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How to Insert Signature in Word

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We are often required to sign documents that are sent to us over the internet. If you are still printing the document, signing it, scanning the signed copy, and then sending it – you’re doing it wrong. Adding your own signature to a Microsoft Word document has never been easier.

There are two ways in which you can add your signature to an MS Word document. You can either add a digital signature or your actual signature in the form of a photograph.

Follow the steps below and you should be able to perform both these functions.

Inserting Digital Signature in Word
Below steps show you how to add digital signature on your word document

  1. Select the Signature Line

    Open the document and place the cursor exactly where the signature line is to be placed and click once. How to Insert Signature in Word 1

  2. Open the Insert Menu

    Now head over to the ‘Insert’ tab on the overhead menu bar. How to Insert Signature in Word 2

  3. Open Signature Line Options

    Find the option titled ‘Text Box’, click on it and in the drop down menu select ‘Signature Line’ and then ‘Microsoft Office Signature Line’. How to Insert Signature in Word 3

  4. Enter Signee Details

    Once you have selected this option a separate dialog box will open where you can enter the details of the signee such as name, job title, email id, etc. How to Insert Signature in Word 4

  5. Further Signature Options

    After entering your details, you may want to turn on various other options such as ‘add comments’ and ‘show sign date’. Once you are done, click on ‘ok’ and the digital signature will be saved. How to Insert Signature in Word 5

  6. Enter your Signature

    Now head over to the signature line and right click on it. You will now have an option titled ‘Sign’ clicking on which will allow you to place your signature. How to Insert Signature in Word 6

  7. Enter Signee Name

    Once you click on ‘Sign’ a dialog box will appear. Here you can type in your name and then click on the ‘sign’ button at the bottom of the dialog box. This will place your signature in the document. How to Insert Signature in Word 7

Inserting Handwritten Signature in Word
Let’s see how to insert handwritten signature to your word document

  1. Create your Signature File
    Start by signing your full signature clearly on a piece of white paper. Now scan it using either a scanner or your smartphone scanner app and transfer the file to your PC. Remember to save it as either ‘.jpg’ or ‘.png’ formats.
    How to Insert Signature in Word 8

  2. Open the Insert Menu
    Open MS Word and click on the ‘Insert’ tab on the overhead menu.
    How to Insert Signature in Word 9
  3. Import your Signature to the Document
    Click on the ‘Pictures’ option, select insert, and in the dialog box that opens find your signature file and click the ‘insert’ button of the dialog box. This will place your signature image in the Word file.
    How to Insert Signature in Word 10
  4. Format your Signature
    Now click on the picture and select the ‘Format’ option from the overhead menu. In the menu that opens you can find the ‘Crop’ option, use it to crop any excess white space from the image of the signature.
    How to Insert Signature in Word 11
  5. Save Formatted Signature
    Now right click on the cropped image and select the ‘Save as Picture’ option. Select the location of your choice and save this image.
    How to Insert Signature in Word 12

Conclusion

Use these two methods to place your signature on any MS Word document. This will not only save you effort but also a lot of time. You will be able to sign important documents immediately with a few clicks. But be careful while saving your signature in your PC especially if you allow others to use it since it may be misused.