How to insert a signature into microsoft word

Easily create and insert a signature for your documents

How to insert a signature into microsoft word

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What to Know

  • Scan and insert a signature image into a new Word document. Type your information beneath it.
  • Select the signature block. Go to Insert >Quick Parts >Save Selection to Quick Part Gallery. Name the signature. Select AutoText >OK.
  • Add the saved signature to any document by going to Insert >Quick Parts >AutoText > Name of signature.

This article explains how to insert a signature in Word using the AutoText feature in Word 2019, 2016, 2013, 2010, and Word for Microsoft 365. It also includes information on adding a blank signature line and on inserting an encrypted digital signature.

How to Insert a Signature in Word Using AutoText

Use Word’s Quick Parts and AutoText feature to create a complete signature that includes your handwritten signature and typed text, such as your job title, email address, and phone number. Here’s how.

Begin by scanning and inserting a handwritten signature in a new Word document

Type the information you want to use directly beneath the inserted signature image. Format the text as you want it to appear when you insert the signature block in documents.

Drag your mouse over the image and text to select and highlight it.

How to insert a signature into microsoft word

Go to the Insert tab and select Quick Parts in the Text group.

Choose Save Selection to Quick Part Gallery. The Create New Building Block dialog box opens.

How to insert a signature into microsoft word

Type a name for the signature block.

Choose AutoText in the Gallery Box and select OK to save the signature block.

How to insert a signature into microsoft word

Any time you want to add the signature in Word, go to the Insert tab, select Quick Parts, point to AutoText, and select the name of the signature block.

How to insert a signature into microsoft word

How to Add a Blank Signature Line

To add a blank signature line to allow someone to sign a printed document, insert a normal signature line but without any contextual data.

Select a space in the Word document.

Go to the Insert tab and select Signature Line.

Select any options you want and choose OK. Selecting few or no options leaves a blank line.

How to insert a signature into microsoft word

A signature line appears ion the document where you placed your cursor.

How to insert a signature into microsoft word

How to Add an Encrypted Digital Signature

Use built-in tools to digitally sign a Word document. A digital signature is an encrypted, electronic form of authentication that confirms that a document hasn’t been altered.

Before you can digitally sign a document, you must obtain a digital certificate.

To create a digital signature:

Place the cursor where you want to create a signature line in your document.

Go to the Insert tab.

How to insert a signature into microsoft word

Select Signature Line in the Text group and select Microsoft Office Signature Line.

How to insert a signature into microsoft word

In the dialog box, type the relevant information, including the signer’s full name, title, email address, and instructions.

Select Allow the Signer to Add Comments in the Sign Dialog to allow the signer to insert his or her purpose for signing.

Select Show Sign Date in Signature Line if you want the date the document was signed to appear.

How to insert a signature into microsoft word

When you’re finished making your selections, click OK and the signature is inserted into your document where you placed the cursor.

Right-click the signature line and select Sign to add your signature.

How to insert a signature into microsoft word

In the Sign dialog box that appears, type your name in the box provided, or if you prefer, you can select an image of your handwritten signature. After you’ve made your choices, click Sign.

How to insert a signature into microsoft word

Adding your signature to a Microsoft Word document is the ultimate way to personalize it as your own, especially for documents like letters or contracts. If you want to add a signature to a Word document, here’s how.

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

Adding a Signature Line

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

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

How to insert a signature into microsoft word

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

You can also provide instructions for the signer. Once you’re ready, click “OK” to insert your signature line.

How to insert a signature into microsoft word

Once you’ve confirmed your signature options, a signature line is inserted with a cross and a line to signify where to sign.

How to insert a signature into microsoft word

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

Inserting a Digital Signature

To add a digital signature to your Word document, you’ll need to have followed the above instructions and inserted a signature line first.

You’ll also need to install a security certificate for your signature. If you don’t have one, Word will ask you if you’d like to acquire one from a “Microsoft Partner” like GlobalSign.

As an alternative, you can create your own digital certificate using the “Selfcert” tool, included in your Microsoft Office installation folder.

Find “Selfcert.exe” in your Office installation folder and double-click it to open it.

How to insert a signature into microsoft word

In the Selfcert tool, type a name for your security certificate in the “Your Certificate Name” box and then click “OK” to create it.

How to insert a signature into microsoft word

Once you have a digital certificate installed, return to your Word document and double-click on your signature line.

In the “Sign” box that appears, type your name or click “Select Image” to insert a picture of your handwritten signature.

Click “Sign” to insert your digital signature into the Word document.

How to insert a signature into microsoft word

Once signed, Word will confirm that the signature has been added.

If you edit the document after signing it, the digital signature will become invalid, and you’ll need to sign it again.

How to insert a signature into microsoft word

Adding a Picture Signature

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

Click Insert > Pictures to insert the image into your document manually. Alternatively, double-click on your signature line and choose “Select Image” to insert it on your signature line.

How to insert a signature into microsoft word

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

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

Your correspondence is electronic now, but a signature personalizes even electronic email and documents. Many of you are asking about how to include signatures in Outlook email and in Word documents. You can find instructions for creating signatures at, but for easy reference, we’ve rounded up the top resources for learning how to get the job done.

Outlook Signatures

Outlook email signatures can be as simple as a single line with your printed name that appears at the bottom of every email message you send, or an image of your handwritten signature, a graphic, or a business card with all of your contact information.

  • For Outlook 2010 customers, Create and add an e-mail message signature is a comprehensive article about creating one or more signatures with handy instructions for how to make sure a signature appears at the bottom of every email message you send. To create a handwritten signature in Outlook 2010, follow the Outlook 2007 instructions for creating an image of your signature, and insert the image as a picture in your Outlook 2010 signature.
  • For Outlook 2007 customers, Create and include a signature in outgoing messages includes a link to Add a handwritten signature to an email message.
  • If you want detailed information about creating signatures with design appeal, try the training course Create great-looking signatures for your e-mail (Outlook 2007) or Use e-mail signatures in Outlook 2010.

Word Signatures

You can add a signature to Word 2010 documents as well as to Outlook email messages. Learn how in the article Add a signature line, which has steps for creating a blank line to use for signatures, and instructions for inserting an image of your own handwritten signature in a document.

Did we miss something? What questions do you have about creating signatures?

There are some nifty tricks to inserting a picture of your signature into a Word or other document. Tips that make the result look realistic and professional.

We’ve already explained the many ways to get a picture of your ink signature into Office.

Now that picture of your signature, it’s ready to be inserted into any document or letter.

Again, there’s the simple options and then there’s little tricks we like to share with Office Watch readers.

See All the ways to sign a digital document in Word and more about your choices for getting a good, clear picture of your signature onto your computer.

Insert normally

Drop the signature image into the letter in any of the usual ways. Insert | Illustrations | Pictures and select the image file. Or copy the image from another Office document.

Insert the image where the signature should go.

How to insert a signature into microsoft word

Tight signature cropping

This is where the tight image cropping we recommended comes in handy. The image can be placed into the document neatly between the typed lines. Here’s another example with plenty of space around the image.

How to insert a signature into microsoft word

You can crop the image in place but, believe us, it’s a lot easier if the image is cropped in the first place.

A more realistic signature

Would you like the signature to look more realistic? Try these tricks.

Firstly, allow for more positioning options by changing the Layout Options to ‘Behind Text’

How to insert a signature into microsoft word

(We can hear some of you ready to email us about ‘Behind Text’ so before you write. Yes, you could choose ‘In front of text’ but only if the signature image has a transparent background. Transparent backgrounds are a topic for another day.)

With the Text Wrapping changed you can tinker with the look in many ways.

Change the line sizes between the two text lines so it looks like the ‘ink’ has written over the text.

Or maybe rotate the image a little so it looks signed at a slight angle.

How to insert a signature into microsoft wordMany a time you need to ask for a handwritten signature and if you are using Microsoft Office Word you can use the Signature Line feature. This tool is available under Insert > Signature Line which is at the corner of the ribbon menu. This signature feature also lets the third party signature plugin to be used in Office Word. In this post, I will share how you can add handwritten signature in Office Word Document.

How to add handwritten signature in Office Word Document

There are two simple steps here.

  • Create a signature either by scanning an actual signature or use Draw tool.
  • Insert using Signature Line.

Create a signature either by scanning an actual signature or use Draw tool.

Before digitally signing a document, you will need to have your signature file ready. You can have it scanned and save it as PNG file. The format makes sure that the background is clear. When you insert a PNG file in the document it looks like you have signed it actually. You can also use the Crop image tool in Word to cut out signature part of an already existing document.

Add handwritten signature using Signature Line.

  • Select an area where you want the signature box to appear. On ribbon menu > insert > Signature. Click ok to continue.
  • You will see a screen below which you can call it as Signature Creating tool. This tool asks you for the names and position of the person who is going to sign.

How to insert a signature into microsoft word

Once done you should see the signature area is ready. To sign you can double-click on it and browse to select the signature image you scanned. Also, note that date is recorded when you sign and it appears on the top right of the box.

How to insert a signature into microsoft word

  • It is also possible to sign a document by typing in. Since this is a digital record it still can be used. The signature process makes a record of the username who signed the document. So make sure to use your account before signing in.
  • As soon as you complete this, you will see that Word Document will finalize the document. This is to make sure no editing is done after this. However, if you still edit the document, the signature is removed.

How to insert a signature into microsoft word

Once created, you should be able to reuse it to sign documents quickly.

Related: Type in your handwriting by creating True Type Fonts out of your handwriting

I am hoping someone maybe able to assist with a problem I have run into regarding signatures in fillable fields.

I am currently creating an academic degree application form in Microsoft Word. This would be filled out and signed first by a student, and then completed and signed by a couple of approving supervisors.

I used legacy tools “Text Form Field” to create a table where the student inputs his/her courses, credit hours, and the cost of the courses. I then set up a “Text Form Field” to automatically calculate the total cost of the courses for the year to appear at the bottom of the table (that took a while to figure out how to do).

For the rest of the student’s information, such as name, address, degree, etc, I used “Plain Text Content Control”. There are also check boxes included.

I also created signature lines by using inserting Microsoft signature lines. One would be used by the student, and two would be used by the supervisors.

When I would set the restrictions/protections, I would check the box that reads “Allow only this type of editing in the document” and set it to “Filling In Forms.”

All the fields and calculations worked perfectly once the protections were enable, except for the Microsoft Signature Line. I was not able to insert a digital signature.

So, does anyone know how to create a protected fillable form (that includes calculations) that can be digitally signed by multiple people?

If you have an official document in Word that requires your signature or a signature line, here’s how to create it in a few easy steps.

This is a useful feature for when you’re sending documents or letters that you want to add a personal touch to, but it does require you to scan an existing copy of your signature to your computer and save it as an image file.

  • Open up the image file of your signature in Word and crop it. Just hit the Format Tab > Crop and crop it to the size you’re happy with. Right click the image and click Save As Picture, which will save it as a separate file. Inserting it then becomes a breeze by just clicking Insert > Pictures and selecting your signature.
  • Another option is to make a more elaborate signature that includes some typed text. Select the picture and text and select Insert > Quick Parts> Save Selection to Quick Part Gallery. The key here is to name it and then select AutoText under Gallery. After you save it, you can then insert the signature and the text easily by selecting Quick Parts and choosing the signature you just created.
  • If you don’t want to add a signature but just need to add a signature line to indicate where someone should sign on a legal document or agreement, just click on Insert > Signature line. From here, you can easily set up a signature line for any document.

How to insert a signature into microsoft word

Electronically sign your paperwork in a flash

How to insert a signature into microsoft word

Do you use Microsoft Word? Of course, you do! You probably access Word document on a regular basis to create agreements, contracts, and more – but when it comes to finalizing those documents, do you know how to add a signature in Microsoft Word Document?

As paperless workflows continue to replace hard-copy paperwork, knowing how to insert signature in Word doc is a must. If you’re looking for a simple and intuitive solution for taking your workflows online – and, realistically, we’re all looking for a reason to ditch our printer and scanner – SignEasy is here to help. Signing documents online has never been this easy.

Here’s how to insert an electronic signature in Word with SignEasy, whether you’re eSigning on desktop, mobile, or a tablet.

Step 1: Log into SignEasy

Open a new tab or browser window and log into your SignEasy account. If you haven’t registered for our electronic signature app yet, В create an account for free.

How to insert a signature into microsoft word

Step 2: Click ‘Start Signing’

Click the blue “Start Signing” button in the top left corner of your screen, then choose the “Sign Document” option if all you need is your own electronic signature.

How to insert a signature into microsoft word

Step 3: Import your document

Select the Microsoft Word document you need to sign.

How to insert a signature into microsoft word

Step 4: Add your signature

In the left-hand “Annotations” menu bar, you’ll see the “Signature” option. Once you have configured your electronic signature (by selecting your preferred font or drawing your own signature), you can either drag and drop it into the document or place it on the signature line with a click. If the author has already given signer instructions by adding signature line, great. If not, you can add signature line with Microsoft Office Signature Line.

How to insert a signature into microsoft word

Step 5: Add other fields

Once you’ve placed your electronic signature into the MS Word document, you can add an additional signature field if you like. You can even add more fields like date, your name, and your initials.

How to insert a signature into microsoft word

Step 6: Click Finish

Is all of your information accurate and complete? If so, click “Finish” to finalize your signed document, then click “Download” to save a signed PDF to your device. Inserting an electronic signature in Word is just that easy!

How to insert a signature into microsoft word

Frequently asked questions

Are electronic signatures legally binding?

Yes, an electronic signature is viewed to be the same as a handwritten signature. SignEasy complies with all major eSignature laws around the world, including eIDAS in the EU and the ESIGN Act in the United States.

Are electronic signatures secure?

Documents validated with an electronic signature are completely legally binding, and carry the same weight as documents signed by hand. SignEasy also creates an audit trail for each eSigned document to prove its validity.

What is an eSignature used for?

There’s no limit to the types of documents you can sign electronically. SignEasy users leverage our software to eSign contracts, NDAs, agreements, expense reports, job offers, invoices, and so much more.

How do I sign a PDF document online?

Just like if you need to insert a signature in Word, you can Sign a PDF by import any PDF document into SignEasy from your device. Then, either sign it yourself or raise a signature request from a collaborator.

Is there a difference between an electronic signature and a digital signature?

The difference between an electronic signature and digital signature is significant. While an electronic signature is a digitized version of a written signature in ink that carries the same legal weight, a digital signature uses a digital certificate-based ID to corroborate a signature’s validity.

Which document formats does SignEasy support?

SignEasy is compatible with most leading document types, including Word, Excel, and PDF.

How do I sign documents in SignEasy?

To eSign a document, begin by logging into your SignEasy account and importing the document that must be signed. Then, drag and drop your signature from the toolbar into the document.

How can I create documents easily to send for signing?

Any document you create is a document you can easily send out for an electronic signature!

time signatures in a Word document?

Nov 13, 2012 #1 2012-11-13T10:25

Nov 13, 2012 #2 2012-11-13T12:54

The only real workaround for MS Word is to import the graphic from a notation program.

A more elegant solution, especially if you are using these symbols in flowing text, is to typeset the symbols with Lilypond in LaTex. The later are both open source. Here is a little tutorial: . -lilypond/

If you search a bit you can find many more resources that show how to do this.

Nov 13, 2012 #3 2012-11-13T13:34

Oh my, Peter, you are a fountain of knowledge indeed, I’m convinced of that!

Thanks! Now to see if I can make it work.

Nov 13, 2012 #4 2012-11-13T15:14

Nov 13, 2012 #5 2012-11-13T15:38

The music fonts I have just have single numerals as glyphs. The problem for a time signature is to get them on top of each other. Are there fonts with those time signatures EinVeilchen was asking about? Do the music research style guides say something about how to do this?

  • Time signatures
    • Use time signatures (they will be typeset without the fraction line) when referring to the meter of a measure or section if the prose remains clear (ex. “The editor has changed the original time signature of 4/2 to 4/4 .”)
    • Spell out the time signature when the prose so demands: “This march is in six-eight time ” ( not “This march is in 6/8” or “This march is in 6/8 time”).
    • For time signatures, use roman typeface in article, bold roman typeface in reviews.