Delegate access to your mail or calendar

Need someone to manage your mail or calendar in Google Workspace rather than Microsoft Outlook? Go to Delegate & collaborate on email or Share your calendar with someone instead.

With Google Workspace Sync for Microsoft Outlook (GWSMO), you can let someone else, such as an administrative assistant, access your Google Workspace account to send mail or manage calendar invitations and events on your behalf.

You set up mail and calendar delegation in Gmail and Google Calendar. When you set up mail and calendar delegation, your assistant (or delegate) can manage your mail and calendar from their own Google Workspace profile in Outlook, but they can't change your password or manage other parts of your account.

When you delegate your mail...

• One level of access–You can't set different access levels for delegates or folder-specific permissions. You grant one level of access that allows your delegate full permission to read, delete, send, and reply to messages in all of your mail folders. If your delegate sends messages on your behalf, you show as the sender in Outlook.
• Can't hide private messages from a delegate—Sending a message with a private setting in Outlook does not hide the message from your delegate. They can view your sent messages.
• Can't view items sent by a delegate—Messages sent on your behalf are available in the delegate's sent items in Outlook but not yours. As a result, you won't see messages sent on your behalf until a reply goes to your inbox.

Delegate access to your mail

To let someone else manage your mail account with GWSMO:

1. Follow the steps in Add a delegate.
2. Your delegate must then add your Google Workspace account to their own Google Workspace profile in Outlook. For details, go to set up delegation for mail or calendar.

When you delegate your calendar...

• You show as an organizer for events only in your primary calendar—You can share any of your calendars with a delegate. However, invitations look like they come from you only when they are sent from your primary calendar. For other calendars, invitations from the delegate look like they come from the delegate.
• You can't hide private events from a delegate—Marking a calendar event as private in Outlook does not hide the event from your delegate.
• Your delegate can’t set up calendar notifications and reminders for you—You need to set up your own calendar notifications and reminders.

Delegate access to your calendar

To let someone else manage your calendar with GWSMO:

1. Follow the steps in Share your calendar with someone.
2. Your delegate must then add your Google Workspace account to their own Google Workspace profile in Outlook. For details, go to Set up delegation.