How to add an email signature to all users in G Suite

To give every user a personalized signature, distribute a template for manual setup or use the Gmail API to update each account. For a shared company message, use the Admin console's append footer setting instead. G Suite is now called Google Workspace; use the current Workspace instructions below.

An employee signature usually contains a person's name, title, and contact details. A shared footer contains the same text for everyone in an organizational unit. Decide which result you need before changing settings across the company.

Choose a rollout method

Set up personalized signatures for all users

1. Confirm access to a Google Workspace super administrator for any rollout that uses domain-wide delegation.
2. Check names, job titles, and email addresses in the directory. A template cannot correct missing or outdated source data.
3. Build a shared design. Try a free Gmail signature template to review spacing and contact fields before connecting accounts.
4. Save the existing signature for one test user, then deploy the new template to that account.
5. Open a new Gmail message and a reply, then send test messages to the email clients your team uses. Check mobile behavior separately.
6. Deploy to the remaining selected users and review each result. Retry failures after correcting the reported problem.
7. Assign an owner for new hires, employee detail changes, and future brand updates.

With SignStampd, an administrator approves access, chooses a template, and pushes signatures from a dashboard. Its scheduled auto-apply can handle users who have not yet received an automatic deployment in the selected scope. Existing employees need a new push after template or directory changes. Read the setup and permissions guide before connecting your organization.

Add a shared footer in the Google Admin console

Open Apps → Google Workspace → Gmail → Compliance, select the organizational unit, and configure Append footer. Use the editor's formatting controls; pasting HTML source is not supported. Save both the setting and the Compliance page, then test an external message. Changes can take up to 24 hours.

For the full procedure and image troubleshooting, see the Google Workspace append footer guide and Google's official instructions.

Set a signature manually for one user

In Gmail on a computer, open Settings → See all settings → General → Signature. Create or edit a signature, choose the defaults for new messages and replies, and save changes. Each employee can use this method with a shared design and their own contact details. See Google's Gmail signature instructions.

This can be a reasonable option for a stable small team. Keep a copy of the approved template and ask each person to verify a sent message after updates.

Use the Gmail API for a scripted rollout

A script needs to authenticate for the relevant user, identify the sending address, render the personalized HTML, and update its signature. A company-wide script also needs authorization for each account, appropriate scopes, and a way to record and retry failures. Test with one account before looping through the directory.

The Gmail API signature guide covers reading and updating a signature. Google's sendAs patch reference documents the update endpoint. Restrict the change to the signature field so unrelated settings stay intact.

Questions before a company-wide rollout

Can I set everyone's personal signature in the Admin console?

The append footer setting creates a shared message. For individual names and contact details in each Gmail signature, use manual setup or a tool that updates each account's signature settings.

Can employees change a signature after deployment?

A signature written to Gmail settings can still be edited by the user. SignStampd does not make the signature field uneditable. If you need enforcement after sending, evaluate that requirement separately.

Will the signature look the same on every device?

Check the devices and email clients your team uses. Mobile signature settings and recipient rendering can affect the result. A successful API update confirms the setting was saved; a received test message checks its appearance.

Choose your next step

• For manual setup, customize and copy a free signature.
• For team deployment, review the Gmail signature manager and administrator setup guide.
• For a shared company message, follow the append footer setup guide.

SignStampd costs $2 per synced Workspace directory user per month and offers a 14-day trial without a card. Billing uses the directory count, not just the users selected for one push. Start a team trial when your administrator is ready to evaluate deployment.