How to Add a Signature in Microsoft Word

We’re living in the digital age where most contracts and agreements change hands over the internet. Adding your signature to a Microsoft Word document is the ultimate way to authenticate it and give it a personal touch. In this guide, I’ll be showing you different ways to add a signature using MS Office 2019.

Inserting a Handwritten Signature

  1. Sign your name on a plain piece of paper.
  2. Use a scanner to record the document or a camera to capture a clear image and save it in the JPG or PNG format on your computer.

    Save as JPG or PNG.
    Save the signature image in JPG or PNG format.
  3. Open MS Word and insert the saved signature into your document by clicking on Insert then select the Pictures icon.

    Click on Insert then select the Pictures icon
    Click on Insert then select the Pictures icon.
  4. On the window that appears, select This Device and locate the saved signature and click Insert to add it to your document.

    Select This Device
    Select This Device and locate the saved signature.
  5. If the signature is too big, you can simply edit it. Click on the Picture Format tab and use Crop to resize.

    Use Crop to resize
    Use the Crop to resize the image.
  6. You can now drag the image with your mouse to the signature section of the document.

Using the Quick Parts Feature

If you want information like your job title, phone number, or email address into the signature, you can use the Quick Parts feature. Here’s how to do it:

  1. Type the text you want under the inserted signature.
  2. Use your cursor to highlight both the signature and the additional information.

    Highlighted the Signature and info
    Highlight the Signature and the additional information.
  3. Click Insert and navigate to Quick Parts.

     Insert > Quick Parts
    Click on Insert then select the Quick Parts icon.
  4. Click on the Save Selection to Quick Part Gallery option, the “Create New Building Block” box opens.

    Save Selection to Quick Part Gallery
    Click on Save Selection to Quick Part Gallery.
  5. Next to the “Name” category, write the title of your signature.

    Write the title of your signature
    In the name box, write the title of your signature.
  6. In the “Gallery” box, select AutoText.
  7. Complete the process by clicking OK.

    In the Gallery box, select AutoText then click OK
    In the Gallery box, select AutoText then click OK.
  8. When you want to use this signature, place the cursor where you want to insert it then Go to Insert > Quick Parts > Auto Text and select the name of your signature block.

    Click on Insert, Quick Parts then AutoText to select your signature block.

Inserting a Signature Line

The Signature Line command marks the place where to sign the document with an X.  Here’s how to do add signature lines to MS Word:

  1. Place your cursor where you want to sign the document.
  2. Click Insert then select Signature Line.

    Insert > Signature Line
    Click on Insert, then select the Signature Line icon.
  3. Click on Microsoft Office Signature Line.
  4. In the “Signature Setup” box, write the name, title, and e-mail address (optional) of the signer in the appropriate boxes.
  5. Click OK and the signature line will appear in your document.

    Fill Signature Setup Box and click OK
    Fill in the Signature Setup Box and click OK.

Using the Draw Feature

This works best if you are using a touch-enabled device. You can draw your signature using your pen, touchpad, or a regular mouse. Here’s how it works:

  1. Click on Draw and choose your pen type.

    Click on Draw and choose your pen type
    Click on Draw and choose your pen type.
  2. Use your pen or mouse to draw your signature in the appropriate section of the document.

    Draw your Signature
    Draw your Signature.

Using Third-Party Apps

If the functionality in Word doesn’t offer enough options for you to insert a signature, you can use third-party apps like PandaDoc, SignNow, and Smallpdf to quickly sign and send your documents. Here’s how to use Smallpdf to sign a Word document.

  1. Convert your document into a PDF if it isn’t already in this format. You can use the “Save As” feature on MS Word and select “PDF” as shown below.

    Save as PDF
    Save your word document as a PDF.
  2. Now open Smallpdf, then go to the Tools tab and select eSign PDF.

    Select eSign PDF
    In the Tools tab, Select eSign PDF.
  3. Drag and drop your document into the toolbox.

    Drag and Drop
    Drag and drop your document.
  4. Choose your preferred signing style and create your electronic signature.

    Choose your preferred signature style
    Choose your preferred signature style.
  5. Adjust the signature then click Finish & Sign to sign and Download your signed document.

    Adjust the signature then click Finish & Sign
    Adjust the signature, click Finish & Sign then Download your signed document.

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