Set up Google Workspace user signatures in Gmail

Who this article is for

This article is for admins who manage Gmail accounts for a company, school, or other group. To create a signature for your personal gmail.com account, follow these steps instead. 

People who use Gmail for work, school, or other groups can create a personalized signature that’s automatically added to their Gmail messages. Your users 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. Gmail signatures can have up to 10,000 characters.

Give every user a default signature

You can automatically add a text footer to everyone's emails. 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, go to Add a standard footer to users' outbound messages.

1. Sign in to your Google Admin console.

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

2. In the Admin console, go to Menu  AppsGoogle WorkspaceGmailCompliance.
3. Scroll to the Append footer setting.
4. Click Configure or Add another rule.
5. In the Add setting box, take these steps:

   Setting option	What to do
   Append footer	Enter a name for the footer setting. The setting name appears in the settings table.
   For all outbound email messages, append the following footer	Enter the text you want to appear at the bottom of every message sent by people in your organization. Use the formatting tools to customize how the text appears. If you add an image to the footer, we recommend an image that's 70–100 pixels high by 300–400 pixels wide. The maximum size is 100 pixels high by 1000 pixels wide.
   Options	(Optional) By default, the footer is added only to messages sent to recipients outside your organization. To also add the footer to internal messages, check the Append the footer to messages being sent within your organization box.

6. At the bottom of the Add setting box, click Save.
7. Check that your new rule appears in the Append footer table.

Changes can take up to 24 hours but typically happen more quickly. Learn more

Tip: (For advanced users) You can use the Gmail API to apply the same signature to everyone's settings. The signature appears when users open their compose window and they can edit it if they wish. For details, go to Managing signatures.

How users can add images to their Gmail signatures

Your users can add an image to their Gmail signature from Drive, from their computer, or from a Web address (URL).

1. From Gmail, go to Settings.
2. Select the General tabscroll to your signature. 
3. Click Insert image.

To add an image from a Web address:

1. Select Web Address (URL).
2. Paste the image URL in the space provided.

   The image appears in the space below.

3. Click Select. The image is added to your signature.

For more information, go to Find the URL of a page or image.

To add an image from My Drive:

1. Select My Drive.
2. Select the image you want to add.
3. Click Select. The image is added to your signature.

Important: If users add a photo or image from Drive, they need to share the image publicly for it to appear in their signature. For details, go to Share files from Google Drive.

To upload an image from your computer:

1. Select Upload.
2. Drag and drop the image file in the window, or click Select a file from your device.
3. If you clicked Select a file… 
   1. Select the image file.
   2. Click Open.

The image is added to your signature.

Let users add images from Drive

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

1. Sign in to your Google Admin console.

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

2. In the Admin console, go to Menu  AppsGoogle WorkspaceDrive and Docs.
3. Click Sharing settings and for Sharing outside of your organization, select On.
4. Check the When sharing outside of your organization is allowed, users in your organization can make files and published web content visible to anyone with the link box.
5. Click Save.

Manage signatures for a large organization

If you have a large organization with lots of signatures to manage, Workspace Marketplace offers apps to help you.

Troubleshoot issues with Gmail signatures

If you are having issues with adding a Gmail signature or adding images to a Gmail signature, go to Troubleshoot issues with Gmail signatures.