For temporary inbox cover, write down what the colleague may do and when the arrangement ends. Gmail delegation lets an authorised person work through their own account, but it grants substantial mailbox control: the delegate can read, send and delete messages. It is not a read-only viewing invitation.

Use it only when that scope matches the business need. Agree who may approve replies, how unresolved enquiries are marked, and which matters must wait for the owner. A technical permission does not explain the business’s decision-making rules.

Set up the intended person

The owner can add a delegate in Gmail on a computer through Settings, See all settings, Accounts and Import or Accounts, then Grant access to your account. Check the exact address before issuing the invitation. Workspace organisations can restrict delegation, so an unavailable option needs an administrator’s explanation.

The recipient must accept the invitation, which expires after a week. Access can take time to become available; Google advises allowing up to 24 hours. Do not respond to an initial delay by circulating the owner’s password.

The delegate opens the mailbox from their account switcher and confirms the displayed mailbox address before working. Using the account switcher also avoids reliance on a bookmarked delegated-inbox link that may change.

Rehearse the handover and close it

With a harmless existing message, have the colleague demonstrate finding the enquiry and preparing the expected draft. Check the displayed sender identity before any approved test reply. Record what the colleague can actually access rather than assuming the delegated view includes every Google service.

At the end of the cover period, review pending work with the owner and remove the delegate from the same access settings. Confirm the named person is no longer listed. Keep a business note of outstanding enquiries; leaving ongoing access as a substitute for a handover creates an unclear responsibility after the cover ends.

References: Gmail delegation.