How to Update Employee Gmail Signatures (for Google Admins)

Domain information regarding employees

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As a Google Cloud Premier Partner, we at HiView not only provide licenses and migration services, but also ongoing support for all Google Workspace (G Suite) applications. Customers come to us for support and to request information about features.

 

Time and time again, we have received inquiries about one particular topic: How can a Google Workspace Admin update users’ signatures? Whether in bulk or one-by-one, teams of all sizes have expressed interest in changing their users’ signatures to ensure brand consistency and professionalism.

 

Some marketing teams even like to update user signatures to reflect limited-time promotions. In these cases, marketing teams have needed to send out templates which Gmail users must copy and paste into their settings, adding in their name and contact information. This process is cumbersome, taking valuable time away from each employee’s workday. What’s more is that it is difficult to know whether employees have effectively updated their signatures as intended; the only way to find out is by receiving an email from that particular employee. We’re glad to share that marketing teams, Admins, and Gmail users no longer need to trudge through this process.

 

The solution

We’re pleased to introduce our Signature Management Tool for Google Workspace! Developed by our Google Cloud experts, this tool is exclusively available to our customers.

*Not yet a HiView customer? Contact us to get started with partnering with us for your Google Cloud needs.

The tool can be used to update the Gmail signatures of all employees, a group of employees, or a single employee.

 

Here’s how to use the tool:

 

STEP 1: Accessing the tool

To access the HiView Signature Management Tool, do the following:

  1. Navigate to our billing portal at billing.hiviewsolutions.com.
  2. Log in using your Google Workspace (G Suite) account credentials.

*Trouble accessing the HiView Billing Portal? Contact our Accounting team.

  1. Click the menu button in the upper left corner.
  2. Click Signature Management.

 

STEP 2: Apply to all employees?

Toggle this switch if you’d like to change signatures for all users within your domain. When doing so, a warning message will appear prompting you to confirm that you wish to do so. This task cannot be undone, so only click Yes if you are sure you’d like to update all signatures.

 

STEP 3: Select users

Next, click the dropdown menu labeled Apply to Specific Users and check the boxes next to the email addresses of the applicable users.

 

STEP 4: Load an existing signature

You can load an existing signature to update it or to use it as a template for other signatures. This feature is especially helpful when you only need to make small changes to a signature or template.

 

STEP 5: Using templates

To create a template, do the following:

  1. Add a signature into the field by either creating one from scratch or by copying and pasting an existing signature.
  2. Click View > Preview to see how the signature will look when live. 
  3. Once you’re satisfied with your template, click Template Actions, and then click Save as new template.

Now, you’ll be able to use this template by clicking the dropdown menu below Select a template. To change your template, adjust it as you’d like and then click Template Actions > Update Existing Template.

Note: If you prefer, you can edit signatures in HTML by clicking View > Source code.

 

Live Demo

Watch a demonstration by one of the tool’s main engineers, Maguie, here!

Need help? If you need any assistance with using this tool, reach out to our team at support@hiviewsolutions.com.

 

Eligibility

The Signature Management Tool is available to all interested HiView Google Workspace (G Suite) customers. Not yet a HiView customer? Get started by leaving your contact information below and we’ll be in touch.

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