Put signature in word

Your handwritten signature gives your document a personal touch. You can scan your signature and store it as a picture to insert in the document.

You can also insert a signature line to indicate where a signature should be written.

Create and insert a handwritten signature

You need a scanner to do this.

1. Write your signature on a piece of paper.

2. Scan the page and save it on your computer in a common file format: .bmp, .jpg, or .png.

   For information on how to use your scanner, use the manufacturer’s manual or Web site.

3. Open the image file in Word.

4. Select the image and on the Picture Format tab, click Crop and use the handles to crop the image.

   

5. Right-click the image, and choose Save as Picture to save as a separate file.

6. To add the signature to a document, click Insert > Picture                                                  s.

   

Include typewritten text with your reusable signature

If you want information like your job title, phone number, or email address to be part of your signature, save it along with the picture as AutoText.

1. Type the text you want under the inserted picture.

2. Select the picture and the typed text.

3. Click Insert > Quick Parts.

   

4. Click Save Selection to Quick Part Gallery. The Create New Building Block box opens.

   

5. In the Name box, type a name for your signature block.

6. In the Gallery box, select AutoText.

7. Click OK.

8. When you want to use this signature, place the insertion point where you want to insert the signature block.

9. Click Insert > Quick Parts > AutoText, and then click the name of your signature block.

Insert a signature line

Use the Signature Line command to insert a signature line with an X by it to show where to sign a document.

1. Click where you want the line.

2. Click Insert > Signature Line.

   

3. Click Microsoft Office Signature Line.

4. In the Signature Setup box, you can type a name in the Suggested signerbox. You can also add a title in the Suggested signer’s title box.

5. Click OK. The signature line appears in your document.

   

Your handwritten signature gives your document a personal touch. You can scan your signature, store it as a picture, and then insert your signature in Word documents.

Scan and insert a picture of your handwritten signature

You need a scanner to do this.

1. Write your signature on a piece of paper.

2. Scan the page and save it on your computer in a common file format: .BMP, .GIF, .JPG, or .PNG.

   Tip: For information on how to use your scanner, use the manufacturer’s manual or Web site.

3. On the Insert tab, click Pictures > Picture from File.

   

4. Browse to the picture you want to insert, select it, and then click Insert.

5. Click the picture to show the Picture Format tab.

6. On the Picture Format tab, click Crop, and then crop the signature.

   

7. Right-click the picture, and then click Save as Picture to save it as a separate file you can use in other documents.

Include text with your reusable signature

If you want information, such as your job title, phone number, or email address to be part of your signature, save it along with the picture as AutoText.

1. Type the text you want under the inserted picture.

2. Select the picture and the typed text.

3. On the Insert menu, click AutoText > New.

   

4. The Create New AutoText box opens.

   

   Next to Name, type a name for your signature block and click OK.

5. When you want to use this signature, place the insertion point where you want to insert the signature block.

6. On the Insert menu, click AutoText > AutoText, and then click the name of your signature block.

Here’s everything you need to know about how to add a signature in Word using Word’s built-in tools or a third-party electronic signature platform like jSign.

Microsoft Word makes it as easy to add a signature to Word documents. By inserting your custom electronic signature, you can sign documents in a matter of seconds without having to print them out.

Follow these steps to quickly insert a signature in Word:

1. Write your signature on a blank piece of white paper.
2. Scan the signature to your computer, and make sure to save the file as a .bmp, .gif, .png, or .jpg file.
3. Open a new Word document, select Insert, click Pictures, then open the image of your signature.
4. Use the Picture Tools Format tab to edit the picture as needed.
5. Right-click the image in the document and select Save as Picture.
6. Open the Word document that you need to sign, click Insert, select Pictures, then choose the image of your electronic signature.
7. Drag and drop the image to the appropriate place in the document.

After uploading and editing a picture of your handwritten signature, you can easily insert it into any Word document to sign it quickly without needing to print or scan it. 

How to Add a Signature Line in Word

If you are creating a document and need to collect signatures from others, it’s important to know how to add a signature line in Word. A signature line shows recipients where they should sign once they receive the document.

To add a signature line in Word, follow these steps:

• Create a new Word document or open an existing document that you need to add a signature line to.
• Left-click the place in the document where you want to add the signature line.
• Under the Insert dropdown menu, select Signature Line.
• In the dialogue box that appears, select the appropriate options.
• Click OK.

You can repeat this process as needed to add multiple signature lines to a Word document. 

Using a Third-Party App to Sign a Word Document

While Microsoft Word offers a few basic features that allow users to insert a signature in Word documents, it doesn’t have the functionality and features that electronic signature platforms like jSign offer.

Third-party apps like jSign offer several additional features that grant users more flexibility when signing Word documents online.

Rather than handwriting your signature and scanning it to your computer, electronic signature platforms let you create a custom e-signature online that you can easily insert into any document, including Word docs. You can also create name and date fields, add signature lines to documents, send documents to recipients to collect signatures, and save your documents to the cloud for easy organization.

jSign also helps protect the authenticity of your documents by taking advantage of technology like blockchain stamping, two-factor authentication, and Certificates of Completion.

Aside from Word documents, platforms like jSign support a variety of file formats, including .pdf, .ppt, .pptx, .xls, .xlsx, .bmp, .png, and .jpg.

How to Sign a Word Document With jSign

jSign makes it easy to insert a signature in a Word document.

After signing up with jSign and creating your electronic signature, follow these steps to sign a Word document:

1. Log into your jSign account.
2. Open your computer’s file manager, then drag and drop the Word document to upload it to jSign.
3. Add yourself to the document as a signer alongside any recipients.
4. Insert signature placeholders as needed throughout the document.
5. Edit the signature placeholders to insert your electronic signature.
6. Save the Word document.
7. If necessary, set up due dates and reminders to collect signatures from others in a timely manner.
8. Click Finish to send the document to the recipients.

You can repeat this process with other types of files, including PDFs, to sign documents quickly without having to print or scan them.

After signing a document, you’ll receive a Certificate of Completion that includes IP addresses, device IDs, timestamps, and other information to help verify the authenticity of the document.

jSign Features & Benefits

When it comes to signing Word documents, it’s hard to beat jSign’s wide range of user-friendly features. jSign is designed to make it as easy and convenient as possible to sign, send, and organize documents online.

Sign & Send Documents

With jSign, users can upload documents directly from their computer or a compatible cloud storage platform, insert their signatures, and add placeholders for recipients to sign.

When collecting signatures from others, you can set up due dates and reminders, send documents to an unlimited number of contacts, choose from sequential or parallel signing orders, and save signed documents in the cloud for easy access.

Blockchain Stamping

jSign uses blockchain stamping to track documents and create audit trails. All changes made to your document are recorded to help protect against tampering and fraud.

Compliance

When signing documents online, it’s important to use a platform that complies with e-signature laws to ensure your documents are enforceable. jSign is compliant with all major electronic signature laws, including the ESIGN Act and UETA.

Contact Management

With jSign, you can easily add, save, and manage contacts. Whenever you create a document, you can send it to an unlimited number of contacts, making it easy to streamline communications and document workflows.

4 Ways to Sign

jSign users can choose one of four methods to create their custom electronic signatures. You can choose from a list of signature templates, draw your signature, use a signing pad, or upload a picture of your signature.

Sign Up Now

jSign is available as a limited free trial featuring all of its capabilities, and paid plans start at just $9.99 a month.

Join today to start signing documents online!

Choose a Plan

Due to Microsoft Word’s popularity, it comes as no surprise that many businesses use it as an all-around solution to write proposals, quotes, contracts, and other sales docs.

They want to quickly and easily add their signatures in Word itself, without the hassle of printing, hand-signing, or scanning.

The good news is that Microsoft came through, and adding a signature to a Word document is indeed doable.

The better news is that there are also many features in Word that make your life easier — like the option to automatically include more text beneath your signature (for example, your printed name and address).

In this article we will guide you:

• How to add a digital signature in Word
• How to add an electronic signature to Word documents
• How to add a signature line to a Word document 
• and more insights on how to automate your document process.

How to add a digital signature in Word

Adding a digital signature in Word is quite simple. To do so, you just need to follow these six steps: 

1. Move your cursor to the area you want to sign inside the Word document.

2. Select the Insert tab.

3. Select the Text group and open the Signature Line list.

4. Click Microsoft Office Signature Line and the Signature Setup dialogue box should appear.

5. Input the appropriate data — signer’s name, title, email address, and any further instructions — and tick the boxes if required (if you are signing these will be your details). Click OK.

6. Right-click the signature generator field and type your name or upload an image of your signature.

Make sure though, that in order to use this, you need to first obtain a digital certificate and create a digital signature, since an electronic signature and a digital one aren’t the same thing.

Digital signatures are highly-secure, encrypted digital marks that require special software and a digital certificate from both the sender and the recipient. You have to purchase a certificate from the issuing authority.

An electronic signature, on the other hand, is simply a virtual mark added to a document — most commonly in the form of a signature image or hand-typed text.

Depending on the software with which the document is signed, electronic signatures can come with extra security features, such as certificates that include timestamps and the date of the signature. 

Electronic signatures work very much like a hand-drawn signature, so in that regard they are also legally binding in many parts of the world (such as the USA, the UK, Canada, Ireland, among many other countries). Those that don’t accept them include North Korea, Nepal, Afghanistan, Fiji, etc. 

Upload your Word document and sign with PandaDoc

You’ll be happy to know that we have a special place in our hearts for Microsoft Word at PandaDoc. Yes, really! You can now upload and sign Word documents with PandaDoc:

1. We make security our top priority, and PandaDoc is fully HIPAA, ESIGN, and UETA compliant. 
2. With us, you always have insights and a bird’s eye view of what goes on where. 
3. Businesses saved 12 hours/week, saw a 28% increase in closing rates, and a 65% time decrease in document creation — all with the help of PandaDoc’s eSignature tool. 

How to add an electronic signature to Word documents

Most people still want to add electronic signatures (as opposed to digital signatures) to their documents because of its security and accessibility. Once you’re set up, it only takes a few clicks.

Follow the steps below to create a signature image and add an electronic signature to your Microsoft Word documents:

1. Handwrite your signature in the middle of a blank piece of white paper.

2. Scan the signature and save it on your computer in one of the following file formats: .bmp, .gif, .png, .jpg.

3. Open the image file in Microsoft Word by clicking the Insert tab and selecting Pictures.

4. Click on the image and edit it using the Picture Tools Format tab.

5. When you have finished editing the image, right-click the image and select Save as Picture.

6. Whenever you want to add an electronic signature, select Insert and Pictures and locate the edited image file, and then drag-and-drop it to the appropriate place in the document.

How to add a signature line to a Word document

There’s a very real possibility that your prospects might return a document empty-handed (without a signature) if they don’t see a signature line. In other words, it goes without saying that no signature is complete without a signature line. 

To add a signature line to a document, follow these steps:

1. Left-click the place in the document where you want the signature line to go.
2. Select Signature Line from the Insert drop-down. A dialogue box should appear.
3. Select the required options and click OK.

For the most part, you can use the above steps to insert a signature in Word using a Mac or PC. There may be a few slight changes in functionality here and there depending on the kind of device you use.  

Why shifting to a dedicated solution is a good move

While the functionality provided by Word is solid, it doesn’t offer as many options as other tools, especially when you consider beating up the competition.

Third-party apps like PandaDoc and some of the other well-known softwares provide a host of features that can make your life easier when it comes to sending or receiving documents.

Compatible across devices

Microsoft Word has different signature creator functionality across different devices and device platforms (like Apple and Android).

Using an app that allows you to use the same piece of software with the same features across all your devices is a solid reason to consider third-party apps.

Adds an extra layer of security

Apps explicitly designed to sign documents have an added layer of protection, like the instant creation of a certificate whenever a document is signed, which also includes an added benefit of featuring the timestamp and the date of when the signature was completed.

Transferable to other formats

If you want to send a signed document as a PDF, as opposed to Microsoft Word, then you can download and send it in your format of choice. (Not trying to dunk on anyone here, but can Word do that?) 

How to add a signature in Word with the PandaDoc Add-In

PandaDoc has integrated with Word and is available in the Microsoft Store, making eSign easier than ever before! With this integration, you are now able to securely send and sign documents directly from Word.

To use the PandaDoc integration, follow these steps:

1. Install the add-in from Microsoft Marketplace or open any document, click Insert>Add-ins, find PandaDoc, and click Install.

2. Click on any action beneath the PandaDoc tab. A panel will open to the right to either log into your account or create a new Free eSign account. Follow the instructions.

3. Once logged in, select the required action (self-sign document, request signatures, or check document status).

4. Add your signature or send this document for a signature request to other recipients.

5. When the document is signed by all parties, download a legally binding document right from Word that includes a signature certificate confirming the signature’s authenticity.

Step-by-step directions for using PandaDoc with Word Online can be found here.

How to add a signature to a Word document with the PandaDoc application

Here’s how to add an electronic signature to a Microsoft Word document using PandaDoc electronic signature software:

1. Log into PandaDoc and select the “New Document” button.

2. Click the “Upload” tab and either drag-and-drop the Word file or click “Select Files.”

3. Select the “Display As Is” button. The document will convert into a native PandaDoc document if you select “Yes, convert” or appear as a non-editable document if you select “No, thanks.”

4. Click the Signature tab in the right-hand menu to drag and drop a signature field into the document.

5. Select the signature box and assign yourself as a recipient or add a new contact.

6. Make the signature by double-clicking on the box. You can upload an image, draw the signature, or enter it manually.

7. Finish the document and download the file in your preferred format.

In sum

Electronic signatures have changed the way that companies and individuals do business. 

The big question is whether or not the built-in tools available with Word are sufficient for your needs.

If all you want to do is add simple images to the end of documents, or provide basic digital signature functionality, then these tools will likely work for you.

But if you need a more comprehensive set of features, then a “smart” signature app may be the way to go.

Not to toot our own horn, but tools like PandaDoc allow you to track and store signatures, while also providing an added layer of security and integrating with your existing tech stack. 

That’s just one part of it — the insights you get will help you take your business to a new level. 

Are you ready to take PandDoc for a spin? 

• You can add a signature to a Microsoft Word document in several ways, depending on the computer you’re using.
• You can upload a physical signature using a scanner or a cell phone, add additional text like your job title, and then save it to be reused later.

Inserting your signature into a Microsoft Word document is a way to put your own stamp on it and make it look official and professional. It’s also much easier than signing documents individually if you need to send them out en masse.

You can also insert signature lines into your documents so they can be signed once they’re printed out.

While you can add signatures to Word documents on both Microsoft and Mac computers, the process is slightly different depending on which one you’re using. The methods listed below work for: Word for Microsoft 365, Word for Microsoft 365 for Mac, Word 2019, Word 2019 for Mac, Word 2016, Word 2013, and Word 2016 for Mac.

How to add a signature in Word on Windows computer

Insert a handwritten signature 

1. Sign your name on a piece of paper the way you would any physical document. You may want to use a thicker writing instrument than usual.

2. Scan the page and save it as a JPG or PNG.

3. Open the image in your computer’s File Explorer.

4. To crop the image, click the crop tool at the top of your Image Explorer toolbar. 

Melanie Weir/Insider

5. Once you’ve cropped the image to your liking, click Save a copy.

Melanie Weir/Insider

6. To add the signature to your document, go to the Insert tab in the Word toolbar, select Pictures, and choose a method to insert the file you just saved. Use the dots at any of the four corners of the image to resize it to your liking.

Melanie Weir/Insider

Insert text with a reusable signature

You can include information like your job title, email, phone number as part of your signature by saving that information as AutoText with the image.

1. Type the text that you want to appear every time you use this signature under the picture of your signature that you just inserted.

2. Use your cursor to highlight both the text and the image.

3. Go to the Insert tab in the toolbar and select Quick Parts. If you don’t see that label, the icon will be located in the Text section of the tab, near the WordArt tool.

Melanie Weir/Insider

4. Click Save Selection to Quick Part Gallery. This will open a window labeled Create New Building Block.

Melanie Weir/Insider

5. Where it says Name, type out a label for the signature block, so you can easily find it to use later.

6. In the Gallery box of the New Building Block window, choose AutoText, then click OK. This will save the signature and the text you selected along with it as a reusable signature.

Melanie Weir/Insider

7. Whenever you want to use this signature, first place the cursor where you want it to go.

8. Go to Insert > Quick Parts > AutoText and select the name of the signature you just created, and it will appear.

How to insert a signature line

1. In the document, click the spot where you want the line to appear

2. Go to the Insert tab and click Signature Line. If you don’t see this written out, it will be an icon in the Text section, near the WordArt tool.

Melanie Weir/Insider

4. Select Microsoft Office Signature Line from the dropdown menu. This will bring up the Signature Setup box.

Melanie Weir/Insider

5. If it’s appropriate, you can type a name in the Suggested signer box, or add a title in the Suggested signer’s title box. This is useful if you would otherwise need the signer to both print and sign their name.

Melanie Weir/Insider

6. When you’re finished, click OK, and the signature line will appear in the document.

How to add a signature in Word on a Mac computer

Insert a handwritten signature

1. Sign your name on a piece of paper the way you would any physical document.

2. Scan the page and save it as a JPG or PNG image.

3. In the Insert tab on the ribbon at the top of the screen, click Pictures.

4. Choose Picture from File from the dropdown menu that appears.

5. Find the picture you just uploaded, click it, then click Insert.

6. Once the picture appears in the document, click on it to bring up the Picture Format tab in the ribbon.

7. In that tab, click Crop, then crop the image to your liking.

8. Right-click the image and click Save as Picture to save it to Word as a file you can use again on other documents.

Insert text with a reusable signature

1. Type the text you want to see with your name in the line underneath the picture.

2. Using your cursor, highlight both the text and the image.

3. On the toolbar at the top of your screen, click Insert.

4. In the dropdown menu, click AutoText > New to open the Create New AutoText box.

5. Give a name to this signature block so you can find it again later, then click OK.

6. The next time you want to use this signature, first place your cursor in the spot where you want it.

7. Go to Insert > AutoText again, and choose AutoText when prompted.

8. Click the name you gave your signature block to insert it into your document.

Melanie Weir

Freelance author

Melanie Weir is a freelance author for Insider, mainly focusing on the Tech Reference section, but occasionally contributing to Lifestyle and Entertainment topics as well. She is also a freelance writer for ScreenRant, and is the Lead Weekend News Editor at TheThings.com. In her spare time she writes plays for both stage and screen. She can be reached at melanie.weir1008@gmail.com, or through LinkedIn.

Read more
Read less