How to set a standard signature for all Gmail users

We show you how to add a signature to the bottom of all emails sent by your Gmail users.

Despite Gmail’s simple appearance Google Apps admins have a lot of control over how the service works.

One of the most common questions I’ve had asked is how do you add a signature to the bottom of all outgoing email?

Until recently this was only possible through a third-party tool like Flashpanel, but now Google has built this key feature right into the Google Apps control panel.

Why set a standard email signature?

Most schools like to add a disclaimer to the bottom of each email sent from their organisation. Something like:

This e-mail is intended for the named addressee(s) only and may contain information about individuals or other sensitive information and should be handled accordingly. Unless you are the named addressee (or authorised to receive it for the addressee) you may not copy or use it, or disclose it to anyone else. If you have received this email in error, kindly disregard the content of the message and notify the sender immediately. Please be aware that all email may be subject to recording and/or monitoring in accordance with relevant legislation.

An email signature can also be used to add contact information such as the school website, telephone number, email address, and fax.

Add an email signature to all outgoing Gmail

It’s now really simple to add a signature to all your outgoing email. Here’s how:

1. First, login to your Google Apps control panel
2. Click Google Apps
3. Click Gmail
4. Click User Settings
5. Scroll down the list of settings until you reach Append Footer
   
6. Click Add and you can configure your signature and apply it to all users.
   

By selecting different organisational units in the left hand menu, you can apply different signatures to different groups of users, or even offer multiple signatures for your Gmail users to choose from.