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Signature guide

Google Workspace email signature — one for you, or one for the team

Google Workspace gives you two paths: each user sets their own signature in Gmail, or an admin sets a company-wide 'Append footer' from the admin console. Both work; both have quiet limitations most guides skip over. Here's the honest version — plus what you actually do when you want a real branded signature under everyone's mail with a swappable marketing banner.

Live example

One of ten built-in Looks. Every element is editable in the builder — colors, photo, links, tagline.

Preview
ToPriya Nair
SubjectKick-off next week
Thanks, Alex
Alex Rivera
Head of Marketing · Wren
Wren
Ealex@flywithwren.com
T+1 415 555 0142
Wflywithwren.com

Step-by-step

  1. 1

    The two paths, in one sentence each

    Per-user in Gmail — every teammate sets their own signature in Gmail settings. Full HTML, images, photos, banner. Recipient sees it under every reply. Zero admin, but no central control.

    Admin-console "Append footer" — Google Admin → Apps → Google Workspace → Gmail → Compliance → Append footer. A text (or basic HTML) block gets stamped at the very bottom of every outbound mail. Central, but appended after the whole reply chain, not directly under the sender.
  2. 2

    Set the per-user Gmail signature (recommended for real branding)

    Gmail → gear → See all settings → General → scroll to Signature → Create new. Paste your HTML signature. Set "Signature defaults" to use it for new mail and replies/forwards. Save changes at the bottom of the page (easy to miss).

    Build the HTML in something that outputs email-safe markup — the free Wren builder does this and hosts the image URLs so photos and logos don't break for recipients.
  3. 3

    Set an admin-level Append footer (for compliance disclaimers only)

    Google Admin (admin.google.com) → Apps → Google Workspace → Gmail → Compliance → Append footer → Add. This is only good for a text disclaimer ("This email is confidential…") — not a branded signature. Reason: Google appends it below the entire quoted reply chain, so on a 12-message thread your "signature" ends up at message-length-times-12 scroll from the sender.
  4. 4

    For a real central branded signature, use a manager

    Google doesn't provide a native "one branded signature for everyone, positioned correctly under the reply" option. Options:
    • Wren — teammate-installed, centrally designed. Owner controls design and banner from one place; each person clicks a personal link once. Flat $99/mo up to 50, no admin console needed.
    • WiseStamp / Newoldstamp — per-seat pricing, similar approach.
    • Exclaimer / CodeTwo for Google Workspace — server-side injection via a Gmail routing gateway. Full central control including on mobile-sent mail; per-mailbox billing and IT setup.
  5. 5

    Test on mobile — Gmail iOS is where signatures die

    Gmail mobile has its own separate signature stored on the phone. It doesn't sync from the web Gmail signature (this catches everyone). Open Gmail app → menu → Settings → your account → Mobile signature. Enter a short text-only version — HTML signatures don't render in the Gmail mobile signature field.

Common questions

›What's the difference between Google Workspace and G Suite?
Same product. Google renamed G Suite to Google Workspace in 2020. Every 'G Suite signature' guide out there applies to Workspace. Only the marketing changed.
›Can I use the admin console to set the same signature for everyone?
You can, via Append footer, but it lands at the very bottom of the entire quoted reply — not directly under the sender's message. For a legal disclaimer that's fine. For a branded signature with a photo and a marketing banner, it fails at the whole point.
›Does the Gmail signature apply when I send from Apple Mail / Outlook via IMAP?
No. Gmail's signature is applied by Gmail's web client and its official mobile apps. If teammates use a third-party mail client with a Workspace IMAP connection, they need to set the signature in that client separately.
›How do I add an image or logo without it breaking for recipients?
Use "Insert image → Web address (URL)" and point at a public HTTPS image. Do not use "Upload" — Gmail stores the uploaded copy in a way that occasionally 404s for recipients months later. Wren hosts every image on a stable URL so it never breaks.
›Can I run a marketing banner under every teammate's Workspace signature?
Yes — add a hosted banner image with a click-tracked URL to each teammate's signature. The trick is making it swappable: if the image URL is hard-coded to q4-launch.png, changing the campaign means 30 people re-paste. A signature manager keeps the URL stable and swaps the image behind it.
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