The Email Signature Manager allows the Admins of a Google Workspace domain to apply an email signature to one or all users of the domain.
With Email Signature Manager, you can maintain consistent branding across your organization. It simplifies the process of creating, previewing, and deploying standardized HTML email signatures for individual users, specific groups, or Organizational Units. In addition, predefined templates, dynamic variables, custom branding options, and priority-based assignment rules help administrators manage domain-wide email signatures from a single dashboard.
Create the signature #
First, navigate to Signature templates > New Signature template.
Next, fill in the Basic information
- Template name – enter a name for the template
- Description – enter a description for the template
- Template content – this is the HTML content of the signature template
- Pick predefined template – select to pick from any of our templates
- Show preview – select one of the users to see a preview of the template
- Template variables – use variables in the HTML
- HTML editor – use the HTML editor to create the signature
The following options are available when creating a signature template:
- Pick predefined templates – select and pick a prepared template
Then, fill in the template details.
- Fill template:
- Select company logo or use user photo
- Select company colour
- Add social media links
- Facebook link
- X link
- Instagram link
- Linkedin link
- YouTube link
- Website link
Click Next to preview the template
After that, preview the HTML and review how the signature will appear.
Click on the Save button to save the template.
Show preview #
The Show preview will allow you to select a specific user and see how the signature would look on a specific user.
Apply the signature #
When the Signature template is created, the Admin can use it on any User, Group, or Org unit of users.
Select the template and click on the Use template button.
Fill in all the details for whom to apply the signature.
- Enter assignment name
- Add description
- Apply to – Choose a single type for this assignment: users, groups, or organizational units.
- Selected recipients – review the members of the selected group or org. unit
- Priority – Higher priority assignments win when a user matches more than one.
- Defaults:
- High for users,
- Medium for groups,
- Low for organizational units.
- Defaults:
- Send-as Signature – When enabled, this signature is also set as the user’s send-as signature in Gmail.
- Set for all send-as emails – enable or disable.
Select template #
In the Select template, simply select the template you want.
- Signature preview – Select a user to preview the signature with their real directory values.
Click on the Submit button.
The signature will be applied.
Automatic assignment of the signature #
By default, the signature will be applied automatically daily for all the selected users.
If there is more than one signature applied per user, the priority set up would be used.
View all the signatures that are applied in Signature assignments.
On the right side, you can take a few actions.
- Preview signature – click to preview the signature
- Assign signature – click to force and assign the signature now
- Use to test signature
- Edit – edit the signature
- Delete – delete the signature
Result for users #
When the signature is run automatically daily, the end users will have it automatically applied on their accounts.
When composing a new message, the signature will be applied in the user’s Gmail.
Manage Your Email Signatures from One Dashboard #
By combining dynamic HTML editing with automated daily synchronization, the Email Signature Manager eliminates the manual hassle of deploying corporate signatures.
Whether you need to enforce a unified brand identity, update social media links, or manage complex multi-department assignments, this tool ensures your users’ primary and send-as emails always feature accurate, professional, and up-to-date signatures.
Take complete control of your domain’s email presence with automated signature management.
Logs #
The logs show details for the user of the tool. It will show when and what signatures were applied, automatically or manually pushed by Admins.
Navigate to Email Signature Manager > Logs
View users’ activity as well as system activity when the signature was automatically applied
Hover over any action, then click the Details button on the right.
Frequently Asked Questions #
1.Can I apply an email signature to all Google Workspace users?
Yes. Email Signature Manager allows administrators to apply email signatures to individual users, groups, or Organizational Units (OUs).
2. Can I create custom HTML email signatures?
Yes. You can create a custom HTML email signature using the HTML editor or choose from predefined templates.
3. Can I preview an email signature before deploying it?
Yes. The Show preview option lets you preview how the email signature will appear for a selected user before applying it.
4. Can I assign different email signatures to different users or departments?
Yes. Email signatures can be assigned to users, groups, or Organizational Units. If a user matches multiple assignments, the assignment with the highest priority is applied.
5. Are email signatures applied automatically?
Yes. By default, Email Signature Manager automatically applies signature assignments daily to the selected users.
