How to Add a Signature in Microsoft Word (3 Methods)

How to Add a Signature in Microsoft Word

In this article, we will show you three easy ways to add a signature to any MS Word document.

Signing documents is a common practice. The legal system, for example, requires that you sign most documents.

However, the big question is, how do you sign your name on a document? Well, one of the best ways to do it is through Microsoft Word. It is not only easy but also fast and convenient too.

If you are wondering how to add a signature in Word, keep reading. 

See also: How to Change Bullet Color & Size in Word (Best Practice)

How to Add a Signature in Microsoft Word

I am going to show you 3 ways to add a signature to a Microsoft word document. 

These are,

  1. Electronic signature
  2. Digital signature
  3. Add a signature line

Electronic and device-generated signatures are safe and secure and help to reduce paper waste. They comply with all relevant eSign laws and are acceptable as legal signatures in all related cases.



Method 1: Insert Electronic Signature in Word Document

Electronic signature replaces the traditional methods of signing, dating, and printing documents. An electronic signature saves time and is entirely secure, since only you will know what your signature looks like.

To add an electronic sign to your word document, please follow the steps below,

Step 1: 

Write your signature on a clean piece of white paper and avoid using markers, pencils, or any colored ink. Black ink is preferable since it is easier to scan the document later. I recommend practicing your signature on a separate piece of paper a few times, to avoid any mistakes when signing the actual white paper.

Step 2: 

Scan your signature and save it in the .PNG format. To prevent future issues with your signing documents digitally you need to crop your signature and focus on only your signatures. 

Step 3:

First you need to open the scanned signature in Adobe Photoshop and copy it using the Magic Wand tool. Once copied, make a new file with a transparent background, and paste it. This will allow you to put your signature on documents with colored backgrounds too. 

Step 4:

Open the word file where you want to insert a signature. Click on “Insert” > Click on “Picture”> Click on “This Device” Example below, 

inserting image

Step 5: if your image is not cropped, you can always use the Crop tool in Word to modify the size and dimensions of your image. Example below, 

using crop to resize image

Step 6: Drag the signature with your mouse and place it on each signature line in a matter of seconds.

Step 7: You can also add additional information below your signature line such as company name, designation etc. Here you must type the text under your signature image. Now select both the signature and additional information content. Now Click on “Insert” > “Quick Parts” > “Auto Text” > “Save section to auto text gallery”. 

select insert text quick parts auto text,

Step 8: in the Create new building block box, add your name in the name option.  Select Auto Text in the Gallery option. Now click ok. Example below, 

signature setup box image

Step 9: To insert your custom signature in any Word document, go to InsertQuick PartsAuto Text and choose the name with which you saved your signatures. Your electronic signature will appear wherever you place the cursor in the document.

Note: An electronic signature is a fast and simple way to sign documents. You can also use it to give someone else the legal right to sign on your behalf, such as a healthcare power of attorney.



Method 2: Add a Digital Signature in Word Document

Digital signatures are an easy to use and secure method of signing documents that have been encrypted. This ensures that only authorized users can access the document stating the documents’ original source.

How to Create a Digital Certificate

A valid digital certificate can be achieved from a trusted third-party certification authority (CA). They offer it for a limited time and charge some fee. You may obtain digital certificates from third-party entities for free.

 follow these steps (for Windows 10) to create a Digital certificate to sign your documents for free, 

  1. For 32 bit Microsoft office version please go to C:\Program Files (x86)\Microsoft Office\root\  or For 64 bit Microsoft office version please go to C:\Program Files\Microsoft Office\root\Office16 
  2. open the Create Digital Certificate box by running executable file SelfCert.exe
  3. Add a suitable name to your certificate and click OK.

Creating digital certificate

You are done. Your Valid certificate is ready and you can use it to sign documents in MS Word. Therefore, some organizations might not accept it as a valid certificate. As it is not authorized by a trusted third-party. 

You can also view your certificate anytime in chrome

Chrome→ Click on Settings→ Click on Privacy and Security→ Click on Security→ Click on Manage Certificates→ Click on Personal.


To add a digital signature to your word document, please follow the steps below,

Step 1: Place the cursor at the location in your document where you want to insert your signature.

Step 2: Click on “Insert” → “Text” → Signature Line to open the Signature Setup box.

adding digital signature to a doc

Step 3: As soon as the Signature Setup box opens, insert the necessary details of the signer in the box such as name, designation, e-mail address etc. An instruction note can also be added for the signer or default note can also be used along with a signing date and comments section. 

signature setup box image

Step 4: Now click “OK” to add a digital signature box to your document. 

Step 5: For signing the document, double click the signature box or press a right click and select sign. 

Step 6: Sign your document using an image of your handwritten signature or type your full name where you need to sign. Both options are backed by your digital certificate.

Sign 7: don’t forget to save the document before signing it. 

Step 8: With this, you can add a digital signature to your document using the certificate you created. As long as no other changes are made to the document, your signatures will remain valid.

How To Draw a Signature using a Drawing Tool

If you have a touch-enabled device, such as a touchscreen monitor, you can draw your signature using your finger, pen, or a mouse. 

Follow the steps to draw a signature: 

Step 1: Click on Draw in the ribbon bar. 

Step 2: Choose a pen according to your need. 

select your pen

Step 3: You can use pen, finger, or mouse to draw a signature in the appropriate section of the document. Example below, 

signature example



Method 3: Add a Signature Line in Word Document

When you are getting a document notarized or legally signed, it works best to add signature lines to your document so that the signers know exactly where they should place their signature. A signature line can be added in the same way as a text box, and you can customize the font, size, and color of each signature line.

Please follow these steps to add a signature line to your Word documents,

Step 1: Put your cursor exactly at the place where you want your signature line to be. 

Step 2: Now click on “Insert” > Signature Line > signature setup box. 

Step 3: You can also add some additional information such as the signer´s name, designation. To add this information, fill the signature setup box. Or, you can leave it blank, so that only a plain signature line will be visible. 

example of signature line with designation

The document can be printed now and can be sent to the relevant person for their signatures.

Why it is important to save your Word document as PDF that includes Signature

If you’re sending Word documents for signature, you can save them as PDF files once they’re ready to be sent to the signers. When sending a legal document or a contract that needs to be signed, you want to make sure the content can’t be edited after the fact. That’s why it’s important to send files in PDF format. PDF is a secure document format that does not allow users to make any changes to it. You can easily save a Word document as a PDF in Microsoft Word.

  1. click on File→ Save As 
  2. choose .PDF from the file type dropdown.

saving doc as a PDF

Please save the Word document  separately in case you need to make changes to it. If you do, please save the Word document in PDF format again before sending it to the relevant person. 

How to Add a Signature in Microsoft Word Video Tutorial

Some FAQs to help you organize your work

 How can I insert a signature in Word for free?

You can insert a signature into a Word document for free by taking a picture of your handwritten signature with your phone’s camera or scanning the signature. You can then upload the image to your computer and use the Word program to insert it into the document.

Another way to digitally sign your documents is to use browser add-ons. These commonly offer a free trial period that you can use before deciding to pay for the service. Just remember to cancel before the trial period ends—otherwise, you will continue to be charged.

How To Make an Email Signature in Microsoft Word?

You can use Microsoft Word to create a signature template that you can use when you begin new email threads. This way, you can add additional information, such as your phone number, address, and job title. Follow these directions to learn how.

Step 1: Click on Insert > click on text >Click on Signature line

How to Add a Signature in Microsoft Word 13

Step 2: Input the sign-in information for the signer. Click Ok.

Step 3: Click on the line for signature in the file. Then click on Insert > Click on Picture. Chose the image that you would like to use.

How to Add a Signature in Microsoft Word 14

Step 4: Now Copy the template to a file in your email.

If you wish, you can download the Microsoft Signature Gallery ( to your computer for additional template options.

How do I get rid of electronic signatures from Word or Excel?

It’s easy to remove your digital signature in Word or Excel, you can remove the digital signature from your document in a few simple steps.

Step 1: Go to the MS Word Excel home page and click over the document or spreadsheet containing your signature.

Step 2: Place your cursor on the line containing your signature and click it.

Step 3: A drop-down menu will be displayed on your screen. From the drop-down list, select Remove Signature .

Step 4: The last step is to click on YES.

How to paste an electronic signature in Word using the PandaDoc Add-in?

If you don’t want to get access to a scanner, you’ll be able to use an e-signing extension instead. PandaDoc is an easy-to-use add-in with a friendly interface and a large number of features. You can acquire it from the Microsoft Azure Marketplace. Here’s how to add the PandaDoc add-in in your Word document, allowing you to set up a signature.

Step 1: Go to your browser and go into the Microsoft Azure Marketplace website.

How to Add a Signature in Microsoft Word 15

Step 2: Use the search field to find PandaDoc. Click the get it Now button to obtain it.

Step 3: Now you have to create an account so that PanaDoc can access your files. 

Step 4: Upload the document to PandaDoc.

Step 5: You have two options for signing documents: (1) Self-sign Document, or (2) Request Signatures. When you’re signing a document, choose “Self-sign document.” If someone else is signing, click on “Request signatures” to send out the document for others to sign.

Step 6: To embed your sign, click on the ‘’+’’ icon on the right hand side of your screen. Open the “Signature” section and click to insert your signature.

Step 7: PandaDoc offers multiple signature options—from your handwritten scribble to a customized graphic. Once you’ve chosen a signature, click the “Finish Document” button to continue.

When you begin a new document with PandaDoc, it will automatically include your signature so you can use it later on. Simply click the  Signature  field and drag it into the document.

How can I use PandaDoc Application to Add a Signature in the word?

PandaDoc allows you to sign documents electronically through the PandaDoc app. As a free service to all its users, the app is available for both iOS and Android platforms. To add a signature in Microsoft Word with PandaDoc, follow these steps:

Step 1: Logging into the app enables you to access it.

Step 2: First, locate the “New Document” box. Then, open the “Upload” tab and drag a new file into that window with your cursor. If you want to upload a file that is already saved on the app, it will show up on the list of local files.

Step 3: Now click on Display As option. Open the source file in the editor program.

Step 4: Click the “Signature” field in the right-hand panel, then drag and drop it into your document.

Step 5: Type, draw, or upload an image to sign your document.

Step 6: Go to the Finalize Complete button to download the signed version of the file.

How to put a signature on a Microsoft Word document on a Mac?

Follow the steps outlined below to draw signatures in Word documents on a Mac.

Step 1: Navigate to the file where you wish to add your signature; first, open the document.

Step 2: Move the cursor to the location where you want to add your signature on the document.

Step 3: Next, click the Media button located in the toolbar and select the location of the signature image saved to your computer that you wish to insert. Click the image, and it will be inserted in the text.

Step 4: Click on Insert button.


In this article, I’ve shown you four different methods for adding a signature to an MS Word document. You can use any of these methods, as per your preferences, depending on whether you need a safe handwritten signature, or want to insert a professional-looking one. 

Thanks for reading and asking us questions!

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Wajiha Taiyeba

Hello! My name is Taiyeba. I am a technical writer and editor who shares step-by-step document processing software tutorials and writing tips for the real world problem solving on I am highly passionate about acrylic painting and I do painting in my free time as a hobby.
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