3 Ways to Update Gmail Signatures for Users in Google Workspace

A team email signature isn’t just a sign-off; it carries your logo, legal disclaimers, and trust. When every employee in Google Workspace sends a message, the footer has to look the same and follow policy.

Below we compare three practical ways to deploy or update Gmail signatures, manual user edits, Admin console templates, and automated scripts, so you can pick the right mix of control, speed, and flexibility.

Table of Contents

• Use Google Workspace's UI
• Use Torii
• Use Google Workspace's API

Use Google Workspace’s UI

Need to adjust a team member’s Gmail signature? Make the change in the Google Admin console.

Step 1: Sign in and open the Admin console

• Open admin.google.com in your browser.
• Sign in with a super admin account; the Admin console home page appears.

Step 2: Find the user

• In the left panel, click Users.
• Locate the account by scrolling or searching.
• Select the user’s name to open the profile card.

Step 3: Open Gmail settings

• On the user page, a side menu appears. Choose Gmail.
• Click User settings. This section holds the per-user mail controls.

Step 4: Edit the signature

• Scroll until you spot Email signature.
• Click Edit to open the text box.
• Enter or paste the new signature. Use the toolbar for links, bold, or images as you would in Gmail.
• Decide if the signature applies to new emails, replies, or both.
• Click Save to store the change immediately.

Step 5: Confirm from the user’s inbox

Ask the user to refresh Gmail or sign out and back in. They should start a new email; the updated signature will appear at the bottom. If it doesn’t, confirm you saved the change in Step 4 and that personal overrides aren’t enabled.

Use Torii

Updating every Gmail signature in Google Workspace drains precious admin time. Torii, a SaaS management platform, automates the process so you don’t touch each account.

Torii converts a repetitive Google Workspace chore into an automated flow. Once you set up a trigger (for example a new hire, a departure, or a contract milestone), the update runs on its own and saves time whenever the task repeats.

Use the steps below to quickly update a Gmail signature in Google Workspace directly from Torii:

1. Sign up for Torii

Reach out to Torii’s team and ask for a free two-week proof of concept.

2. Connect your Google Workspace account to Torii

When your Torii instance is ready, link it with your existing Google Workspace tenant through the admin integration page. Follow these instructions to complete the connection: Google Workspace integration guide.

3. Create a Torii workflow for Google Workspace

Inside Torii, open the Workflows tab, select a trigger, and add an action to update the user’s Gmail signature. After that, any time the trigger fires, the new signature will be pushed to Google Workspace automatically.

Use Google Workspace’s API

Below you’ll see how to swap out a user’s Gmail signature using Google Workspace’s Gmail API, with no clicks needed and only API calls.

1. Turn on the Gmail API and give the right scope

• In Google Cloud Console, add the Gmail API to your project.
• Add the scope https</b>://www.googleapis.com/auth/gmail.settings.basic to the service account and enable domain-wide delegation.

2. Grab an access token that can act as the user

gcloud auth application-default print-access-token

If you need to delegate on behalf of a user, trade the call above for this one:

curl -X POST https://oauth2.googleapis.com/token \
-D client_id=YOUR_CLIENT_ID \
-D client_secret=YOUR_CLIENT_SECRET \
-D refresh_token=YOUR_REFRESH_TOKEN \
-D grant_type=refresh_token \
-D subject=[email protected]

Once the request returns, store the access_token for the next calls.

3. Pick the “send-as” address to update

Most users have one address: their primary email.

You need that address in the path users/{userId}/settings/sendAs/{sendAsEmail}. Use me for {userId} if you’re impersonating, or the actual email address.

4. Call the update endpoint with the new signature

Use a PUT request with JSON to set the text you want the user to see.

curl -X PUT \
-H "Authorization: Bearer ACCESS_TOKEN" \
-H "Content-Type: application/json" \
-D '{
    "signature": "Best,\nJordan"
}' \
"https://gmail.googleapis.com/gmail/v1/users/me/settings/sendAs/[email protected]"

Keep line breaks in the JSON body with \n.

5. Confirm the change

Verify the change with a GET call before showing the result to the user.

curl -H "Authorization: Bearer ACCESS_TOKEN" \
"https://gmail.googleapis.com/gmail/v1/users/me/settings/sendAs/[email protected]" \
grep signature

You should see the updated text.

6. Repeat for more users

Loop through your user list, swap subject and sendAsEmail, and push the same call. A simple bash or Apps Script loop gets the job done.

With one script run, every chosen account now shows the new signature in Gmail.

Torii for SaaS Management

Looking for a tighter grip on your growing SaaS stack? Get in touch to see how Torii’s SaaS Management Platform lets you take charge of every subscription today:

• Uncover shadow apps: AI scans your environment and flags unsanctioned software as seems.
• Cut wasted spend: Remove idle licenses and overlapping tools before they drain your budget.
• Automate onboarding and offboarding: Hand off repetitive account tasks and avoid errors when employees join or leave.
• Never miss a renewal: Timely alerts keep every contract deadline on your radar.

Torii brings Finance, IT, and Security the same end-to-end SaaS view, unifying data in one place.

Learn more about simplifying SaaS oversight by visiting Torii and scheduling a quick walkthrough with our team.