Non-Personal Accounts (NPAs) and Email

We use Non-Personal Accounts to give people or groups a role-based email address, independent of someone's personal email address. This can be very useful when you want to keep emails relating to your role separate from your personal account, especially if others need access as well: say to provide cover when you are on leave or off work ill.

When IT Services have created your new Non-Personal Account we will let you know its username and password. Only you as the registered owner of the account is allowed to know the password. If you wish to give others access to its mailbox you do so using "Delegated Access", as described below. You can also alter the "Display Name" used in the "From:" header line of messages sent out from your new account (but not the email address itself).

Delegated Access

Setting Up Delegated Access

• 1. Login to Gmail using your Non-Personal Account. When doing so be sure to use its username-based email address, not any add-on alias-based email address you've requested: that won't work! You might find it useful to do this by first logging in to your own University account, clicking the University of York logo at the top right, and then the Add Account button.

1. Choose the gear icon

2.   in the top right, then select Settings.

   1. Select the Accounts tab.

   2. In the Grant access to your account section, click the Add another account link.

   3. Enter the email address of your colleague you wish to offer Delegated Access to and click Next Step.

   4. You'll be shown a confirmation message, so check that you've entered the correct email address then click Send email to grant access if all is well.

3. Your colleague (the "delegate") will receive a verification email explaining that you've offered them Delegated Access to your Non-Personal Account's mailbox. To accept your offer they must follow the instructions in the email.

4. Repeat steps 4 through 7 for any other colleagues you wish to offer Delegated Access to.

It might take up to 24 hours for the confirmation process to complete, but it usually happens much faster. After a few minutes your colleague can usually reload their Gmail page to see your mailbox (see Accessing a Mailbox Via Delegated Access below).

You can see whether your colleague has gained access by looking at the Accounts tab in your Settings.

Accessing a Mailbox Via Delegated Access

After a colleague has accepted your offer of Delegated Access to your mailbox they can easily switch to it:

• 1. First they should login to Gmail using their own account: the one you offered Delegated Access to.

  2. Click on the University of York logo at the top right of the Gmail page to see a pop-up menu.

  3. Between the information panel about their account and the Add Account button at the bottom of the menu there will be a list of mailboxes they have access to. Ones they have bene given Delegated Access to will have the word "(delegated)" after their name.

  4. Click the mailbox they wish to access and it will open in a new tab or window within their web browser.

If your colleague can't see your mailbox they might have only recently accepted your offer of Delegated Access. They should wait a few minutes then reload the Gmail web page and try again.

Cancelling Someone's Delegated Access

• 1. Login to Gmail using your Non-Personal Account.

  2. Click the gear icon in the top right and choose Settings.

  3. Select the Accounts tab.

  4. In the Grant access to your account section, look for the entry for the colleague whose access you want to remove.

  5. Click the Delete link to the right of their name and email address.

Further Information About Delegation

You can read more information about Delegated Access in Google's help pages, at

https://support.google.com/mail/answer/138350?hl=en

If you use Outlook the following support pages give information on using delegated access with the Outlook Sync Tool and sending delegated account messages from within Outlook:

http://support.google.com/a/users/bin/answer.py?hl=en&answer=170961

http://support.google.com/a/users/bin/answer.py?hl=en&answer=170962

Altering Your Non-Personal Account's Display Name

When you send a message from your Non-Personal Account it includes a "From:" header line that has your details in it. In particular this has a "Display Name" followed by your email address within angle-brackets. For example, here the Display Name is "IT Training":

From: IT Training <it-training@york.ac.uk>

You can change the Display Name for your account as follows:

• 1. Login to Gmail using your Non-Personal Account.

  2. Choose the gear icon at the top right, choose Settings and then the Accounts tab.

  3. In the Send mail as section look for the line whose email address you want to change the Display Name for.

  4. Click the Edit Info link to its right.

  5. Enter your new text for the Display Name in the Name text box. (Remember: This is not the email address itself!)

  6. If there is a checkbox named Treat as an alias make sure this is ticked.

  7. Choose the Save Changes button to confirm and save your change.