How To Insert Signature In Word Document

For many users, Microsoft Word is still the world’s leading word processing software of choice for writing proposals, quotes, contracts, and other sales docs. So it goes without saying that the ability to add a signature to a document easily is of paramount importance. Thankfully, we know exactly how to insert signature in Word.

Users will have many options at their disposal for the application of a signature in Word. This includes third party tools as well. However, third-party tools are not needed, nor recommended, as Word has all the tools necessary by default.

How To Add An Electronic Signature In Word Document

Electronic signatures are the typical go-to when adding signatures to Word documents. It’s basically adding an image of your signature to the Word document. Setup is rather easy and only takes a few clicks.

Step 1: Grab a pen and write out your signature on a blank piece of white paper.

Step 2: Scan the written signature and save it to your computer as a .bmp, .gif, .png, or .jpg file format.

Step 3: Launch Microsoft Word and open the image file with your signature by navigating to the Insert tab and selecting Pictures.

select This Device in Microsoft Word

Step 4: Click This Device.

Step 5: Browse for your image, select it, and click Insert.

Step 6: From here, you can click on the signature image and edit it using the Picture Tools Format tab. You’ll also be able to crop the image to an appropriate size and add additional text information such as your job title, date, or phone number. This text will appear below the signature.

Step 7: Once all edits have been finished, right-click the image and select Save as Picture. Now you insert signature in Word successfully.

How To Insert A Signature Line In A Word Document

Inserting a signature line into a Word document can add a sense of professionalism. The signature line will also signal the recipient exactly where their signature will be required.

Steps of how to place a signature in Word:

Step 1: Launch Microsoft Word, and open the document you want the line to appear on.

Step 2: Left-click the area on the document where the signature line will appear.

Step 3: Click the Insert tab and select Signature Line in the Text section of the Ribbon.

select Signature Line in Word

Step 4: In the dialog pop-up, you can add signature details, such as the recipient’s name, title, and email address. You can also provide additional instructions for the recipient. Once you’ve filled out what needs filling out, click OK.

click OK in Word Signature Setup

A signature line will now be inserted onto the Word document marked by an X.

Word Signature line will be inserted

Users can place this in a more appropriate position as needed. If you plan to print out this Word document, the signature line will make life easier for the recipient to add a signature. Though, if you plan to save the Word document as a DOCX file, it will allow for the use of a digital signature.

How To Insert A Digital Signature In A Word Document

No. A digital signature in Word is not the same thing as an electronic signature. Both are legal and fully enforceable, but that is where the similarities end. Digital signatures are encrypted and therefore much more highly secure. It also requires that both the sender and recipient possess special software in addition to a digital certificate for verification.

The only way to procure a verifiable digital certificate is through an issuing company. This company will be either a certificate authority or a Microsoft partner. GlobalSign and IdenTrust are considered certificate authorities.

Once you have a digital certificate installed, insert digital signature in Word document:

  1. Follow the instructions to add a signature line in a Word document.
  2. Then, right-click the signature line and choose to type in or upload an image of your signature.
  3. Click Sign.

Microsoft will ask if you’d like to acquire a digital certificate if you do not yet possess one. With a digital certificate, just signing on the signature line creates a verifiable digital signature.

You can acquire an immediate digital certificate by creating one of your own. However, as previously stated, there is no way for the recipient to verify the signature’s authenticity. This means that they will need to decide to trust your certificate manually.

Creating your digital certificate requires you to use the Selfcert tool included in the Microsoft Office installation.

1. Navigate to your Microsoft Office installation folder and double-click SELFCERT.exe.

choose SELFCERT.exe in Microsoft Office folder

2. In the “Create Digital Certificate” window, type the certificate’s name into the available box, and click OK.

type certificate's name and click OK

You can now follow the same steps as if you had a verifiable digital certificate. Understand that any edits made to the document after it has been digitally signed render the signature invalid. Another signature will then be required. This is the whole process of how to insert digital signature in Word.

How To Insert A Signature In Word Document Using The Draw Tool

No image to use as a signature but not wanting to go through the trouble of capturing an image or acquiring a digital certificate? Then Microsoft Word’s Draw tab has you covered. You can sign your documents using nothing more than your mouse cursor or touchpad.

1. Begin by placing the cursor where you want the signature.

2. Head to the Draw tab and select Drawing Canvas.

select Drawing Canvas to create signature in Word

3. Select your drawing tool. You can change the thickness and color by clicking the drop-down for the tool.

4. Use your mouse or touchpad to create your signature on the Word document within the canvas.

After the signature has been created, you can drag the corners and edges of the canvas to resize or move the signature in place. Similar to adding an electronic signature, you can add text below your drawn signature for things like your job title, date, or phone number.


Q1. Which Is Better for Inserting Signature in Word: Electronic or Digital Signature?

That answer lies within what the Document entails and how much security and validation are required. An electronic signature is easy enough and will do just fine for most Word documents. A digital signature should be employed in legally binding matters when an officially written signature is impossible.

Q2. Is It Possible To Save The Text With A Signature For Later Use?

Yes. You can combine the Signature and the text below the signature into a reusable file with Quick Parts. This will allow a quick and easy insert for a signature when required for future Word documents.

Step 1: Highlight the signature and text below it.

Step 2: Navigate to the Insert tab and select Quick Parts, then Save Selection to Quick Part Gallery.

Step 3: Add a name and choose AutoText from the Gallery drop-down menu.

Step 4: Click OK.

Anytime you wish to add your signature with the text, click the area the signature will appear on the Word document, go to the Insert tab, and click Quick Parts, then AutoText. Select the name for the file, and the image will appear on the Word document.

Q3. What Are Third-Party Signature Apps Available?

There are a few reputable third-party apps that can provide a host of features beyond what is capable in Microsoft Word. Two of the more prominent tools are PandaDoc and DocuSign.

Q4. Why Should I Use A Third-Party App Over Microsoft’s Features To Insert Signature In Word?

Microsoft provides a decent amount of features necessary to anyone who doesn’t require more than adding simple images or basic digital signature functionality. For those in need of more options, third-party tools are the answer.

For a comprehensive set of features, a signature app like DocuSign or PandaDoc is the better option. These tools will allow you to track and store multiple signatures and add more security to your documents. Having multiple signatures at your disposal will make it easier to provide the right signature, to the right document, at any time.

On top of this, third-party tools tend to provide the same functionality across multiple devices. Microsoft Word tends to have different signature functionality across devices and platforms. Third-party tool functionalities can even extend to using a signed PDF as opposed to a Microsoft Word document, should you choose.


As you can see, inserting signature in Word document doesn’t take too much know-how. It’s actually rather simple. Now that you understand how to insert a signature in a Word document and save them in a reusable form, adding them –electronic, digital, or otherwise– should be a breeze.

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