Google Contacts “Delegate” Feature vs Shared Contacts for Gmail®

Google Contacts Delegation Feature vs Shared Contacts for Gmail

Google Contact Delegate feature allows giving another user access to your Google Contacts. It is available in Google Workspace, G Suite paid editions, and Google Workspace for Education.

As explained in this guide about Google Delegation, this feature’s goal is to allow colleagues to add and update contacts on your behalf rather than to use them for their use.

Therefore, it is not considered “contact sharing,” as the contact will not be available for the delegate in their Gmail, for instance, or on their mobile devices.

Shared Contacts for Gmail®, on the other hand, is a shared contacts manager that will not only give access to your contacts but also synchronize them with the accounts of your colleagues.

How to use Google Contacts Delegation Feature: Pros and Cons

Comparison Between Google Contacts Delegation Feature and Shared Contacts for Gmail®

Google Contacts DelegationShared Contacts for Gmail®
What can be sharedThe “Contacts” main label only– The “Contacts” main label
– Every contact label
– Google domain directory
PermissionsThere is no way to set any permissions or restrictions: all delegates can update and delete shared contacts.Owners can choose between the following permissions when they share a contact label.
– View Only
– Can Edit
– Can Delete
– Can reshare
– Transfer ownership
Access to shared contactsDelegated contacts can be accessed only in the Google Contacts interface and not through the search (delegate has to scroll down until they find the delegated contacts)Shared Contacts can be accessed by other collaborators:
– In Google Contacts through list and search.
– In Gmail, autocomplete
– In the Gmail sidebar
– In Google Drive autocomplete
– In the Google Drive sidebar
– in Google Calendar autocomplete
– In the Google Calendar sidebar
– In mobile devices
– In third-party applications like Whatsapp, Slack, Zoom, etc.
Contact BackupIf a delegate deletes a contact, you can restore it in the 30-day grace period of Google Contacts.You can restore deleted shared contacts without a limitation of time.
Comparaison between Google Contacts Delegation and Shared Contacts for Gmail®

To conclude, if you don’t want to install a third-party application and you only want to delegate the role of handling your contacts to someone else, but if you need to share contacts and collaborate on them, you may need to invest in a solution like “Shared Contacts for Gmail®.”

Interested in transforming your G Suite into an CRM?
Get started with a free consultation.
Subscribe to newsletter

Related Posts

Keep Your Workspace Clean and Free of Clutter

One of Albert Einstein’s notable quotes states that “If a cluttered desk is a sign of a cluttered mind, of what, then, is an empty desk a sign?” As some researchers from the University of Minnesota found out, a messy room can be a sign of creativity. So, would this be a premise not to […]

Read more

7 Tips for How to Use Google Workspace Like a Pro

Google workspace, or Gsuite and Google apps as it’s formerly known, is a powerful and massively popular collection of software, packed with business, education, collaboration, and productivity tools that make millions of people more efficient in production.  Individual workspace use is free and businesses pay for additional features such as, at least from time to […]

Read more

Tips on How to Organize Your Contacts

It’s easy to grow your contact list should you choose to. In the age of social media, meeting new people is way easier than before. Knowing people nowadays is no longer limited to personal meetings in school, sports clubs, networking conferences, and the likes. As your network grows, it can be challenging to organize your […]

Read more
Back to Blog
Back to resources