When you use Google Workspace Sync for Microsoft Outlook (GWSMO) to add an account to your Outlook profile for mail delegation, the account appears in Mail Folders underneath your own (you might have to scroll down or collapse your account to view them). If that person also grants you access to their mail, you can open their mail folders to read, delete, send, and reply to messages.
Send a message on behalf of someone else
Before you send a message on behalf of another person, you must add their email address to the From field. Once you’ve entered the person's address, it shows automatically when you compose new messages. Recipients have that person's address in the message's From field. Messages you reply to on that person's behalf show them as sender, too.
Consult your Microsoft documentation on how to change the account used to send email messages.
Data that doesn't synchronize
- Color categories and reminders—Color categories, reminders, and other information specific to Outlook doesn't sync with Google Workspace and therefore won't sync between you and the other person. If you choose a color category or add a reminder to a message in the other person's inbox, the color or category doesn't show up for the other person. They'll have to add it later.
- Local mailbox size—GWSMO can store up to 1 GB of messages in any local Outlook PST file. However, if the other person's inbox has more mail than that, older messages are purged from Outlook but the messages aren't gone. You can access them from the other person's Gmail account in the web interface. You can also increase Outlook's local mailbox size.
- Sent email—If you send an email on behalf of the other person, the sent message appears in your Sent Items folder, but won't sync to the other person's Sent Items folder. The other person won't get messages sent on their behalf until a reply appears in their inbox.
Read and unread email messages
The Leave conversation unread when opened by others option in Gmail settings is ignored for the other person when you access an unread email on the delegated account. The email is marked as read for the other person.
If you use Mark as read in Gmail, the email is marked as read for both you and the other person.
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