Articles on: Email Signatures

Manage multiple Gmail signatures

This guide shows you how to create multiple Gmail signatures, assign defaults, and switch between them when composing emails. You'll also learn how to deploy signatures at scale using Patronum and troubleshoot common sync issues.


Add multiple signatures in Gmail


Gmail allows you to create up to 50 signatures per account, though 10-15 is more practical for day-to-day use. Each signature can contain up to 10,000 characters, including HTML and images. For administrators managing signatures across an organization, Patronum automates deployment through policy-based rollout. This ensures consistency and saves time compared to manual updates.


Create a signature policy


  1. Log in to the Patronum.
  2. Navigate to Policies in the left menu
  3. Click Add Policy via the blue + icon.
  4. Within the WORKFLOW section define your target users—choose organizational units (OUs), groups, or specific user attributes
  5. Select the Signature tab
  6. Design your primary signature template using HTML and dynamic attributes like {{fname}}, {{title}}, or {{department}}
  7. If managing multiple Domain based SendAs email addresses, or Domain Aliases, add separate templates for each Domain address using the dropdown selection

Additional SendAs Domain Addresses


Adding an email signature to a Domain Alias will automatically create a new SendAs address for target users


  1. If you want to new SendAs addresses for your target users, such as Sales@ or Support@ select the SETTINGS tab
  2. Within the Settings section expand Aliases and add your new SendAs Address

Add New SendAs Alias

  1. Click Save and Activate the policy


Understand policy sync timing

Patronum syncs signature policies to Gmail hourly via the Gmail API. After activation:

  • Policies execute automatically every hour
  • Changes to user attributes (like job titles or departments) propagate on the next sync cycle
  • Gmail may cache signatures for 1-2 hours, so updates might not appear immediately in the compose window

If users report delays, ask them to refresh their browser or log out and back in to clear the cache.


Clear cache and refresh

If signatures appear inconsistent after deployment:

  1. Ask users to refresh their browser (Ctrl+F5 or Cmd+Shift+R)
  2. If that doesn't work, have them log out of Gmail and log back in
  3. Check the compose window to confirm the updated signature appears

Gmail caches signature data locally, so changes may not display until the cache clears.


Users manually editing their Gmail signature settings will create conflicts with Patronum policies. The policy will overwrite their changes on the next sync, which can cause frustration. Communicate deployment plans clearly to avoid confusion.


Best practices for signature management

  • Standardize templates: Use consistent branding, fonts, and colors across all signatures to maintain professional appearance
  • Keep signatures concise: Aim for 4-6 lines of text to avoid overwhelming recipients or triggering spam filters
  • Embed images properly: Host images on a reliable server (not local files) and use absolute URLs to ensure they display correctly
  • Image size: Hosted images should be stored at the size you expect to have them displayed within the email signature. Don't host large images and resize via HTML, some email clients will ignore the code and display the image in the original size.
  • Test on mobile: Preview signatures on mobile devices to confirm formatting remains readable and images scale appropriately
  • Avoid external CSS: Use inline CSS styles instead of external stylesheets, as Gmail strips external CSS references
  • Communicate policy rollouts: Notify users before deploying organization-wide signatures so they understand their manual signatures will be replaced

Updated on: 09/12/2025

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