How to set a company-wide email signature in Google Workspace

The short answer

For one identical block of text on every outgoing message, use the Append footer setting in the Google Admin console. For a personalized signature that fills in each person's name and title, use the Gmail API or a signature manager built on it.

Option 1: the Append footer setting in the Admin console

This is Google's built-in way to add the same footer to everyone's outgoing mail. It needs only an admin with access to Gmail settings, and no code.

1. 1

   Open the setting

   In the Google Admin console go to Apps, then Google Workspace, then Gmail, then Compliance, and find Append footer.

2. 2

   Add a rule

   Choose Configure, or Add another rule if one already exists, and name the setting.

3. 3

   Enter the footer

   Type or paste the text or HTML to append to all outbound messages.

4. 4

   Choose the audience

   By default the footer is added only to messages sent outside your organization. Tick the internal option to include internal mail.

5. 5

   Save and check

   Save, confirm the rule appears in the Append footer table, and send yourself a test message.

What to know: the footer is the same for everyone it applies to, so you cannot fill in per-person details. Users do not see it while composing, and they cannot change or remove it. If you include an image, Google recommends about 70 to 100 pixels high and 300 to 400 pixels wide, with a maximum of 100 pixels high by 1000 pixels wide.

Option 2: the Gmail API

The Gmail API lets you set each user's own signature with the users.settings.sendAs.patch method, writing HTML into the signature field of the primary send-as address. Because it writes into each user's settings, the signature appears in the compose window and people can edit it.

To change other people's settings you need a service account with domain-wide delegation and the gmail.settings.basic scope, plus a developer to write and maintain the script. Gmail signatures can hold up to 10,000 characters.

Option 3: a signature manager

A signature manager automates option 2. It reads your Google Workspace directory, fills each person's name, title and phone into a shared design, and writes the result into every Gmail account.

SigDeploy is one such tool, built only for Google Workspace. It assigns signatures by organizational unit, previews the result per person and keeps a log of every deployment.

Which option should you choose?

Checklist before you roll out

• Test on yourself first

  Send a test to your own account and check how it looks in Gmail.

• Host images over HTTPS

  Use absolute HTTPS image URLs, not attachments, so logos load for recipients.

• Keep it light

  Aim for a compact design. Gmail signatures are limited to 10,000 characters.

• Decide who owns it

  Name one owner for signature changes, so a rebrand is one edit and not a chase.

Frequently asked questions