Creating and Adding a Signature in Microsoft Word

Microsoft Word is versatile enough that you can use it to create official documents and invoices. Along with the details, you can also add your signature to the document so that it looks e-signed and verified.

By adding a signature to a Word document, you can authorize its content or show ownership of the document. To add your signature to a Word document, you need to:

Create Handwritten Signature

The first step to adding a signature in Microsoft Word is to create a handwritten signature. This requires having a browser, whether it’s a physical browser or on your mobile device. Here’s what you need to do:

Stage 1: Take a piece of paper and write your signature on it.

Step 2: Scan the signature page. You can use a physical scanner or get help from various scanning apps, such as the Microsoft Lens app.

Stage 3: Save the scanned image in any of the common file formats (JPG, PNG or BMP).

Step 4: Navigate to the file location where you saved the image and double-click on it to open it.

Step 5: You can crop the picture according to your preference by selecting Crop in the picture app.

Step 6: Save the cropped image as a new file by clicking Save As or Save a Copy from your image application.

Add Signature Line

After creating the signature, you need to specify the area where you will put the signature with the help of the signature line. This line helps the document creator and others who may need to sign documents. Here’s how to add a signature line to a Word document:

Stage 1: Start Microsoft Word on your computer.

Step 2: Click on the part of the document where you need to add the signature line.

Stage 3: Click Add in the ribbon file.

Step 4: Select Signature Line from the options.

Step 5: Click Add Signature Line within the text group.

Step 6: Select Microsoft Office Signature Line.

Step 7: Go to the Signature Setup box and add the name of the person who should sign the document in the suggested signer box. You can also add the signer’s title in the Suggested signer’s title box.

Step 8: Click OK and Word should add the signature line to your document.

Step 9: Save the Word document.

Add Handwritten Signature

After creating the signature line, the final step is to insert the handwritten signature you created earlier into the Microsoft Word document. The steps to follow are:

Stage 1: Start the Microsoft Word document.

Step 2: Move your mouse cursor to the signature line and double-click it to launch the Sign dialog.

Stage 3: In the box, click Select Image.

Step 4: Select Add Image From File.

Step 5: Navigate to the location with your saved handwritten signature and select Add.

Step 6: Select Sign and Microsoft Word should add your signature to the document.

Include Typewritten Text with Your Reusable Signature

If you want to add other information such as your job title, contact information to the signature, you can use Quick Sections for this. Here’s how it works:

Stage 1: Start the Microsoft Word document.

Step 2: Place your mouse cursor where you want the Signature and click Add from the Ribbon.

Stage 3: Select Add Image From File.

Step 4: Type the text you want included with the image.

Step 5: Select signature image with text.

Step 6: Click Add and then select Quick Parts.

Step 7: Click Save Selection to Quick Part Gallery to start a dialog box.

Step 8: Enter a name for the signature block and click OK.

Step 9: Select Quick Parts and click on the newly created Signature to add it to the document.

Other Uses of Quick Parts

You can choose to create a signature in Microsoft Word using the Signature Line feature or Quick Parts. You can use Quick Parts creation templates that you can use as Word documents or for mailings instead.