Is there a free email signature manager for teams?

Yes, but "free" means one of three things. Google Workspace and Microsoft 365 both include a free way to add the same footer to everyone's mail. Scripts can write a personal signature for every user at no cost, if someone maintains them. Paid signature managers mostly offer a 14-day trial, not a free team plan. Pick the free route if identical text is enough or you have an admin who enjoys scripting.

Free option 1: the built-in footer

• Google Workspace: Admin console > Apps > Google Workspace > Gmail > Compliance > Append footer. The same text or HTML goes on every outgoing message for the users you choose. It cannot insert each person's name.
• Microsoft 365: an Exchange mail flow rule can apply a disclaimer. It can insert some user attributes, such as display name and title, from the directory.

Both are added on the server after sending. The sender does not see them while writing, and in replies they land at the bottom of the thread, not under the new message. Fine for a legal notice; weak for a personal signature. More in Google Workspace footer vs signature.

Free option 2: scripts

• Google Workspace: the Gmail API's users.settings.sendAs method sets each person's signature. GAM wraps it in a command line. See set Gmail signatures for all users.
• Microsoft 365: PowerShell can set the signature for Outlook on the web per mailbox.

The cost is time: someone edits HTML by hand, reruns the script when a title changes and fixes the logo when classic Outlook breaks it.

Free trials and free plans

The server-side tools we reviewed, CodeTwo and Exclaimer, offer 14-day trials with no card and need at least 10 users after that. Free plans are usually for one person, not a team.

Sendoff's free plan covers one signature, and its generator works without an account. The Team plan has a 7-day trial with no card, then costs $2 per user per month billed yearly, minimum 5 users. On Google Workspace it writes each person's Gmail signature for you; Microsoft 365 sync is coming soon.

How to decide

1. Is identical text enough? Use the built-in footer.
2. Do you need personal signatures and have a scripting admin? Use the Gmail API or PowerShell.
3. Do you need non-technical people to change the design, or banners and analytics? Trial a paid tool and check the price at your real headcount.

FAQ

Is the Google Workspace footer free? Yes. It is part of the Gmail compliance settings in the Admin console, at no extra cost.

Can the Microsoft 365 disclaimer include each person's name? Yes. Mail flow rule disclaimers can insert directory attributes such as display name and title.

Is there a free tool that deploys designed signatures to a whole team? Not that we found as a free plan. Scripts are the free way to do it.

Sources

• Google Workspace Admin Help, "Add a standard footer to outgoing emails": https://knowledge.workspace.google.com/admin/gmail/advanced/add-a-standard-footer-to-outgoing-emails
• Microsoft Learn, "Organization-wide signatures, disclaimers, footers, or headers in Exchange Online": https://learn.microsoft.com/en-us/exchange/security-and-compliance/mail-flow-rules/disclaimers-signatures-footers-or-headers
• Google for Developers, "Manage aliases and signatures": https://developers.google.com/workspace/gmail/api/guides/alias_and_signature_settings
• CodeTwo pricing: https://www.codetwo.com/email-signatures/pricing
• Exclaimer pricing: https://www.exclaimer.com/pricing/