December 15, 2010, 2:43 PM — Google has introduced Gmail Delegation, a new feature that allows multiple users to access one Gmail account. Gmail Delegation isn't specifically for business -- families sharing one e-mail account will find it useful -- but its collaborative nature is perfect for companies looking to ditch Microsoft Outlook's glitchy saddlebags and adopt Gmail as their e-mail system.
Here's how Gmail Delegation works, and why it's yet another perfect excuse to ditch Outlook forever.
How to Set Up Gmail Delegation
Gmail Delegation -- formerly only for Google Apps customers -- is easily set up. Go to Settings > Accounts and select "Grant Access to Your Account."
"The account you add will get a verification e-mail with links to accept or deny access. Once the account accepts, a small down arrow will appear beside the e-mail address at the top right corner of Gmail which can be used to toggle between accounts," Hari Nidumolu explains on Google's blog.
Each added account opens in a separate browser tab or window so you can multitask smoothly. In terms of security, delegates can only view your inbox and respond to messages on your behalf; they can't access gChat, change your password, or fiddle with other account settings. If you're worried that your bitter administrative assistant will spam your co-workers with LOL Cats, fear not: the e-mail recipient is notified that the message was sent on your behalf, not specifically by you.
See Ya, Outlook
As Gmail becomes more robust and corporate-friendly, companies have even less of a reason to stick with Microsoft's tired-and-true Outlook.