct person when suggested (or paste in a comma-separated list of email addresses*)
    *you can only add @stonybrook.edu Google Accounts users to these Google Groups
  8. Click Add members
  9. The newly add delegates will be able to access the Shared Mailbox within 24 hours

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