Set up Gmail signatures for your users

Google Workspace users can create a personalized signature that’s automatically added to their Gmail messages. They can add contact information, a company logo, links, and more. As an administrator, you can create the same signature for everyone to use. You can also let users add images from Google Drive to their signature (you need to turn this on in the Google Admin console). See below for details.

Note: You can put up to 10,000 characters in a Gmail signature.

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As an administrator, you can...

Give everyone a company signature or default footer text

You can add the same signature or message to everyone's emails in these ways:

• Give everyone a default signature——Use the Gmail API to apply the same signature to everyone's settings. The signature appears when users open their compose window. Users can replace or update it if they want.
  If you have the legacy free edition of G Suite, upgrade to Google Workspace to get this feature. 

   

• Add a footer to the end of outgoing messages——You can automatically add a text footer to the end of all outgoing mail. Add text for legal compliance, company promotions, or a standard signature. Users don't see the message when they're writing an email. And, they can't change or remove it. For details, see Append footer setting.

Let users add images from Drive

To let people in your organization add images from Drive to their signature, you need to turn on the sharing settings in the Admin console.

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. From the Admin console Home page, go to AppsGoogle WorkspaceDrive and Docs.
3. Go to Sharing settings.
4. Under Sharing outside of your organization, select ON.
5. Check the Allow users in your organization to publish files on the web or make them visible to the world as public or unlisted files box.

After turning on sharing settings, when users click Insert image  when they create signatures, they'll see the option to load images from Drive.

Note: This option isn't displayed if a user is signed in to multiple accounts. Suggest that the user either sign into an Incognito window or clear the cache and cookies. 

To see what else sharing options do, see Set file sharing permissions.

What users can do

Create signatures with photos and styles

People can add different text styles, photos, and links to make their signature stand out. For details, go to Create a Gmail signature.

Important: Remember to turn on sharing if you want users to be able to upload images from Drive.

Create multiple signatures for a single address

Some people might want one signature for clients and another for friends. They can save and send common messages (each containing a different signature) using canned responses. Learn more about using canned responses in Gmail.

Add a signature for each From address

People can create a unique signature for different addresses.

Tell each user to:

1. Add multiple email addresses to their Gmail account.
2. Create a signature for each address.