How to Insert Signature in Word – Tutorial


Microsoft Word is still the world’s leading word processing software actually. For many, it is the software of choice for writing proposals, quotes, contracts, and all other sales docs. Therefore it’s understandable that folks want to quickly and easily add their signature at the end of these documents. Without even the hassle of printing, hand-signing, and scanning. In this article, we are going to talk about How to Insert Signature in Word – Tutorial. Let’s begin!

The good news is that adding a signature to a Word document is doable actually. There are also many features that make your life easier such as the option to automatically include more text beneath your signature (such as your printed name and address).

There are many ways to add your signature to a Word document. You can also add a signature line for a post-print signature, add a digital signature, or also insert your own handwritten signature as a picture as well.

Insert a Signature Line

A signature line provides you, or somebody else, along with a location to sign a printed document as well. If you are planning on printing your Word document, then adding a signature line is probably the easiest way for you to add a signature.

In order to add a signature line to your Word document, click Insert > Signature Line. This icon is mostly included in the “Text” section of your Word ribbon menu bar.

In the “Signature Setup” box that shows, fill out your signature details. You can also include the name, title, and email address of the signer. This can be you or somebody else as well.

You can also give instructions for the signer. When you are ready, then tap “OK” to insert your signature line.

insert signature in word

When you have confirmed your signature options, a signature line is inserted along with a cross and a line to signify where to sign.

You can now also place this into an appropriate position within your Word document. The document can then be signed at this position after printing or if you have saved your Word document into the DOCX file format. Then you can also insert a digital signature into your document at this point as well.

How to insert a digital signature to a Word

You might be thinking that, “Aren’t a digital signature and an electronic signature actually the same thing?

Unfortunately, no. Digital signatures are highly-secure, encrypted digital marks that need special software, and also a digital certificate from both the sender and the recipient. You have to purchase a certificate from an issuing company actually.

An electronic signature, on the other hand, is only a virtual mark added to a document. Most commonly in the form of a signature picture or hand-typed text. Depending on the software in which the document is signed, electronic signatures can come along with extra security features. Such as certificates that also include the time and date of the signature as well. Both electronic and digital signatures are legal, secure, and also fully-enforceable.

If you want to add a digital signature to a Word document, then you need to follow these steps:

  • Move your cursor to the area that you want to sign in the Word document.
  • Choose the Insert tab.
  • Select the Text group and then open the Signature Line list.
  • Tap Microsoft Office Signature Line and the Signature Setup dialogue box should shows.
  • Input the appropriate data – signer’s name, title, email address, and any further instructions as well. And tick the boxes if needed (if you are signing these will be your details). Tap OK.
  • Right-click the signature field and type your name or upload a picture of your signature as well.

Insert a Picture Signature

If you’d prefer to use your handwritten signature, then you can take a picture or also scan a copy of it and then upload it to your computer. You can then insert an image of your signature into the Word document.

insert signature in word

Tap Insert > Pictures to insert the picture into your document manually. Alternatively, double-tap on your signature line and then choose “Select Image” in order to insert it on your signature line.

In the “Insert Pictures” menu box, tap “From a File” and choose your signature image file. From there, tap “Sign” to place the picture onto your signature line.

When inserted, then the image file containing your signature will be inserted above your signature line.

How to Insert an electronic signature to Word

Most folks will want to add electronic signatures (as opposed to digital signatures) to their documents. Fortunately, Microsoft Word makes this easy to do. When you set it up, it only takes a few clicks then.

Follow these simple steps below to add an electronic signature to your Microsoft Word documents:

  • First, handwrite your signature in the middle of a blank piece of white paper.
  • Scan the signature and then save it on your computer in one of the following file formats: .bmp, .gif, .png, .jpg.
  • Open the picture file in Microsoft Word by tapping the Insert tab and selecting Pictures.
  • Click on the picture and edit it using the Picture Tools Format tab.
  • When you have finished editing the picture, then right-click the image, and choose Save as Picture.
  • Whenever you guys want to add an electronic signature to a document. Then select Insert and Pictures and locate the edited picture file, drag-and-drop it to the appropriate place in the document as well.

What about third-party applications?

While the functionality provided by Word is solid, then it does not offer as many options as other tools. Third-party apps such as PandaDoc and DocuSign give a host of features that can make your life easier. whenever it comes to send or receive the documents.

Consider the following when you are choosing to use a signature app:

  • Compatible across devices

Microsoft Word actually has different signature functionality across many devices and device platforms (such as Apple and Android). Using an app permits you to use the same piece of software along with the same features across all your devices.

  • Adds an extra layer of security

Apps explicitly designed to sign documents have an added layer of protection, such as the instant creation of a certificate whenever a document is signed. That also includes the time and date the signature was completed.

  • Transferable to other formats

If you want to send a signed document as a PDF, as opposed to Microsoft Word actually. Then you can also download and then send it in your format of choice.

How to insert a signature to a Word document with PandaDoc

Let’s see how to add an electronic signature to a Microsoft Word document using PandaDoc electronic signature software:

  • Log into PandaDoc and then choose the “New Document” button.
  • Tap the Upload tab and either drag-and-drop the Word file or choose Choose A Local File.
  • Choose the Display As Is button. The document will show in the PandaDoc editor.
  • Tap the Signature tab in the right-hand menu to drag-and-drop a signature field into the document.
  • Select the signature box and then assign yourself as a recipient or also add a new contact.
  • Make the signature by double-tapping on the box. You can also upload an image, draw the signature, or then enter it manually.
  • Choose the Complete button and then download the file in your preferred format.


Alright, That was all Folks! I hope you guys like this article and also find it helpful to you. Give us your feedback on it. Also if you guys have further queries and issues related to this article. Then let us know in the comments section below. We will get back to you shortly.

Have a Great Day!

Also See: How To Add Vertical Or Horizontal Line in Microsoft Word

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