How to Add Signature in Word

You already know that there are many documents that requires a signature nowadays, such as official letters, agreements, documents, invoices, contracts, medical forms, legal forms and also many other official documents.

And it’s already also known that Microsoft Word is the go-to for many such types of documents. And for your convenience, it only makes sense that you might want to add some sort of signature to a certain page or document in a word file and you can do the same as there are several ways to insert a signature in Word.

If you know you can also digitally sign a Word document or insert a handwritten signature or add a signature line or even create a custom auto text signature with your complete name, credentials and any other details you wish to include.

The most popular signature in the digital world is a digital signature.

But what is this digital signature?

create digital signature in word

A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail messages, macros or any electronic documents. A signature confirms that the information originated from the signer and has not been altered.
To create a digital signature, you have to have a signing certificate, which proves your identity.

When you send a digitally-signed macro or document, you also send your certificate and public key. Certificates are issued by a certification authority and like a driver’s license, can be revoked.

A certificate authority is an entity similar to a notary public. It issues digital certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have expired. A certificate is usually valid for a year, after which the signer must renew the same, or get a new certificate.

What does a digital signature guarantee?

  • Authenticity – The signer is confirmed as the signer.
  • Integrity – The content has not been changed or tampered with since it was digitally signed.
  • Non-repudiation – Proves to all parties the origin of the signed content. Repudiation refers to the act of a signer denying any association with the signed content.
  • Notarization – Signatures in Word, Excel or PowerPoint files, which are time-stamped by a secure time-stamp server, under certain circumstances, have the validity of a notarization.

To make these aforementioned assurances, the content creator must digitally sign the content by using a signature that satisfies the following criteria:

  • The digital signature is valid.
  • The certificate associated with the digital signature is not yet expired.
  • The signing person or organization, known as the publisher is trusted.

Handwritten Signature

A handwritten signature gives any document a personal touch and hence you can scan your signature and save it as a picture to insert in any document which requires your signature. How would you do that?

Follow the below-mentioned steps:

  • Sign your name on a white, plain, unruled piece of paper.
  • Scan the page and save it on your computer or laptop in a common file format i.e. .bmp, .gif, .jpg, or .png.
  • Start a Word Document.
  • Go to the Insert tab and click Pictures.
  • Click Picture from File.
  • Navigate to the signature file and click Insert.
  • Click the image to select it and activate the Picture Tools tab.
  • Click Crop and crop the image to remove excess space around the signature.
  • Right-click the image and choose Save as Picture.
  • Enter a name, choose where to save it and click Save.
  • Whenever you need to insert the signature in Word, simply go to the Insert tab, click Picture, select Picture from File and locate the file.
  • Now include a typewritten text with your reusable signature so that if in case you want information like your job title, phone number or email address to be part of the signature, save it along with the picture as AutoText. How would you do that? Follow the following steps:
  • Type the text you want under the inserted picture.
  • Select the Picture and the Typed Text.
  • Click Insert then Quick Parts.
  • Click Save Selection to Quick Part Gallery. The Create New Building Block box opens.
  • Create New Building Block Dialog box. By typing the name for your signature in the blog in the Name box.
  • In the Gallery box, select AutoText.
  • Click OK.
  • When you want to use this signature, place the insertion point where you want to insert the signature block.
  • Click Insert > Quick Parts > AutoText and then click the name of your signature block.

Digital Signature

Remember that before you digitally sign a document, you must obtain a digital certificate and create a digital signature first. How to Add a Digital Signature in the Word?

Follow the following steps:

  • Place the cursor where you want to create a signature line.
  • Go to the Insert tab.
  • Select Signature Line in the Text group and select Microsoft Office Signature Line.
  • Type the information that you want to appear under the signature line, including the signer’s full name, title, email address and any instructions.
    • Suggested signer – The signer’s full name.
    • Suggested signer’s title – The signer’s title, if any.
    • Suggested signer’s e-mail address – The signer’s e-mail address, if needed.
    • Instructions to the signer – Add instructions for the signer, such as ‘Before signing the document, verify that the content is correct.’
  • Select Allow the Signer to Add Comments in the Sign Dialog if you want to allow the signer to type their purpose for signing.
  • Select Show Sign Date in Signature Line if you want the date on which the document was signed to appear.
  • Right-click the signature line and select Sign to add your signature.
  • Type your name as you want it to appear.
  • Signature Line – When you sign a signature line, you add a visible representation of your signature and a digital signature. How do you do that? Follow the following steps:
  • In the word file, right-click on the signature line.
  • From the menu, select Sign.
  • To add a printed version of your signature, type your name in the box next to the X.
  • To select an image of your written signature, click Select Image. In the Select Signature Image dialogue box and find the location of your signature image file then select the file that you want and finally then click Select.
  • Now how do you remove digital signatures from Word?
  • Open the document that contains the signature you want to remove.
  • Right-click the signature line.
  • Click Remove Signature.
  • Click Yes.

We hope our article helped you out there. If you have any doubt, recommendations, suggestions and comments please do comment below in the comments section.

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