Set Out of Office and Delegate Access to Your Mailbox

Set Out of Office and Delegate Access to Your Mailbox

Video Demonstration


Use Case

You are a staff member and you are going on a period of leave. You wish to:
  1. Set an 'out of office' auto-responder so people who send you an email are not expecting a timely reply
  2. Delegate access to your mailbox so that colleagues members can monitor your mailbox and attend to any urgent enquiries

Steps - Out of Office Auto-Responder

  1. From the Dashboard, Navigate to Gmail
  2. Click on the settings cog in the top right hand corner
  3. Select 'see all settings'
  4. Scroll all the way to the bottom of the page to the last section called 'out of office AutoReply'
  5. Select 'Out of Office ON'
    1. Optional: Select an end date of your leave or alternatively it on until you manually turn it off
  6. Enter on the Subject of the email your email senders will receive. We suggest: Out of Office: [Insert Start and End Dates of Leave]
  7. Enter in your out-of-office message that will be sent in response to any emails you receive while you are away. For example:
Hello,

Thank you for your email! I am out of the office 13/11/2023 returning 16/11/2023. 

This inbox is being intermittently monitored by my colleagues, but for anything urgent
please contact our facility by phone on [insert number] or contact [insert email].

Thank you for your patience and understanding. 

Have a great day!
  1. Click 'Save Changes'

Steps - Mailbox Delegation

Delegating access to your mailbox allows other people, or groups of people, to access your email while you are away. This includes deleting emails as well as responding on your behalf.

  1. On your computer, open Gmail. You can't add delegates from the Gmail app.
  2. In the top right, click Settings Settings and then See all settings.
  3. Click the Accounts and Import or Accounts tab.
  4. In the "Grant access to your account" section, click Add another account. If you’re using Gmail through your work or school, your organization may restrict email delegation. If you don’t see this setting, contact your admin.
  5. Enter the email address of the person you want to add. If you’re using Gmail through your work, school, or other organization, and your admin allows it, you can enter the email address of a group. This group must have the same domain as your organization. External members of the group are denied delegation access. 

  6. Click Next Step and then Send email to grant access

  7. The person you added will get an email asking them to confirm. The invitation expires after a week. If you added a group, all group members will become delegates without having to confirm. 

Note: It may take up to 24 hours for the delegation to start taking effect.

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