Method 1: Append Footer via Admin Console
Google Workspace lets admins append a footer to all outgoing emails:
- Log in to admin.google.com as a super admin
- Go to Apps → Google Workspace → Gmail → Compliance
- Scroll to Append footer and click Configure
- Give the setting a name (e.g., "Company Signature")
- Select which users/groups this applies to
- In the footer text, paste your HTML-formatted signature
- Click Save
⚠️ Limitation: The Append Footer method adds the same footer to every email from every user. It doesn't personalise per-employee. For personalised signatures, use Method 2.
Method 2: Gmail API (Personalised Signatures)
For personalised, per-employee signatures via Google Workspace:
- Create a Google Cloud project with the Gmail API enabled
- Set up a service account with domain-wide delegation
- Write a script that sets each user's signature via
users.settings.sendAs.update - Include personalised details (name, title, phone) from your HR system or spreadsheet
- Run the script for all users or schedule it for automatic updates
Method 3: Individual Setup (Simplest)
For smaller teams, have each employee set up their own signature:
- We create personalised signatures for each employee
- Each employee receives their signature HTML + our Gmail setup guide
- They paste it into Gmail → Settings → Signature
Which Method Should You Use?
Small Teams (2-10)
Individual setup. Fast, simple, no IT overhead. We provide each person's signature + instructions.
Medium Teams (10-50)
Append Footer for company info + individual signatures for personal details. Hybrid approach.
Large Organisations (50+)
Gmail API automation. Fully automated, personalised, and centrally managed. We can help set this up.
🏢 Need help? We can create all your team's signatures and provide deployment support. Contact us or see our team pricing.