We all have to eventually learn how to sign a Word document digitally in this day and age. Although it seems daunting in the beginning, signing a Word document digitally is super easy if you follow this guide. We have done all the research and laid it out in this article for your convenience.
How to Add Signature to Word document
Before you insert your signature into a Word document, you need to add a signature field on it.
STEP 1. Here’s the obvious one folks! Open your Word file. For the tutorial, we’re going to use a new one.
STEP 2. Now we get down to the actual business. Find the “Insert” tab located in the menu bar at the top.
STEP 3. After that, find “Signature Line” on the top right of the document and click on it.
Note: Make sure you put your cursor where you want your signature to be.
STEP 4: If you did everything right till step 3, a form should pop up, fill the form and click “Ok”.
STEP 5: The signature should show up where you had your cursor. Double click on any space near the “X”
STEP 6: After double-clicking the “X”, a warning should appear asking you to save the document in a format that supports digital signatures. Click “Yes”.
STEP 7: You should see a box named “Sign” which lets you add your signature.
- STEP 7.1: Type your signature in the empty box and click on the “Sign” button.
- STEP 7.1.1: Click “Yes” on the next pop-up and okay in the one that appears after that.
- STEP 7.2: Click on “Select Image” instead if you want an image you already signed.
NOTE: Select Image can upload standard formats of picture files such as png, jpeg, and so on. This means you can either sign on a drawing application like Paint or draw it by hand and take a photo and upload it to Word. We will delve deeper into methods you can use in the next section, “How to insert a signature into a Word Document”
- STEP 7.3: Consequently, an “Insert Pictures” window should appear. It has Bing, Browse from Files and Browse from One Drive options. In our case, we will be using the “Browse” near the computer icon.
- STEP 7.4: Select your desired image in the location you’ve put it in
- STEP 7.5: Click sign.
- STEP 7.6: A Signature confirmation pop-up appears. Please read it carefully and select ok.
This should help you nail down how to add a signature to a Word document.
Things to keep in mind while following this process:
- If you don’t already have a verified certificate, you can buy one. Consult Microsoft support for instructions.
- If you don’t want to buy a verified certificate for your signature, you can self-certify.
- Self-certification should be self-verified from your Word Document.
Note: A message may appear if you don’t have any certificates with you. Accordingly, you need to self certify. Since self-certification is a process of its own, we will go over it in the next heading “How to self-certify and verify your signature on a Word Document.”
How to self certify and verify your signature on a Word Document
Self-certification is a little-known but rather simple process. This is because the “selfcert.exe” file that is used to do it is hidden deep in your root folder. Therefore, we’ll show you how to access the root folder in the easiest way possible and finish your self-certifying job.
STEP 1: Type in “winword.exe” in your search bar. Which is normally located in the taskbar on the bottom of your computer screen.
STEP 2: Right-click on “winword.exe” that shows up in the search bar and you’ll see “Open file location”. Clicking on this will take you to the MS Word root directory.
STEP 3: Files are normally sorted in alphabetical order, so all you have to do is, scroll down to “S” and find “selfcert.exe”. After finding it, you’ll have to open it by double-clicking the application.
STEP 4: The “Create Digital Certificate” window shows up. Here you can type the name of your company or yourself to create one.
STEP 5: Read the instructions carefully and click “Ok”.
STEP 5.1: Click “Ok” on the following popup and that’s the creation process wrapped up. Now we verify the signature.
Verify your signature with a self-certified digital certificate
This process comes immediately after the signature adding process so please follow the steps under the title “how to add signature to Word Document” if you haven’t already.
STEP 1: If you followed the instructions correctly up to this point you should see a warning written above your sign which says “Recoverable Signature.” Double click on the red text.
STEP 2: The “Signature Details” window will open.
STEP 3: Click to trust the user’s identity and close the window.
We’re done with verification as well. This process is certainly lengthy as you probably know by now. However, there are easier ways to go about doing this. Which you can learn from the “How to insert a signature into a Word document” section below.
How to insert a signature into a Word Document
You’ve probably inserted images into Word before. Likewise, we will insert a signature into a Word document by using a similar process.
In the insertion process, it is necessary to create space for our signature before its manually inserted. You can use both handwritten signatures or ones you signed digitally and have saved as an image.
STEP 1: Find the insert tab on the top left of the Word application.
STEP 2: It’s time to flaunt your drawing skills. Select the “Shapes” dropdown under which, find the “Line” and click on it.
STEP 3: Create a line where you want the signature and customize it as you see fit.
Note: You can customize the line by clicking on it and playing around with the bar that appears on the side of your screen.
STEP 4: In the Insert tab, select Text Box, and from the dropdown, click on “Simple Text Box”
STEP 5: Consequently, Drag the Text Box that appears below your signature line and skew it to look something like this.
STEP 6: Type signature into the box, select the “Signature text” with Ctrl + A, and right-click it to find “Paragraph”
STEP 7: Inspect the window that pops up and you’ll see “Alignment”. This aligns the text inside our box. Afterward, choose the alignment you want for your text. We recommend “Centered” because it makes the end product look neat.
STEP 8: Click “Ok”
Inserting the image
STEP 1: Select the Insert tab again and find “Pictures”.
STEP 2: Next, Browse to the sign you want to upload and select it.
STEP 3: Click on Insert and you’ll see that your sign has appeared on the Word Document.
And that’s how you insert a signature into a Word Document. Now here’s a bonus. We’ll also show you how wrap the signature and make it look professional.
Wrapping the signature
To make a signature look professional, we can wrap it and make it look crisp. Here’s how.
STEP 1: Double click the signature that you just inserted. Immediately, select “Wrap Text” on the upper right.
STEP 2: From the dropdown menu, choose “In Front of Text”. This option lets you move the signature around and overlap text.
STEP 3: Move the signature in front of the signature line we created earlier.
Note: The line and the text box have disappeared because we dragged the box in front of them. But, bear with us.
STEP 4: If you’re still selecting the signature, you should see “Send Backward” on the top right. Click on it so that the text box and the line show up again.
STEP 5: Drag your signature around until it’s placed to your liking.
Insert signature in Word mac
We’ve already learned how to sign a Word Document on a Windows PC. The process is more or less the same in this case. Here’s how to sign a Word Document on mac.
STEP 1: Open the Word Document you want to sign.
STEP 2: Find the “Insert” tab on the top left of the screen and select it.
STEP 3: Below it, you will see “Pictures”, click on it, and a dropdown will appear.
STEP 4: Select the “Picture from File” option.
STEP 5: Find the directory you kept your signature on, select it, and click Insert.
STEP 6: After the signature has been inserted, Edit and Replace as preferred.
How to sign documents with Docdown
Docdown is a document automation software that lets users set up PDFs with custom fillable fields and related features including signs. Follow our guide if you are someone who needs to sign documents often.
Getting your PDF ready for a signature
STEP 1: Sign up to create an account on docdown.io
STEP 2: Click on “Documents”
STEP 3: In the documents section, you can see the “New Document” button. Click on it.
STEP 4: In this step, you can upload a PDF in 2 ways:
- STEP 4.1 First of all, drag the PDF file you want signed into the “Drop or click to upload PDF file” space.
STEP 4.2 Click on the space, and consequently, Browse for the PDF you want and click Open.
STEP 5: Click the ellipsis with three dots beside the uploaded PDF and click edit when your PDF uploads.
STEP 6: Docdown’s document editor opens your PDF. Look on the top and click on “Signature”
STEP 7: Drag your cursor in the area where you want your signature.
STEP 8: Finally, Save and click on Workflows.
Creating a Workflow
STEP 1: When the “Workflows” section opens, create a new workflow
STEP 2: Choose the “Online Form” option.
STEP 3: Fill the form
Note: While filling the form, there are a few important things to notice:
- Select the PDF you saved earlier after creating the signature.
- Make sure you choose the “Yes” option under “Download PDF file after generation?”
- Choose display selected fields from “Form fields”
- Add the name of the signature space you created earlier in the “Select field to display on form” menu.
STEP 4: After you’re done filling the form, Save it
STEP 5: Activate the workflow after it is done saving
STEP 6: Activation of the workflow indicates we can use the link. Therefore, you can tap the little “go to link” arrow under “Your Form Link” now.
Signing the document
STEP 1: You should see an interactive page with your document beside it once the link opens.
STEP 2: There are 3 options for you in this section:
- Firstly, “Draw” is a feature that lets you manually draw your sign into the document.
- “Browse” lets you manually select the signature image from your device.
- Lastly, “Type” helps you to type your sign in with fancy lettering provided in Docdown.
STEP 3: Fill in your full name and email address
STEP 4: Click Submit
STEP 5: A download page will appear after you hit submit. Wait for the download button and when it loads, hit download.
STEP 6: Open your downloaded PDF to see it with a sign
Signing a document from Docdown is one of the simplest ways to go about doing it. Not to mention, you can directly send Docdown links to people you want signs from. If you learn how to write into PDFs in the first place, you can easily sign them with Docdown.
Sign Word Document Online Free
In the end, we will look at one of the easiest ways to sign a Word document; Uploading it to a third-party site like Digisigner and re-downloading it. Digisigner is a website that lets you sign Word, PDF, and image files. Here’s how to use it. However, exercise caution while uploading sensitive documents to third-party websites or free services.
STEP 1: Open the Digisigner website using its URL or with a google search.
STEP 2: Click on choose file, select the document you want signed and click on “Open”
STEP 3: Digisigner opens the document you uploaded. The moment it does, click anywhere on the document you want your sign to be.
STEP 4: The familiar window that gives you Upload, Draw and Type options opens. Do your thing here and click on “sign” when you are done.
STEP 5: Click on “done” if the sign is where you want on the document.
STEP 6: Digisigner automatically opens a page from where you can download your document with a sign. After, Click “Download Document” to get your newly signed document.
After signing a PDF, you might need to upload them into Google Drive or similar services using APIs and Webhooks, if that’s you, check out our link that helps you do just that!
Our tutorial covers all of the relevant applications and techniques used to sign documents. If you followed our tutorial diligently, we bet that you can now add a signature to your Word document and make it look professional with ease. If you’re someone who frequently works with repetitive PDFs and word documents, we recommend automating it all with Docdown.