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Easily Learn How to Add a Signature in Word Files

2021-05-11 15:47:51 • by Jason Will

Digital signatures are quickly replacing physical ones in today’s world of contracts and agreements. Though primarily used for PDF documents, you can also add an electronic signature in Word, Microsoft’s proprietary word processing software. You can even draw a signature in Word so it looks like a physical signature. The process is fairly simple but not many people are aware of how to do it. This article shows you how to add a signature to a Word document, how to add a signature line in Word, and how to use an innovative cloud-based tool to add a signature to PDF files, which are more commonly used for official documents.

How to Add a Signature in Word

Although MS Word is not the ideal document format for signatures, there are ways to add a signature in Word no matter what version you’re using. One way is to use a premium tool that will allow you to make a signature in Word and add it to the document, but these tools are quite expensive and limited in terms of functionality. There are also workaround methods, like taking a photo of your handwritten signature and then inserting it that way. Since this is the easiest method, let’s show you how it’s done.

1. Sign on a piece of paper and take a photo or scan the paper.

Sign your name physically on paper and take a snapshot in good lighting. This is important for the clarity of the image. Alternatively, you can use a scanner to scan the paper and upload that to your computer as an image file.

2. Send the image to your desktop via email or other means.

Assuming you took a photo, using the share feature on your phone or tablet, send the image file to your desktop where the Word document resides. If you did a scan then skip this step.

3. Insert and Crop the image.

In Word, you can use the Insert function to import the photo of your signature. Once inserted, you can crop it so any extra area outside the signature is removed from the image. To do this, go to Picture Format in the ribbon toolbar by clicking on the image.

signature in word

4. Save the image again.

Once you’ve cropped it, right-click the image and choose Save as Picture from the contextual menu to store it in your local memory so you can use it for other documents.

Although this is a quick workaround, you can’t add fields like title or date next to the signature field unless you use something like AutoText in Word. Even if you do, it will still take you some time to set it all up. A better option would be to use a third-party utility, but unless you plan to use it regularly, it’s not worth the extra money.

How to Add a Signature in the other way

Wondershare Document Cloud allows you to store your PDF files on a safe and secure cloud server. It is also integrated with an electronic signature feature that you can use to either sign a document yourself or send it to others for their signatures in two different ways. In addition, it offers ready-to-use and customizable templates that you can use in the future. It is a highly versatile tool that comes in a free or paid version depending on your needs. The free version gives you 1GB of storage space and up to 5 document sends, while the affordable paid version removes the limit on document sends and increases the storage allowance to 100GB. In short, it’s everything a business needs to take care of its PDF contract and other workflows.

The Process to Add a Signature or Send a PDF for Signature with Document Cloud

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1. Log in to your Wondershare account on the Document Cloud website here.

You can use an existing Wondershare ID from another product or create a new account for free. Once you have signed in, you can proceed to the next step of adding the document to the queue and setting it up to send signature requests.

2. Upload the Document

As a first step, use the Upload Files button to import your PDF file to Document Cloud. Once imported, you can head over to the Sign tab at the top, where you will see multiple options.

add a signature in word

3. Initiate a Signature Request

Clicking Initiate under Signature Requests or Bulk Send will prompt you to select your file in a new pop-up window.

three way to send documents

Here, you can either choose the one you uploaded to Document Cloud or import a new one from the local drive. On the next page, you will need to set up the document for requesting signatures from others.

4. Prepare the Signature Request

First, set access authentication, which acts as a password that other signers need to enter before they can view the file to be signed. This adds greater security to the process and is an important step for confidential or private documents.

add signature to word document

Next, add the email IDs of the signers. You can import a CSV file for this and even add yourself as the first or last signer for the document in question.

customize brand and content

After that, add a custom subject line and message body for the email. Premium users can also add their company logo as a branding option to make it look more professional.

drag and drop fields

Finally, click Next and add input fields to the document by selecting each signer and dragging fields from the menu on the left into the document where you want each field to go.

5. Send the Document for the Signatures

At the end, you can click Send for Signature at the bottom of the PDF file to send it on its way. You will be able to monitor the progress on your dashboard.

draw signature in word

To sign your own copy of the document, simply open your own email notification link and follow the process to draw, import, or type your signature before adding it to the document and hitting Submit Signature

add a signature line in word

Wondershare Document Cloud

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Premium 100GB Cloud Storage

High-quality Electronic Signature

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Some Parting Thoughts

Although the process to add a signature to Word seems simple, Word is not the ideal format to circulate documents. For one, the alignment and formatting will look very different on different devices. Moreover, there’s a chance that someone might accidentally edit the text or delete something important while adding their signature. To avoid all those hassles, PDF offer the best alternative. And if you’re signing PDFs on a regular basis, then a cloud-based solution like Document Cloud is the perfect choice.

Jason Will

Jason Will

chief Editor

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