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The safest way to give an AI assistant an email address without exposing your personal inbox is to create a separate mailbox, then connect that mailbox through the provider’s supported authorization flow. An alias usually adds another address to your existing inbox, while delegation or a shared mailbox gives an already-authorized account access to an existing mailbox. Those options solve different problems, so choose based on whether you need a genuinely separate inbox, a public-facing address, or controlled access to a team mailbox.
Choose the right email arrangement first
An email address is not automatically a security boundary. The important question is whether the address belongs to a separate mailbox and whether the AI integration is authorized only for that mailbox. Before creating anything, decide what you want the assistant to do and what it must never see.
| Arrangement | What you get | Best fit | Main limitation |
|---|---|---|---|
| Separate account or mailbox | A distinct address, inbox, credentials and mailbox identity | You want the assistant isolated from personal mail | The provider and AI integration must support the account and its authorization method |
| Alias | Another address that sends and receives through an existing inbox | You need a public-facing or routing address, not another mailbox | Messages remain in the existing mailbox; an alias is not a separate Google Account and cannot receive Gmail delegation |
| Gmail delegation | Another Google account can read, send and delete mail in the owner’s mailbox | A person or authorized service should manage an existing mailbox | It is not an isolated inbox, and delegates cannot change the password or access some account settings and integrated features |
| Microsoft shared or delegated mailbox | Access to a shared mailbox or another user’s mailbox under Microsoft permissions | A team or authorized account must monitor or respond from a business address | Permissions are configured in Microsoft; connecting an AI app does not grant them |
If your requirement is “the assistant must not be able to search my personal mail,” select a separate account or mailbox. If your requirement is only “I want messages sent to a different address,” an alias may be enough. If several authorized people or systems need to work from one business address, use delegation or a shared mailbox and configure permissions deliberately.
Why an alias is different from a separate account
An alias is an additional address attached to an existing account. Google Workspace describes this arrangement as sending and receiving mail with another address “all from their existing inbox.” In practice, messages addressed to the alias appear in the same mailbox as the original address, and the owner normally manages both identities from one account.
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That makes aliases useful for newsletters, support addresses, project names or temporary public contact details. It does not create an independent place for an AI assistant to read and classify mail. If you connect an integration to the account that owns the alias, the integration generally operates within that account’s mailbox and permissions, not inside a newly created alias-only inbox.
Google also states that you cannot add a delegate to an alternate email address or alias because an alias is not a Google Account. Therefore, an alias cannot be used as a substitute for a dedicated account when the integration requires its own sign-in or delegated identity.
When a separate mailbox is the correct choice
Create a separate account or mailbox when you need an independent inbox, separate retention and search scope, or a clear boundary between personal and assistant-related correspondence. Examples include an address for scheduling, customer questions, document intake, appointment requests or automated notifications.
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A separate mailbox reduces accidental exposure, but it is not a complete security guarantee. The assistant may still see anything forwarded into that mailbox, anything you manually copy there, and any files or services granted through the integration. Review the connector’s scopes and actions before approving them.
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Set up a dedicated mailbox for the assistant
- Define the mailbox’s job. Write down the kinds of messages it should receive and the actions it may take. For example, it might classify scheduling requests and draft replies, but never send without approval.
- Create a separate account or mailbox. Use your chosen provider’s supported account or business-mailbox workflow. The available plans, regional requirements and signup fields vary by provider and account type, so verify those details on the provider’s current page.
- Secure the account. Set a unique password, enable multifactor authentication where available, add recovery methods controlled by you, and record who owns the account. Do not reuse your personal mailbox password.
- Configure basic mail handling. Add only the forwarding rules, filters, signatures and automatic replies the assistant needs. Avoid forwarding your personal inbox into the new mailbox; doing so defeats the separation you created.
- Connect the AI integration. Start the integration’s official “connect account” or “add mailbox” flow and sign in to the dedicated account. Approve only the requested permissions that match the assistant’s job.
- Check the connected identity. After setup, confirm the displayed email address, mailbox name and account avatar. Many apps retain an earlier connection, so do not assume that opening the connector means the new account is active.
- Run a controlled test. Send a test message to the dedicated address, then ask the assistant to locate it, summarize it and draft a reply. Confirm that it cannot find a message that exists only in your personal inbox.
- Review and limit ongoing access. Revisit connected-app permissions, active sessions, forwarding rules and assistant actions periodically. Remove access when the project ends or the integration is no longer needed.
Use Gmail delegation only when shared mailbox access is intended
Gmail delegation gives another Google account access to an existing mailbox. Google’s Gmail Help defines a delegate as “someone who can read, send and delete emails in your account for you.” That is useful when a trusted person or service must handle mail in the owner’s account, but it is not the same as giving an assistant its own inbox.
What a Gmail delegate can do
- Read messages in the owner’s mailbox.
- Send messages from the mailbox or on the owner’s behalf, subject to the account’s configured behavior.
- Delete messages.
What delegation does not provide
- The delegate cannot change the owner’s account password.
- Some account settings and integrated features are unavailable to the delegate.
- The delegate does not receive a separate copy of the mailbox; access remains tied to the owner’s account.
Configure Gmail delegation
- On a computer, open Gmail for the mailbox owner.
- Open Gmail settings and locate the account or delegation section.
- Add the authorized Google account as a delegate and complete the confirmation process required by Google.
- Wait for the delegate invitation to be accepted, then verify that the delegate can open the mailbox and perform only the intended actions.
- Connect the AI service using the account that already has this access, if the service supports delegated Gmail access. Do not expect the AI service to create the delegation itself.
Use this model only when you accept that the assistant can operate in the existing mailbox. If personal messages share that mailbox, delegation does not isolate them.
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Microsoft describes a shared mailbox as a mailbox accessible by one or more people. Delegate access allows someone to monitor and respond on another user’s behalf. These are permission models administered in Microsoft’s environment, often by an organization’s administrator, rather than by the AI application.
Shared mailbox versus delegated user mailbox
- Shared mailbox: A team address such as a support or scheduling mailbox that multiple authorized accounts use.
- Delegated mailbox: A user’s mailbox that another authorized account can monitor or use to respond on that user’s behalf.
Choose a shared mailbox when the address belongs to a function or team. Choose delegation when the address belongs to a particular user and another account needs to act for that user. In both cases, confirm whether the intended integration can read mail, create drafts, send as the mailbox, or send on behalf of the mailbox. Those are separate capabilities.
Connect an Outlook mailbox in ChatGPT
For supported Outlook connections in ChatGPT, connect the Microsoft account that already has access to the shared or delegated mailbox. ChatGPT does not grant Microsoft sharing or delegation permissions. The available capabilities depend on Microsoft permissions, Microsoft Entra consent, workspace settings and which actions the administrator has enabled.
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- Have the mailbox owner or Microsoft administrator configure the shared-mailbox or delegated permissions first.
- Sign in to the AI workspace with the Microsoft account that received those permissions.
- Open the supported Outlook connection and choose the Microsoft account with the required access.
- Review the consent screen and workspace policy before approving access.
- Test both reading and sending separately. An account may be able to read a shared mailbox without being allowed to send as that address.
- Confirm the From or on-behalf-of identity on a test message before allowing automated sending.
Understand authorization before you connect anything
Mailbox separation and application authorization are related but different controls. The mailbox determines where mail is stored; the authorization grant determines what the AI integration can do there.
Check the connected account
Look for the exact email address shown in the integration’s account picker or settings page. If the address is your personal account, disconnect it and restart the connection with the dedicated account. Browser sessions can silently select the account that is already signed in.
Check permissions and actions
Distinguish between read access, search access, draft creation, sending, deletion, label or folder changes, attachment access and administrative actions. An integration that can read and draft is materially different from one that can send and delete. Approve the smallest set of permissions that supports the intended workflow.
Check workspace and administrator controls
Business AI workspaces may restrict connectors, actions or data sources. Microsoft Entra consent and organizational policies can also affect whether a connection succeeds. If a mailbox is correctly configured but the connector cannot use it, ask the workspace or Microsoft administrator to check policy and consent rather than changing mailbox passwords.
Design a safe operating workflow
Separate intake from approval
For consequential mail, let the assistant classify messages and prepare drafts, then require a human approval step before sending. This limits the impact of a mistaken interpretation, malicious instruction in an incoming message or accidental disclosure.
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Control what reaches the mailbox
Use provider-side filters and forwarding rules to send only relevant messages to the dedicated address. Do not forward your entire personal inbox for convenience. If a workflow needs one message from your personal account, forward that message manually or use a narrowly scoped rule that excludes unrelated mail.
Protect attachments and linked services
Attachments can contain sensitive information even when the message itself appears harmless. Check whether the AI integration can open, download, summarize or transmit attachments. Treat links in incoming mail as untrusted instructions, especially when the message asks the assistant to reveal credentials, change forwarding rules or send data elsewhere.
Keep an audit trail
Retain the mailbox’s normal sent-mail and activity records, and document who approved the connection, which account was used and which actions were enabled. For a team mailbox, record permission changes and remove former users promptly.
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The assistant still sees personal messages
Check whether you created an alias instead of a new account, connected the personal account, or configured forwarding from the personal inbox. Verify the exact connected address and remove any broad forwarding rule. A separate address cannot isolate mail that is deliberately copied into it.
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The alias cannot be added as a delegate
This is expected for Gmail aliases. An alias is not a Google Account, so create a separate Google account for independent access or delegate the actual account that owns the mailbox.
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The connector says the mailbox is unavailable
Confirm that the provider-side permission was granted to the same account you used in the connector. For Microsoft mailboxes, check shared-mailbox membership, delegate permissions, Microsoft Entra consent and workspace restrictions. Re-authenticate only after confirming those settings.
The assistant can read but cannot send
Reading and sending are separate permissions. For a shared or delegated mailbox, verify whether the account has “send as” or “send on behalf” rights, and whether the AI workspace permits sending actions. Send a test message and inspect the From line before enabling automation.
Messages are sent from the wrong address
Check the integration’s default sender, the mailbox’s send-as configuration and any alias settings. Do not rely on the display name alone; inspect the complete From address in the received test message.
The AI connection works in one workspace but not another
Workspace administrators can enable different connectors and actions. Compare the workspace policy and consent status, then reconnect using the account that has the mailbox permission. A successful personal connection does not prove that an organization’s workspace allows the same action.
Review the arrangement regularly
- Confirm the assistant is still connected to the intended address.
- Review active sessions and connected applications at the mailbox provider.
- Audit forwarding rules, filters, delegates and shared-mailbox membership.
- Remove unused permissions and revoke access when a project or employee leaves.
- Check whether the assistant can still send, delete or access attachments, not only whether it can read.
- Send a harmless test message after major provider, workspace or integration changes.
Provider interfaces, plan eligibility and regional account requirements change over time. Use the provider’s current documentation for the exact labels and availability in your account, while preserving the underlying distinction: a separate mailbox is an identity boundary; an alias is an address on an existing mailbox; delegation and shared access are permission grants to an existing mailbox.
Quick Recap
Decision guide
- Need a genuinely separate inbox? Create a separate account or mailbox and connect that account.
- Need only another public address? Use an alias, understanding that mail remains in the existing inbox.
- Need another account to manage an existing Gmail mailbox? Use Gmail delegation and accept that the delegate can read, send and delete mail.
- Need a team to work from a Microsoft business address? Configure a shared mailbox and grant only the required Microsoft permissions.
- Need an AI connector to use delegated access? Configure permissions first, then connect the account that already has access; the connector does not provision mailbox rights.
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