G Suite Email Signatures - CANs & CAN’Ts
Using the Append footer setting to deploy a company-wide email signature in the G Suite (now Google Workspace) Admin console is relatively simple and straightforward, however it comes with its limitations.
Check out below at the top 8 things you can and can’t do when using this method to apply a company-wide G Suite email signature.
1. You CAN give every user the same signature
When you create and deploy a global G Suite email signature using the Append footer setting, it will ensure all users have the same signature across all devices. However, with this setting you can only have one email signature template for each G Suite organizational unit, you won’t be able to create a different signature for different departments and you also won’t be able to personalize the signature with users’ contact information.
2. You CAN’T pull contact information from Google Directory
Unfortunately, there is no way to auto-populate users’ contact information in a G Suite email signature using the Append footer setting in the Google Admin console. This means you will have to create a generic email signature for each G Suite Organizational Unit.
3. You CAN include images
You will be able to add images to a G Suite email signature, such as a company logo, or social media icons, and you can also add hyperlinks to these images. However, any images you use in the email signature design must be web-hosted and cannot be linked from a Google Drive image.
4. You CAN’T place a signature under every reply
When a user replies to an email, their G Suite email signature will not appear under their most recent reply. The signature will appear at the bottom of the email chain, and if the user has replied to an email multiple times, the signature will stack up at the bottom of the email chain.
To create a separate reply signature that will appear under every reply, you will need to setup canned responses. However, canned responses need to be setup on an individual basis within each users’ Gmail account settings.
5. You CAN get a signature on all devices and mail clients
G Suite email signatures deployed using the Append footer setting are applied to emails at a server level, this means that the signature is added by the server after an email is sent via G Suite. This method ensures users get an email signature no matter what device they send from.
6. You CAN’T edit the HTML or style the signature
You can use a HTML email signature in the Append footer setting, however you will not be able to paste the HTML code directly into the editor – you will have to paste the signature design itself. You’ll also need to make sure the HTML code is under 10,000 characters, as there is a limit!
Although the G Suite Append footer setting does allow for HTML email signatures, when you respond to a plain text email the signature will convert to plain text and remove any images, hyperlinks and text formatting.
7. You CAN avoid users editing the signature
As previously stated, signatures are added to an email after it is sent, this means the signature will not appear while users are composing an email, so your users won’t be able to edit the signature.
Despite this, users will still be able to add their own, separate signature in their Gmail settings, which means they will get two signatures on the first email they send.
8. You CAN’T test the signature before setting it live
There isn’t a way to test or preview the signature before applying it to all users of an Organizational Unit, unless an Organizational Unit consists of just you! If you did want to test the email signature is working and how it looks, you’ll have to set it live and test during hours of low mail flow to avoid the likelihood of the signature appearing on important emails.
What are my choices?
There is the option to manage company-wide G Suite email signatures that contain users’ contact information using Google’s API. However you’ll need to be knowledgeable of programming and this process can be quite lengthy.
You can also setup an email signature in Gmail within each users’ individual settings. However this that also comes with its limitations.
If the above options don’t appeal to you dedicated email signature software will be the route to go. Exclaimer Cloud Signatures for G Suite allows you to create and manage multiple, branded email signatures for G Suite. The solution makes email signature management easy, and automatically populates users’ signatures with their Google Directory contact information.
Get more out of G Suite email signatures with Exclaimer Cloud.
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If you're looking for an easy way to design and manage professional email signatures across your whole organization, we're here to help. Find out more or start your free trial today!
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