This article explains how to insert a digital signature into a Microsoft Word document using the DocuSign add-in or the "Signature Line" tool built into the version of Word for Windows. If you are using a Mac, you can convert the Word document to a PDF and then insert the digital signature using the Preview program.
Steps
Method 1 of 3: Using DocuSign
Step 1. Open the document to be edited in Microsoft Word
Double-click the icon of the document in which you want to insert the digital signature.
Step 2. Install the DocuSign add-on
It is a free program that allows you to insert a digital signature into any Word document. To install DocuSign follow these instructions:
- Click on the tab insert;
-
Click on the option My add-ons placed inside the "Add-ons" group of the Word ribbon;
If you are using a Mac, you will need to select the item Additional components….
-
Click on the option Store from the drop-down menu appeared;
If you are using a Mac click on the item Store ….
- Click on the search bar located in the upper left corner of the window that appeared;
- Type in the docusign keyword and press the Enter key;
- Click on the button add placed on the right of the "DocuSign for Word" component;
- Depending on the version of Word you are using, you may need to authorize the installation of the new add-in. If this is your case, follow the instructions that will appear on the screen.
Step 3. Click on the DocuSign tab
It is displayed at the top of the Word window.
Step 4. Click on the Sign Document option
It is one of the items listed within the "DocuSign" tab of the Word ribbon. A new DocuSign menu will appear.
Step 5. Click the Create Account button
It is located within the new DocuSign menu.
Step 6. Create a new DocuSign account
Enter your first name, last name and e-mail address, then click on the yellow button Activate placed in the lower part of the appeared window.
Step 7. Verify the email address you provided
Follow these instructions:
-
Access the inbox of the email address you used to create the DocuSign account;
If you have used DocuSign in the past, you may not receive the confirmation email. If this is the case, skip this step
- Open the e-mail message with the subject "DocuSign via DocuSign";
- Click on the yellow button Activate placed within the message;
- Create a security password for the DocuSign account by entering it twice to check it is correct;
- Click on the button Activate.
Step 8. Log into your DocuSign account within Microsoft Word
The DocuSign login window will appear. Follow these instructions:
- Click on the option again Sign Document if the right sidebar has closed;
- Click on the button Log in;
- Enter the email address you have associated with your account and click on the button Continues;
- Enter the password and click on the button Log in.
Step 9. Click the Continue button
It is yellow in color and located at the top of the DocuSign window.
Before the DocuSign window opens, you may need to click the option again Sign Document.
Step 10. Click on the Signature item
It is located in the upper left of the DocuSign window. If you have already used DocuSign to create a digital signature, a preview image of your digital signature will be displayed next to the mouse cursor. Conversely, if you have not yet created a digital signature, a yellow square icon will appear with the words "Signature" inside next to the mouse pointer.
Step 11. Click on the place in the document where you want to insert the digital signature
If you have already created a digital signature with DocuSign, it will be placed in the chosen location. Otherwise a new window will appear that you can use to create a new digital signature.
Step 12. Click the yellow Choose and Sign button
It is located in the lower left corner of the pop-up window that appears. Your signature should automatically appear in the selected place.
- You can change the signature style by clicking on the link Edit style located above the upper right corner of the box where your digital signature is displayed. At this point choose one of the proposed styles.
- Alternatively, you can click on the tab Draw and create your real scanned signature using the mouse or touchscreen.
Step 13. Click the Finish button
It is yellow in color and located at the top of the DocuSign window. A new pop-up window will appear.
Step 14. Enter the name and email address of the document recipient
Use the two text fields located at the top of the window to type the name and e-mail address of the recipient to whom you want to send the document that you have electronically signed.
You can add more than one recipient by clicking on the link Add recipient located below the email address text field.
Step 15. Type the subject of the message (optional)
Use the "Subject" text field to enter the subject of the email. For example you can type the name of the document.
Step 16. Enter the body of the message
Use the "Message" text box to insert a short message within the email. Remember that you only have 250 characters left.
Step 17. Click the yellow Submit and Close button
It is located at the bottom of the window. The e-mail you created together with the signed document will be sent to the recipient you indicated.
Method 2 of 3: Add a Signature in Windows
Step 1. Make sure you have already created a digital signature
In order to digitally sign a Microsoft Word document, you need an electronic certificate (called a "signature certificate") that can be used to verify your identity. These certificates are usually placed in documents that are shared by companies that require digital signature.
- A digital certificate costs several hundred dollars a year, so you most likely won't need to use this method if you don't need to sign a document for purposes that don't require this level of security.
- If you need to digitally sign a document for personal or informal use, you can use DocuSign.
Step 2. Open the document to be edited in Microsoft Word
Double-click the icon of the document where you want to insert the digital signature.
If you want to create a new document from scratch, start Microsoft Word, then click on the option Blank document located in the main program screen.
Step 3. Click on the Insert tab
It is located at the top of the Word window.
If you haven't saved the document yet, do so now by following these instructions: click on the menu File, choose the option Save with name, give the file a name and click on the button Save.
Step 4. Click the Text button
It is located under a blue icon of the letter "A" visible within the "Insert" tab of the Word ribbon. A drop-down menu will appear.
Step 5. Click on the Signature Line item
It is located in the upper right corner of the drop-down menu that appeared. A new pop-up window will appear.
In some versions of Microsoft Word, the Signature line it is accessible directly from the "Text" group of the "Insert" tab of the ribbon and is characterized by an icon representing a pencil and a sheet of paper. If this is your case, click on the icon indicated, then click on the option Microsoft Office signature line displayed in the drop-down menu that will appear.
Step 6. Add your signature information
Type in the information that will appear below the signature line that will appear in the document. For example, you can enter the name, title and e-mail address together with the instructions you want to communicate to the person who will have to sign the document. To enter all this information, use the "Signature Settings" dialog box. Follow these instructions if you find it useful in your case:
- Select the "Show signature date in signature line" checkbox if you need the signature date to be inserted automatically.
- Select the "Allow signer to add comments in the Signature dialog" checkbox if you want the person signing the document to be able to add a comment.
Step 7. Click the OK button
It is located at the bottom of the window. The window in question will be closed and after a few moments the signature box will be inserted in the document.
Step 8. Select the signature line with the right mouse button, then click the Signature option
A new dialog will appear that you can use to digitally sign the signature line.
To perform this step you can simply double click on the signature line
Step 9. Enter your name
You can type the name directly next to the "X" displayed on the signature line or you can draw it using the mouse.
Step 10. Click on the Signature item
"Signature" will appear at the bottom of the document next to the word count indicator. This means that the file has been signed.
If you don't yet have a digital certificate that was issued by one of Microsoft's partners, you won't be able to complete this step
Method 3 of 3: Add a Signature on Mac
Step 1. Open the document to be edited in Microsoft Word
Double-click the icon of the document in which you want to insert the digital signature.
If you want to create a new document from scratch, start Microsoft Word, click on the menu File, then click the option New document from the drop-down menu that appeared.
Step 2. Click on the File menu
It is located in the upper left corner of the screen.
Step 3. Click on the Save As item
It is one of the options listed in the "File" drop-down menu. A small dialog box will appear.
Step 4. Click on the "Format" drop-down menu
This way you will have the option to select the file format to use to save the Word document.
Step 5. Click on the PDF option present in the "Format" drop-down menu
This way you can save the Word document in PDF format.
Step 6. Click the Export button
It is blue in color and located at the bottom of the "Save As" window.
Step 7. Open a Finder window and navigate to the folder where you saved the PDF file you just created
The Finder icon features a blue and white smiley smiley face. It is located directly on the system dock.
Step 8. Click the PDF file icon
In this way the file under examination will be selected.
Step 9. Click on the File menu
It is located at the top of the screen.
Step 10. Select the Open With item
It is listed in the menu that appeared. A small submenu will appear next to the first one.
Step 11. Click on the Preview option displayed in the submenu
The PDF file you selected will be opened with the Mac's Preview program.
Step 12. Click on the marker icon
It is an icon that looks like the tip of a marker or highlighter and is located on the left of the search bar.
Step 13. Click on the icon to insert the signature
It is located to the right of the one used to enter text and is characterized by the letter "T". The icon in question depicts a stylized signature.
Step 14. Click on the Trackpad tab or Camera.
If you are using a laptop with an integrated or external trackpad or a graphics tablet, you can click on the tab Trackpad. If you don't have one of the tools listed, but you have a webcam, select the tab Camera.
If you already have your digital signature saved on your computer, you may need to click on the item Create signature to be able to insert a new signature.
Step 15. Create a signature
You can insert a signature into the document in two different ways:
-
Trackpad:
- Click on the button Click here to get started;
- Enter your signature by drawing it on the trackpad with a finger;
- Press any key on the keyboard;
- Click on the button end.
-
Camera:
- Put your signature on a white sheet of paper;
- Place the signed sheet in front of the computer camera;
- Align the signature with the line displayed on the Mac screen;
- Click on the button end.
Add a Digital Signature in an MS Word Document Step 43 Step 16. Click on the signature you just created
It is displayed within the drop-down menu for digital signatures. Your signature image will be placed in the center of the document.
To view the drop-down menu containing the list of signatures you have available, you will need to click on the "Signature" icon again
Add a Digital Signature in an MS Word Document Step 44 Step 17. Drag the signature image to place it where you want
Click on the signature image displayed in the center of the PDF, then hold down the mouse button to drag it to the desired location.
You can also resize your signature image by dragging any of the four corners towards the center of the photo to make it smaller or outwards to enlarge it
Add a Digital Signature in an MS Word Document Step 45 Step 18. Click on the File menu
It is located on the menu bar at the top of the screen.
Add a Digital Signature in an MS Word Document Step 46 Step 19. Click on the Save option
It is one of the items listed in the drop-down menu that appeared. The PDF in which you entered your signature will be saved.
Advice
One way to insert your shape into a Word document is to draw it using a program like Paint, save it as an image and finally import it to the desired place in the document using the tab insert of Word.
