The footer (Append footer) is text that Google Workspace adds on the server to outgoing messages of a selected organizational unit. It suits a legal notice or a short message for everyone, but not a signature with each person's name, title and phone. For that you need a signature set through the Gmail API.
How do I add a footer to all emails in Google Workspace?
In the Admin console under Apps → Google Workspace → Gmail → Compliance → Append footer. The footer applies to the selected organizational unit and is added on the server after sending. Step by step:
- Sign in to admin.google.com as an administrator.
- Open Apps → Google Workspace → Gmail → Compliance.
- Select the organizational unit on the left (by default it applies to the whole organization; child units inherit the setting).
- Under Append footer, click Configure, enter a description and the footer text.
- Optionally choose to append it to internal messages too, then save.
Changes can take a while to apply.
What the footer can do
- It is added to every outgoing message regardless of device: Gmail on the web, the phone app or another client.
- Each organizational unit can have its own text, for example a different notice for a subsidiary.
- The editor supports basic formatting and an image from a public address.
What are the limits of the footer?
- Same for everyone in the unit. It cannot use per-person details, so name, title and phone are out.
- No custom HTML. The editor does not accept arbitrary HTML, so formatting stays simple.
- The sender does not see it. It is added on the server after sending.
- At the bottom of replies. It goes below the quoted text, not below your message.
- At most 10,000 characters.
Should I use a footer or a signature?
| Footer (Admin console) | Signature via Gmail API | |
|---|---|---|
| Each person's name, title, phone | no | yes |
| Custom HTML and layout | no | yes |
| Sender sees it while writing | no | yes |
| Works from phones too | yes | Gmail on the web only |
| Good for | legal notice | signature |
The best setup is often both: a personal signature through the Gmail API, plus a short footer with the legal notice as a safety net for mail from phones. Setting a signature for everyone is covered in Company-wide Gmail signature for all users.
Frequently asked questions
Is a "G Suite email footer" the same thing?
Yes. G Suite is the former name of Google Workspace; the footer setting stayed the same.
Is the footer added again in a long thread?
Google adds it to every outgoing message, so in longer threads it can repeat below the quotes.
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