Word document with signature

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.

• 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.

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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? 

Is this article up to date?

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!

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