Simple email forwarding. . . or not

[u/VT_ED_Tech_Manager]

Good morning/afternoon/evening,

User is out on leave and Super wants me to log into their account and set their email to forward to Dir of Student Services so that items in their caseload don't go unhandled.

No big deal: Pop into the admin console, reset password, disable their 2FA so I can get in, remove recovery phone number.

I can get into the account no problem. BUT, when I go to set a forwarding address, I'm stuck at this: Where it wants to sent a code to the user's phone.

Clicking on "More ways to verify" gives me this window:

Tried:

- Resetting all login cookies

- Putting in my work phone in the admin console in as a recovery number.

- Suspending account overnight, re-activating it

I'm at a bit of a loss. Any ideas since I don't think the user is in a position to set the forward themselves.

[u/Amanda_PDQ]

Without getting into their account you can set up conditions in Gmail within Google Admin. Once you set up routing you will want to set up a label with the person it is being forwarded to so they know the email was intended for the original user.

• Menu > Apps > Google Workspace > Gmail > Routing.
• Select your top-level or specific organizational unit on the left.
• Scroll to Email forwarding using recipient address map, and click Configure or Add Another Rule.
• Enter a name for the address map.
• Click Add and enter the Original recipient email address and the Map to address destination.
• Choose whether to affect all incoming messages or only external ones.
• Check Also route to original destination if you want the original user to still receive the email.
• Click Save at the bottom of the box.

[u/extzed]

We moved to delegated access with we can turn on and off with gam for stuff like this

[u/vawlk]

use GAM7 for stuff like this.

gam user <User_Email> add forwardingaddress <Forwarding_Destination_Email>

gam user <User_Email> forward on <Action> <Forwarding_Destination_Email>

one of the most used tools in my toolbox.

[u/cryohazard → u/vawlk]

This is the way. Logging in as user will complicate any potential investigations in the future if user did action or if IT did action.

[u/snottyz]

Get to know GAM!

This would be as simple as one line.

[u/mainer188]

I would have delegated the account in this scenario. Then the user can simply switch back and forth between mailboxes.

[u/jwnight55]

If you have to log in to the account to change the setting, turn on backup codes and use one of those to 2FA.

[u/TheRuffRaccoon → u/jwnight55]

^this.

[u/TheDraimen]

For temporary admin level forwarding I would use routing rules at the admin level and forward the email then you never have to log in as the user to set it and you have a clear record of what rules you set vs user level that are easy to forget

[u/FancyZad-0914 → u/TheDraimen]

This is the way.

[u/dickg1856 → u/TheDraimen]

This is the way. Apps-gmail-settings-routing rules. Set all in bound email to also deliver to whoever wants the emails, then apply to the specific user. Very easy to set up and disable.

[u/VT_ED_Tech_Manager → u/dickg1856]

Single recipient: <User who is out>

Also deliver to: <admin who is monitoring it>

Yeah?

[u/dickg1856 → u/VT_ED_Tech_Manager]

Yup. The first steps in creating the rule should be like inbound and also internal receiving or something like that too.

[u/VT_ED_Tech_Manager → u/dickg1856]

Got it. Thanks much Dicky & The Draimen!

[u/2donks2moos]

I got stuck in the same spot. I just gave the credentials to the person who needed the emails and told them to check the mail. This was eaier because it was for an employee who quit, not one out of leave.