Manage Gmail settings for your users

As an admin, you can manage Gmail settings for people in your organization, including:

Before you start

Manage Gmail settings for your users

Chat and Meet in Gmail

To let people in your organization use Chat and Meet in Gmail, set up integrated Gmail for your organization. Then, tell people in your organization to turn on Chat and Meet in Gmail in their account:

Manage Gmail User settings in your Admin console

Go to Gmail user settings:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in

  2. In the Admin console, go to Menu and then Appsand thenGoogle Workspaceand thenGmailand thenUser settings.
  3. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.
  4. On the User Settings page, find the setting you want to change. Below is a list of the Gmail user settings that you control.
  5. To finish updating the settings, click Save Changes.

Gmail user settings

Gmail user settings control how people in your organization use Gmail features.

Feature Description
Smart features and personalization

Manage smart features in Gmail, Chat, and Meet, and personalization features in other Google products. You can manage these settings for users, or let users choose their own settings.

Learn more about Smart features and personalization

Themes Let users choose their own themes for their Gmail background.
Email Read Receipts Let users request or return email read receipts for their messages.
Mail Delegation

Let users delegate access to their mailbox to other users in the domain. When this setting is on, users can manage access to their Gmail account by adding and removing delegates.

Learn more about setting up mail delegation for your users.

Name format Set the name format for users, or let users customize their name format.
Gmail web offline

Let users make Gmail available when they're offline. Learn more about offline Gmail.

Confidential mode

Let users manage the option to forward, copy, print, or download messages. With confidential mode, users can also set a message expiration date, revoke message access, and require a text message code to open messages.

Learn more about confidential mode.

Smart Compose personalization

Let users manage personalized suggestions for Smart Compose. When this setting is on, users can turn personalized suggestions on or off in Gmail.

Important: After you change this setting in the Admin console, users must close and then reopen Gmail to get this feature. Learn more about Smart Compose and personalized suggestions

Dynamic email

Let users view and use Accelerated Mobile Page (AMP) emails. AMP email messages contain dynamic and interactive content. Learn more about dynamic email and how to turn it on or off for your users.

Mail merge

Let users send individual messages to multiple recipients at the same time. The default is on. Mail merge was previously called multi-send.

Each recipient gets an individual message with their name in the To: field, and a unique unsubscribe link in the message body. Recipients who unsubscribe are excluded from all future mail merge messages from the sender. Learn more about using mail merge for email marketing, newsletters, and announcements.

Allow for external recipients box. The default for Enterprise and Education editions is off. For all other editions with this feature, the default is on.

For mail merge message limits, visit Gmail sending limits in Google Workspace.


Let users create Gmail messages with predefined layouts, including custom footers, images, and colors. The default is on. Learn more about creating branded emails with customized layouts.

Important: To use the layouts feature in Gmail, you must turn on Google Drive for your users.

S/MIME Turn on hosted S/MIME encryption for sending and receiving emails, and let users upload their own certificates. Learn more about hosted S/MIME.

Manage Gmail access options for your users

End user access settings control how people in your organization get, send, and sync Gmail.

Manage Gmail End User Access options in your Admin console

Go to Gmail access options:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in

  2. In the Admin console, go to Menu and then Appsand thenGoogle Workspaceand thenGmailand thenEnd User Access.
  3. In the Organizations section, highlight the parent organization or the child organizational unit where you want to change the settings.
  4. Scroll down the  Access page to the setting that you want to change. You can also use the Search settings text box to enter a search term to find the Gmail setting that you need.
  5. To finish updating the settings, click Save Changes .

Gmail user access options

These settings control how people in your organization get, send, and sync their email.

Feature Description
POP and IMAP access

Let users get Gmail on supported email apps, such as Microsoft Outlook or Apple Mail. Learn more about Turning POP and IMAP on and off for users.

Sync with a Microsoft Outlook account Let users sync their email, calendar, and contacts data using Google Workspace Sync for Microsoft Outlook (GWSMO).
Automatic forwarding

Let users automatically forward incoming messages to another email address. Learn more about Disabling automatic forwarding.

Image URL proxy whitelist

Create and maintain an allowlist of internal URLs that bypasses proxy protection. Learn more about the Image URL proxy whitelist setting.

Allow per-user outbound gateways Let users send email through an external SMTP gateway.
Warn for external recipients

Manage alerts that Gmail displays when users send messages to external recipients. Learn more about Gmail external recipient warnings.

Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

Was this helpful?

How can we improve it?
Clear search
Close search
Google apps
Main menu