Digital signing in word

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This guide will walk you through the steps for digitally signing a document in Microsoft Word 2010, 2013, or 2016 using your PIV credential or digital certificate.

Add a Digital Signature Using a Signature Line

1. To add a digital signature, open your Microsoft Word document and click where you’d like to add your signature line.

2. From the Word ribbon, select the Insert tab and then click Signature Line in the Text group.
   

3. A Signature Setup pop-up box appears. Enter your information in the text fields and click OK.
   

4. Double-click the signature line.
   

5. A Sign pop-up box appears. At the X, type your name. Next, look at the Signing as: field. Select the signing certificate. To ensure that this is the correct certificate, click the Change button.
   

6. Click on Click here to view certificate properties.
   

7. The Certificate Details box appears. Go to the Details tab and scroll down to Key Usage. Single-click on it. The lower text box should now display Digital Signature, Non-Repudiation. If it does, then this is the right certificate. Click OK.
   

8. If this is the wrong certificate, click OK. Then click More Choices to see other certificates. Select another certificate and repeat these steps until you find the correct certificate.
   
   

9. Click the Sign button to sign the document. Insert your PIV card into the card reader. Enter your smart card (PIV) PIN and click OK.
   

10. The Signature Confirmation box tells you that Word saved your digital signature. Click OK.
    

Add an Invisible Digital Signature

You can add an invisible digital signature to prevent your name from appearing in a document.

1. Open your document and click the File tab.

2. Click Info and then click Protect Document.
   

3. From the Protect Document drop-down menu, click Add a Digital Signature.

4. Select a Commitment Type, such as created and approved this document, and then click Sign.
   

5. Insert your PIV card into the card reader. Enter your smart card (PIV) PIN and click OK.
   

6. The Signature Confirmation box tells you that Word saved your digital signature. Click OK.
   

Add Multiple Digital Signatures Using Signature Lines

Once you digitally sign a document, you can have others also digitally sign it. (Note:   If you are the first approver, you should create the signature lines for all of the approvers. Then send the document to the second approver.)

1. If you are the second (or other) approver, open the document you’ve received. Double-click your signature line to sign. Follow Steps 4 through 10 from Add a Digital Signature Using a Signature Line.
   

2. A Signature Setup pop-up box appears. Enter your information in the text fields and click OK.
   

3. Double-click your signature line.
   
   

4. A Sign pop-up box appears. At the X, type your name.

5. Next, look at the Signing as: field. You should see your name and certificate information. If you don’t, click the Change button to select a different certificate and click Sign.
   

6. Insert your PIV card and enter your smart card (PIV) PIN. Click OK.
   

7. The Signature Confirmation box tells you that Word saved your digital signature. Click OK.
   

8. Send the digitally signed document to the next approver.

Each successive approver will be able to open the document and double-click the Signature Line with his/her name and complete the signing process.

Add Multiple Invisible Digital Signatures

Multiple approvers may digitally sign a document. Use the same procedures as you would to add one invisibile digital signature: Add an Invisible Digital Signature.

The final approver will see multiple “invisible” signatures in the document.

View Digital Signatures

You can view digital signatures in an incompatible Word document in one of two ways:

Click the View Signatures button just below the Word ribbon.

OR

Click the File tab and select Info. Then click View Signatures.

For either option, you will be able to see the digital signature details in the Signatures box.

Remove a Digital Signature

1. If you want to remove a digital signature, open your Word document and go to the signature line.
2. If there is no signature line, click the View Signatures button just below the Word ribbon.
3. From the Signatures box, select the signature you want to to delete.
   
   
4. Right-click on the signature and then click Remove Signature.
5. When prompted, click Yes.
   

Verify Digital Signature Settings

By default, Microsoft Word uses the SHA-1 hash algorithm to generate digital signatures. The SHA-1 hash algorithm is no longer considered secure. More secure hash algorithms, such as SHA-256, should be used. (See NIST’s guidance on hash functions)

You can use either option below to verify/change the hash algorithm settings for Microsoft Office:

1. Group Policy settings: Use Digital Signatures with Office 2016. (For additional information, consult Microsoft’s technical documents.)
2. Computer registry settings. Change the Microsoft Office signature algorithm, as follows:

Word 2010:  ComputerHKEY_CURRENT_USERSoftwarePoliciesMicrosoftOffice14.0commonsignatures
Word 2013:  ComputerHKEY_CURRENT_USERSoftwarePoliciesMicrosoftOffice15.0commonsignatures
Word 2016:  ComputerHKEY_CURRENT_USERSoftwarePoliciesMicrosoftOffice16.0commonsignatures

• Add or update these values:

• Save the registry settings and restart the computer.

(For additional information, consult Microsoft’s technical documents.)

Additional Resources

1. Add or Remove Digital Signature in Office Files
2. XML Digital Signature
3. Digital Signatures in Office 2010
4. Use Digital Signatures with Office 2016
5. NIST Policy on Hash Functions

Microsoft Word does indeed have a handy built-in feature that allows users to create and add electronic signatures to documents for free. 

Despite its popularity, however, Word is somewhat limited concerning wider functionality when it comes to electronic signatures.

This makes Microsoft an outdated software choice for many organisations, those who would otherwise benefit by switching to more dedicated eSigning platforms. 

On the bright side, there’s still a lot that can be done with Word. In this article, we’ll take you through the ins and outs of electronic signatures in Word, and we’ll teach you how to electronically sign a Word document.

What is an electronic signature?

An electronic signature, also known as an eSignature, is merely a digitised form of a traditional physical signature, making the document-signing process a fast-moving activity.

Like a standard handwritten signature, electronic signatures are mostly there to serve as proof that the signer has approved the document in question.

Why use electronic signatures?

Before we explore this subject further, it’s essential to know the what, why, and how of electronic signatures. Since we’re already done with the “what,” it’s about time we discover the “why.” 

For starters, eSignatures are a lot faster to use than traditional signatures, since you don’t have to print, physically sign, scan the document, and then have it sent back to the sender. 

Another handy feature of eSignatures is that they only need to be created once, and then the copy signature can be added quickly and easily to any future document.

For anyone needing to send out signed documents frequently, eSignatures can significantly improve their workflow. Teams like sales, admin, accounts, etc., as well as many business owners, can profoundly benefit from its use.

For the most part, an electronic signature is just as legally binding as a real signature (read: certain countries consider written signatures as taking higher precedence over eSignatures).  

Oh, and before we forget: they are also encrypted — so rest assured, electronic signatures are safe to use even with critical and sensitive documents.

Leverage your business with electronic signatures

When partnering with a brand, you ideally need an application that is more than just an eSignature software.

At the same time, it should be a brand that understands the importance and benefits of using electronic signatures. These eSignature benefits should include: 

1. Getting instant updates.
2. Being able to deploy automation for signature tracking.
3. Easy accessibility of signing different file types.
4. Access to enhanced security. 

PandaDoc has all these features and then some. You can scan, view, and sign a document, all at the same time, and easily.

If you’re interested in exploring further, send yourself a (free) sample copy to view the eSignature journey from the eyes of your customers.  

Does it make sense to add a digital signature in Word? 

Microsoft Word is the universal word processing software used by businesses and individuals across the world to create documents.

Because it is so widely used, many people choose to add eSignatures to documents in Word to increase the speed of their document processes. (It often might do otherwise, but more on that later.)

The main advantage of adding digital signatures in Word documents is the very fact that most businesses already use the software to create and edit their documents.

However, while this may be the most obvious benefit, just make a note if your organisation can indeed support the use-case of electronic signatures before moving forward with a solution.

How to add an electronic signature to a Word document

At this step, perhaps you may ask, “How do I write my signature on a Word document?” Well then, you’ve come to the right place. 

Follow these necessary steps to add a digital signature to a Word document (“word” of caution, no pun intended): these steps are only relevant on the Microsoft Word versions 2007, 2010, 2013, 2016, 2019, and Word in Office 365):

1. Place the cursor where you’d like to add a signature to a Word document.

2. Go to the Insert tab, and under “Text,” click “Signature List,” followed by “Microsoft Office Signature Line“.

3. Complete the fields about signature details in the setup box that pops up and select your preferences for the signature box.

4. Right-click on the signature box in the document.

5. After this, click “Select Image” to choose an image of a signature that you have already saved.

Alternatively, if you’re using a touch screen, you can hand draw your signature into the box. You can also type a printed version of your name directly into the box.

While it’s entirely possible to eSign documents using Word, the signature setup can be a convoluted process.

Every person who’s signing the document will need to download the document, open it in Word, and follow step 4 to add their signature. 

Note: if digital signatures are not your thing, then you can print and hand-sign them as well. But with this method, you’ll need to save the document and send it back to the sender, which only wastes time and potentially opens up room for human error.

How to add a signature line in the Word doc

1. Place your cursor where you would like to add the signature line. 

2. Go to the “Insert” tab, and select “Signature line.”

3. A dialogue box will pop up — fill in the required details (name of the signer, work title of the signer, and email ID of the signer). 

4. Mention the instructions you would like the recipient to read. 

5. Allow the recipient to add comments (if you’d like), and select “show sign date.”

6. Click “OK.”

Why switch from using Word for electronic signatures?

Microsoft Word is not designed to be used as electronic signature software, and while it can be used to add signatures digitally, there are some gaps in functionality that limit its potential benefits.

The biggest limitation of using Word is that it is not comprehensive in nature. Imagine your client sends you a PDF document or a ppt file. You can’t use Microsoft Word to sign those documents.

Apps like PandaDoc, that have an eSignature function, are compatible with multiple file types, including Word, ppt, pdf, xls, jpg, and more.

Another drawback is that you need to consider the client’s journey when they sign a document. Logically, these recipients need to read the document, decide if they’re interested, sign it themselves and then send it back. 

As a business owner, your goal should be to make the signing process as easy as possible.

This can be done only when you have insights that tell you how and where did your recipient(s) interact with the documents you sent them. Unfortunately, this isn’t possible with Word.

Another big drawback of Word is that it is not the fastest way to eSign documents. The thing is, anytime you want to sign a document on Word, you’d have to create a digital ID. 

When you click on the X to sign, a dialog box would appear. For some users, this dialog box redirects them to Microsoft support from where they can read the instructions to create a digital ID. 

Whereas for others, you have to manually go to the Microsoft website to obtain a digital ID from one of Microsoft’s partners.

It’s important to note that the partners Microsoft mentions (GlobalSign and IdenTrust) require you to pay money to obtain a digital ID. So, overall, Microsoft is not the most effortless software when it comes to eSigning. 

What can other platforms offer that Word can’t?

There are many other examples of software that are dedicated to creating, sending and signing business documents digitally, such as PandaDoc and DocuSign. 

PandaDoc and DocuSign have both been consistently ranking as the top-performing eSignature softwares.

While DocuSign has made a name for itself by launching first, PandaDoc has been giving it some serious competition with the help of its product offerings (unlimited audit trail, 24/7 support, dynamic pricing, and more). 

The comparisons are numerous, and very much worth evaluating for yourself. If you’re still interested in exploring further, you can compare both these softwares here. 

The point that remains is both these softwares provide services that offer a much broader range of useful features, generally making it straightforward to create signature fields and eSignatures.

PandaDoc, for example, provides users with a vast database of templates tailored to a wide range of business use cases that can easily be signed at the click of a button, as well as different types of quotes, proposals, or legal documents, that can be quickly uploaded to keep all information in one place.

Overall, this speeds up the creation of high-quality, professional documents.

Adding an eSignature is painless on these dedicated platforms, with intuitive interfaces and one-click addition often supported.

Once signed, documents can be sent to a list of recipients quickly and easily, directly through the software itself, and a secure signing certificate may be created as soon as the recipient signs the document.

Once sent, documents can then be tracked. Viewer metrics like time spent on each page, how often the recipient viewed the document, the number of views, comments, and eSignatures on the document, and other similar data are gathered and presented to the sender automatically.

This information provides a microscopic view of what works and what doesn’t, allowing companies to fine-tune their sales documents and improve their effectiveness over time.

These powerful features mean that adopting a specialised eSignature and sales document platform can revolutionise the way you eSign. It also means that you can dramatically streamline your entire sales process.

PandaDoc has integrated with Word to make limitations a thing of the past

It could be that you’re a Word loyalist, or maybe you’re just not looking to fully switch to a new software (after all, who doesn’t love comfort?).

But there is one thing that we guarantee you’ll love more: a smoother eSigning process. 

And for the very same reason, PandaDoc has integrated with Word, making limitations of digital signatures a problem of the past. You can now have the best of both worlds. 

With this integration, you can send your document quickly to a list of prospects and/or internal team members (PandaDoc will open in a separate tab to not disturb your workflow). 

You can also see if your recipient received your document with status updates letting you know whether they’ve signed or not.

This integration makes it possible to sign existing Word documents, request eSignatures from multiple recipients, and check the status of your document — all at the click of a button.

Even more, the integration is simple and uploads the documents directly to your PandaDoc account, making them easy to access from anywhere. 

If interested, you can download the integration from Microsoft Marketplace.

How to add an eSignature to a Word document using PandaDoc

PandaDoc makes it a breeze to add electronic signatures to any document.

Just follow these steps:

1. Start a free trial account with PandaDoc and open your document (either by choosing a saved file from PandaDoc, or uploading a file from your computer or cloud storage app).

2. Drag and drop a signature field into the document and add any extra fields or text you want.

3. Choose your recipients and click send.

4. Recipients will get an email notification linking them directly to an online version of the document. They need to click the signature field and choose to draw, upload or type their electronic signature.

5. The sender’s copy of the document is automatically updated as signatures are added. Document activity can be tracked conveniently, and follow-ups are sent accordingly. 

PandaDoc also creates a signature certificate that shows the signing date, IP address, location, and the time stamp ensuring the document’s legitimacy.

A better way to eSign your business and sales documents

Microsoft Word may be the most popular word processing software for both businesses and individuals, but that doesn’t always make it the best choice for electronic signatures.

There now exists a massive array of softwares dedicated to improving the document signing process. 

Alternatives to Word like PandaDoc not only make the eSigning process incredibly simple, but they also come with a wide range of other tools that can enhance your ability to create, send, sign and track a large number of important business documents with ease. 

So, what’s stopping you from hopping on the PandaDoc train and creating an illustrious document signing experience? 

Need to add your electronic signature to a contract, offer letter or non disclosure agreement from a Word document? It’s easy to create an electronic signature on a Microsoft Word document without ever leaving the application.

How to sign a Word document

Read on to discover how to add an electronic signature to a Word document in just a few steps with this easy guide.

1. First, install the DocuSign add-in. Go to the Insert tab in the Menu bar and navigate to “Get Add-ins. This will open up the Office Store (or Store on Mac). Type “DocuSign” in the search bar. Click “Add” DocuSign for Word and confirm the installation. This is free.

2. Find DocuSign in your Menu tab. Once the add-in has loaded successfully, you will see a new menu option called “DocuSign.” Click on that and choose “Sign Document.”

3. Log into your DocuSign account or click “Create Account” for a free DocuSign account. Signing up for a free trial will allow you to create a free electronic signature in Word. You can also send forms and contracts to others for signature for 30 days — no credit card required.

4. Add Signature to your document. You can now drag and drop the Signature field to add your electronic signature to the Word document. Simply click “Signature” on the left side of the page, then click the spot in your document where you want to insert your signature. You’re also able to add your Initials, Date Signed, Name and other information if you choose.

5. Click the yellow “Adopt and Sign” button at the bottom of the window. Your signature will appear in the desired place on the document. Then click the “Finish” button at the top of the page.

Your signed document is ready to send and download.

If you need to send the document to another party, enter the recipient’s name and email address in the “Full Name” and “Email Address” fields in the pop-up menu, then click “Send and Close”.

And you’re done. You can then log in to your DocuSign account to see all the documents you’ve signed and sent.

Creating your own electronic signature

When adding an electronic signature to any document, you can choose to simply adopt a DocuSign pre-made signature using your name. If you love your unique autograph, you can also choose to upload or draw your own electronic signature:

1. Log in to your DocuSign account. Click the Profile Image, then click “Signatures.”

2. To change your signature, click “Edit” and select “Draw”.

3. To draw a signature in word, click and hold within the “Draw your signature” box, then draw the desired signature with your cursor or on your touch screen.

4. Click and hold within the “Draw your initials” box to draw the desired initials. Click “Create” to save your signature.

Related:

• How to Electronically Sign Documents in Google Docs
• What is a Wet Signature vs. an Electronic Signature?
• Are Electronic Signatures Legal?

Learn more about DocuSign eSignature and other ways to digitally transform how you do business with the DocuSign Agreement Cloud.

Organizations rely heavily on a remote workflow. Thanks to electronic and digital signatures, document approval can now be done more efficiently and are legally binding. Electronic signatures can be used in a variety of software, including Microsoft Word. The next segment will discuss how to create an e-signature in Word.

Click here to start signing with GMO Sign

How to create an electronic signature in Word

Most individuals and organizations use Word to create documents. Given the platform’s global popularity, the e-signature has become a more efficient form of getting approval and verification compared to wet ink signatures. Electronic signatures remove the requisite to print and send hardcopies before getting approvals.

Creating electronic signatures in Word is easy and can be applied in version 2007 up to the latest version, Office 365. Follow these steps to create e-signatures in Word:

1. Place the cursor on your desired signature line or location.
2. Go to the Insert Tab and click on “Signature Line.” Other versions of Word may require you to click “Signature List” under Text.
3. Complete the necessary details such as Suggested Signer and Title. The signature line will appear.
4. Right-click on the signature line and click “Sign.” You may:
   • Select the image of your chosen signature;
   • Type a printed version of the signature;
   • Or draw a signature in a touchscreen device.

While electronic signatures promote efficiency and convenience in verifying documents and maintaining legal binding, the security and integrity of the document can still be questioned as validation is not performed on those signatures. These challenges are addressed by digital signatures.

For more secure signatures, click here

How do I create a digital signature?

A digital signature is a type of electronic signature that adds a security feature through encryption. It uses Public Key Infrastructure (PKI) that requires keys to be created and saved in a secure manner. Digital signatures also provide features such as timestamps to maintain the integrity of documents.

To digitally sign a Word document, the user must have a current digital certificate, typically issued by a Certificate Authority (CA). Certificate Authorities are third-party organizations that issue trusted certificates to other entities. GlobalSign is an example of a CA that makes digital signatures accessible to organizations via a seamless integration with Adobe Sign. After your organization accomplishes the identity verification processes, you may easily acquire certificates from GlobalSign and create signatures automatically within the trusted platform.

GlobalSign’s digital signatures can also be created using Microsoft Word. Follow these steps to create a visible digital signature in Word:

1. Find where the signature is needed and insert a signature line.
2. Add information about the signer (Name, Title, etc.).
3. Right-click on the signature line and click “Sign.” You may upload an image of your signature.
4. On the “Signing as” box, click change. Ensure that you choose the right digital certificate and populate the additional information required.
5. Click “Sign” and fill in your password.

After successfully accomplishing these steps, the document is now saved with your visible digital signature. Any changes to the document will make sure your signature is invalid.

Cons of creating your own digital signature

Some organizations opt to create their own digital signatures by issuing personal certificates. However, choosing to create your own digital signature can potentially cause more harm than good to your business given the lack of security properties of personal certificates.

Personally-issued digital certificates may not serve the purpose of digital signatures. A digital signature is aimed to give the user and receiver an additional layer of security through encryption, making it easy to verify the identity of the sender. However, with own digital signatures, verification is a challenge.

Personally issued digital certificates are not automatically trusted by other users. Sharing digitally signed files require other people to manually trust the personal certificate. While CA-issued digital certificates follow a vetting process with different validation levels, own digital signatures lack this layer of authentication — making the organization susceptible to cyberattacks.

In addition, the expanding regulatory landscape is a challenge for users of unverified digital signatures. Unlike those issued by CAs, unverified digital signatures are not compliant with general and specific industry laws. Own digital signatures are also not members of AATL. Therefore, if you want your business to be fully secured and compliant, CA-issued digital signatures are best.

GMO Sign to digitally sign documents

Not all digital certificates are created equal. Your organization must choose the right platform that will make your workflow more secure and convenient. The main challenge in using digital signatures for organizations usually root from the huge volume of signatures necessary, which some providers cannot manage. On top of this, there are integration challenges to the applications your organizations use.

GlobalSign provides solutions for these challenges. We are a licensed Certificate Authority that issues Digital Signatures. With GMO Sign, businesses can enjoy a cloud-based electronic signing solution, that is easily scalable to organization requirements, whether you are a small enterprise or a global company. This product is also easily integrated to document signing applications, allowing you to sign relevant documents electronically and digitally, even in Word or PDF. The software will guide you every step of the way.

GMO Sign comes with various security features. Aside from standard encryption using public and private keys, GMO Sign offers timestamping, long-term validation, and a clientless interface that further verifies the integrity of the document. These digital signatures are also compliant with different legislations.

On top of digital signing, GMO Sign also offers cloud-based document management and storage – from registration, document search, contract renewal management, and browsing restrictions. GlobalSign is here to offer a solution that extends beyond document signing, ensuring an optimal workflow for your organization.

For a more convenient and secure flow, click here to speak to us today or send us an email at sales-apac@globalsign.com.

Microsoft Office digital signature provides users with ability to verify a document’s integrity. So the article is about to tell how to digitally sign a document in Microsoft Word.

Step 1: Place your pointer in the location in your document where you want to add a signature line.

Step 2: On the Insert tab, in the Text group, point to the arrow text Signature Line, and then click Microsoft Office Signature Line.

If there is a message popping up, click OK.

Step 3: In the Signature Setup dialog box, type information about the person who will be signing on this signature line. This information is displayed directly beneath the signature line in the document.

• Type the signer’s name in the Suggested signer box.
• Type the signer’s organizational title in the Suggested signer’s title box.
• Type the signer’s e-mail address in the Suggested signer’s e-mail address box.

If you want to provide the signer with any other instructions, type these introductions in Instructions to the signer. These instructions are displayed in the Signature dialog box that the signer uses to sign the document.

If you want the signer to be able to add comments along with the signature, select the Allow the signer to add comments in the Sign dialog.

If you want to show the date when the signature is added in the signature line, select the Show sign date in signature line check box.

Step 4: Click OK.

Now you can see the signature you add in word document. Then you select a picture to use as your signature.

Step 5: Double click the signature line in document, and Sign dialog pops up.

Step 6: In the Sign dialog box, click the Select Image next to empty box. And select a picture you want to use as signature. And then click Select.

Step 7: The image will be shown in box. Click Sign in Sign dialog and click OK in Signature Confirmation dialog to complete the process to sign the signature line.

From then on and before removing signature, the document will be protected from editing.

Tips: If you want to remove signature from word document, you just need two steps.

1. Right click the signature on word document, and select “Remove Signature” in the context-menu. Signature image will be removed from signature.

2. Select the signature line on document, and delete it.

Related Articles:

• How to Sign a PDF File or Add Signature to PDF Document in Adobe Acrobat
• Remove Protection from Word 2013 Document
• How to Create Macros in MS Word 2010 and Run in New Document

Adding your signature or signing a document digitally is possible in different ways using Microsoft Word or other Office programs.

Before we start, let’s clarify some terminology because ‘signing a document’ can mean several things in the computer world:

• Adding a signature to a document. Inserting a copy of a human written signature into an electronic document.  That’s what we’re covering in this article.
• Digitally signing or locking a document. A way of verifying that a document came from a specific source or author and has not been tampered with after sending.  It’s possible to do that in Microsoft Word but most people don’t bother. And most people receiving a locked document would not understand either! It’s commonly used to verify VBA code and other digital media but not whole Office documents.
• Digital signing systems. There are various proprietary systems for ‘signing’ a document, the most common is Docusign. If a company wants you to ‘sign’ a document this way, they’ll send you a link and instructions.
• Email signature — the footer at the end of emails. That could include a picture of your ink signature.

In this article we’ll explain your options for adding your human ‘ink’ signature to a letter like this:

• Word, Excel, PowerPoint and Outlook
• Add your signature directly
  • Digital Ink
• Make a picture of your signature
  • Write with a digital pen
• Take a photo
• More than one signature
• Cropping your signature image

Word, Excel, PowerPoint and Outlook

We’re going to focus on Microsoft Word since that’s where most signing happens. The same tools apply to Excel worksheets, Outlook emails and PowerPoint slides.

Add your signature directly

Let’s start with ways to write your signature directly into a Word document. This is possible in modern Word and Office with ‘digital ink’ features.

Digital Ink

If you have an iPad, tablet or smartphone with a ‘pen’ then it’s possible to write your signature onto a Word document.

Open the document in the Word app, go to the Draw tab and choose a pen thickness and color. Then write your usual signature into the document.

If you have a touch screen, you can try ‘writing’ on the screen with your fingertip.  It’s a little clumsy but might be enough.

Make a picture of your signature

You need a picture of your signature to paste into documents.  There are a few ways to do that, depending on the devices and tools available.

Let’s look at the options in order of image clarity.

Write with a digital pen

Similar to writing into a document above. If you have a device with a digital pen (e.g. Apple Pencil or other drawing tool) write your signature, then take a picture of the screen.

Open the Word app or some other app which accepts drawing of some sort.

Write your signature on the screen, erase and try again until you’re happy with it. Remember this is a ‘keeper’ that you can use on any future documents.

Once you’re happy, take an image of the screen with your signature. See Taking screenshots – Windows, Mac and more which covers iPhone, iPad and Android screen image shortcuts too.

If necessary, transfer the screen image to another computer.  Modern Camera Roll tools in OneDrive and Dropbox should do that for you automatically.

Or save the document or image from the app it was made in.

You’ll end up with an image showing the entire screen. It’ll need a little cropping, more on that below.

Take a photo

Write your signature on a piece of paper, preferably clean white paper for a good image. Then take a photo with your smartphone or camera.

Try to get a clean image on a plain white background with even lighting.

We suggest writing in blue ink, so your image is obvious and stands out a little from the black text in the letter or document.  A digital signature in black doesn’t stand out as much as a real ink signature with a black pen.

Take the photo and transfer it to your computer for cropping.

More than one signature

While you’re preparing images of your signature, do you have multiple signatures to make images of?

Some people have a casual signature for informal occasions, personal letters, billet-doux etc. Another version for formal letters, contracts etc.

By all means, get signature images of both or all!

Cropping your signature image

However you made your signature image, it’ll need some cropping before it’s ready for use.  This is a part of the process most ‘digital signing’ tips leave out.

Do it right and you’ll have a useable signature that’ll last you for years.

The main point here is to crop TIGHTLY.  Leave very little white space around the sides of your signature. That will make it a lot easier to position later.

Insert the image into a Word document, other Office program or an image editor. Here’s our iPad screen shot from the Word app.

Use a cropping tool to trim all the excess around the signature. In Office, Picture Format | Crop.

See how closely we’re cropping around the signature?

Here’s our final signature image, with a border so you can see how tight the cropping is. Your signature image should be clean with no border.

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In our world of remote offices and geographically-diverse teams, an eternal question rises above the rest: how do I sign a Word document without printing it first?

Signing a Word document digitally is an important skill to learn; signatures confirm the authenticity of your identity and make sealing the deal convenient for all parties involved. Signing Word documents is fairly easy, even without a tablet or stylus.

In this article, we’re going to show you how to sign a Word document electronically. You’ll first create an electronic signature and then add it to a Microsoft Word document.

1. How Do I Write My Signature on a Word Document?

If you prefer putting a personalized touch on your Word documents, opt for a handwritten signature. In this example, we’re going to learn how to sign a Word document electronically with a scanned version of your signature.

To sign a document in Word, you’ll first need to sign a white piece of paper. Then, scan the image and import it into your computer. Once the picture appears on your screen, you can adjust it or crop it with an image editor.

When you’re satisfied, save the image as a JPG, GIF, or PNG. Then, go to the Insert menu at the top of Microsoft Word and click Pictures.

Choose your scanned signature from your files and click Insert; the electronic signature appears in the Word document. Resize it as needed, then Save the document.

2. How to Sign in Word With an Extended Electronic Signature

We’ve all received email with an entire business card serving as the sender’s “signature”. Can you sign a Word document electronically with more information included in this style?

Signing in Microsoft Word hardly needs to stop at your handwritten signature, plain and simple. You can also add your job title, contact details, or similar information with a built-in Word feature, as well.

Using the method described above, insert your scanned signature into the document. Type the desired text underneath it.

Use your mouse to select the added text and the signature. Then, click the Insert menu at the top of Microsoft Word and pick Quick Parts from the Text part of the panel.

From there, choose Save Selection to Quick Part Gallery. This opens a Quick Part Gallery dialogue box that says Create New Building Block on top.

Enter the appropriate name in the first box. Choose AutoText from the Gallery dropdown box below it. Then, click OK. You can leave the other boxes as they appear.

How do I write my signature on a Word document? To use your newly-enhanced signature in Word, click your desired insertion point in the document, then go to the Insert menu. Choose Quick Parts, then AutoText. Clicking the AutoText option generates a menu of all of your custom electronic signature elements. Choose the one that you want by clicking on its name.

3. How to Sign on Microsoft Word With the HelloSign Application

HelloSign is an electronic signature application that makes signing a Word document easy. In addition to Word compatibility, it works with other kinds of Microsoft files, as well as PDFs.

How do I write my signature on a Word document with HelloSign? Is HelloSign free to use? There are pricing tiers, but there is also a free option available, too.

The complimentary version gives access to one document signer. It also lets you put a free electronic signature in Word on three documents per month. Google Drive integration and status notifications are other perks included with the free package.

4. How to Sign a Word Document With Google Docs Add-Ons

Another quick way to sign a Word document is to upload the document to Google. When you do so, you can use Google Docs to insert a signature into the file.

HelloSign can also work directly with Google Docs via an add-on for the program. To use the add-on, just download it from the add-ons store within Google Docs.

After activating it, you can draw a new signature or choose a saved version. Rest assured, all documents signed on Google Docs also show up in the website version of HelloSign.

If you want to try a different digital signature add-on, there are plenty of others to choose from. To find them, just click the Add-ons tab in a Google Document and select Get add-ons.

Type the word “signature” or a related word in the search box of the add-ons store and hit Enter. Your options will be displayed.

5. How to Sign a Document in Word by Converting Your Word File to a PDF

You may be wondering: how do I add a signature to a Word document by converting it? You can unlock even more options for signing Word documents by saving your Word document as a PDF.

To do so, open your Word document, go to File > Save As. Click the Save as Type drop-down menu and select PDF. This process will be the same on either a Windows or on a Mac.

Now, you’re all set to sign a Word document electronically using the methods discussed below.

How to Sign Something in Word With DocHub

DocHub is an online signature service that works with PDF documents. If you’re interested in learning how to sign a Word doc electronically but need the signatures to carry some weight, DocHub supports legally binding electronic signatures.

DocHub works on the Android and iOS platforms, but does not offer dedicated apps. To use the app on a mobile device, go to the DocHub website using the Safari or Chrome browser on your smartphone or tablet. Then, log into your account. From there, look for the Sign menu and tap it. Choose your digital signature from the list; touch any part of the document to insert it.

You can also make new signatures on a touchscreen device. Simply use your finger to draw the signature on the screen. It becomes part of the Sign menu, so you can easily insert it into a new document.

How Do I Sign a Word Document With Preview on a Mac?

If you’re a Mac user, Preview is an integrated application that allows you to sign documents electronically. Save your document as a PDF and open it in Preview.

Click the Toolbox icon, then the Signature icon. Next, click Create Signature, then Click Here to Begin. Click the Trackpad tab at the top of the box. You can also use the Camera tab for a picture of a signature, but that’s a less precise option.

With the Trackpad tab selected, use your finger to draw the signature on your trackpad. Then, click the Done button. Clicking on the signature inserts it into the document; you can resize or move it, too. Can you sign a document in Word any quicker? We think not, and we have only Apple to thank for that.

Add a Signature to a Word Document Professionally

When meeting up in person just isn’t feasible, signing a Word document digitally simply must suffice. Thankfully, signing in Microsoft Word has never been easier.

You now have several options for adding an electronic signature to a Microsoft Word document. Although some require saving it as a PDF first, all are easy to manage when there’s business to attend to.