How to securely share email and diary access with my virtual assistant/remote PA?
Sharing access with a virtual assistant or remote PA does not mean sharing your passwords. The safest approach is to use delegated access, give only the permissions needed, and review access regularly.
Use built-in sharing tools
For email and calendars, use your provider's official sharing or delegation settings. Keep your own password private and never send login details by email or message.
Outlook: share your calendar and email safely
In Outlook or Microsoft 365, open your Calendar sharing settings and add your assistant's email address. Choose the lowest permission level that meets the need, such as viewing availability or full details. If your assistant needs to manage appointments, use delegate access rather than sharing your password. For email, ask your Microsoft 365 administrator about mailbox delegation or a shared mailbox, and limit access to the folders they need.
Gmail and Google Calendar: use delegation and sharing
In Gmail, open Settings, then See all settings, Accounts and Import, and Grant access to your account. Add your assistant as a delegate so they can manage email without knowing your password. In Google Calendar, open Settings and sharing for the relevant calendar, add the assistant, and select the appropriate permission, such as See all event details or Make changes to events. Avoid giving permission to change sharing settings unless it is genuinely required.
iCloud: share calendars and protect your Apple Account
In iCloud Calendar, share the specific calendar with your assistant and choose whether they can view it or edit events. Keep your Apple Account password and two-factor authentication codes private. iCloud Mail does not offer the same mailbox delegation options as Gmail or Microsoft 365, so do not share your Apple Account login. For regular email support, consider forwarding only the messages that need action or using a separate business mailbox with suitable access controls.
Give the minimum access needed
Decide exactly what support is required. Your assistant might need to view your diary, manage appointments, organise your inbox or draft replies, without needing access to every folder or account.
Protect confidential information
Agree how client and business information will be handled. Use two-step verification where available, avoid shared devices, and consider a password manager for any separate services that genuinely require individual logins.
Review access regularly
Check permissions after the first few weeks and whenever responsibilities change. When the arrangement ends, remove delegated access, shared links and connected devices promptly.
If you need help keeping your inbox and diary organised, contact:
Oxford Virtual Assistant at
07491 995347
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