How to Digitally Sign a Word Document

But how can these documents be protected from unauthorized tampering? Can you electronically sign a Word document?

Fortunately, the answer is yes. However, when you sign Word documents, or any document for that matter, it’s essential to follow the correct steps. Below, we discuss how a digital signature works and the process to e-sign a Microsoft Word document.

How do digital signatures in Microsoft Word work?

Unlike handwritten signatures, digital signatures enable secure electronic document exchange and workflows, ensure document integrity and authorship, and satisfy electronic document compliance requirements.

This type of electronic signature, or e-signature, is an encrypted stamp of authentication applied to digital information such as e-mail messages, macros, or electronic documents. Thus, when you sign a Word document digitally, you are confirming that the information in the document originated from the signer and has not been altered. This gives users confidence that the signed documents originate from the recognized source and have not been forged or tampered with.

Digital signatures can be applied to a variety of document types including Adobe PDF files, PNGs, image files, JPGs, and Word Documents.

To create a digital signature, you must have a signing certificate, proving identity. (For documents in particular, you will need a document signing certificate.) When you send a digitally signed file, you also send your certificate and public key. Digital certificates are issued by a certification authority (CA), like Sectigo.

Adding a signature line in Microsoft Word

Using signature fields in Microsoft Office files allows organizations to reduce risk when using electronic transactions and streamlining paper processes for contracts or other agreements. Digital signatures provide a record of exactly what was signed and can be verified in the future.

Signed documents have a Signatures button at the bottom. In addition, for signed documents, signature information appears in the Info section and can be viewed by clicking the File tab in Word.

To add a signature line, follow these steps:

1. Open the document you want to sign in Microsoft Word or Excel.

2. In the Word document or Excel worksheet, place your cursor where you want the signature line to appear.

3. Click the Insert tab located at the top right of the menu bar. A new dropdown will appear.

4. Click Signature Line, located in the “Text” section on the right side of the new dropdown.

5. A Signature Setup dialog box will appear. In the first text box, enter the suggested signer's name. You may also add the suggested signer’s title and email, as well as instructions.

6. If you prefer, you may check to Allow the signer to add comments in the Sign dialog box to allow the signer to type a purpose for their signature or check to Show sign date in signature line to add a date the document was signed.

7. Click OK

Once completed, a signature line will appear on the document in the location you chose. These steps can be repeated if additional signatures are required.

How to electronically sign a Word Document

If you are the signee, a document will likely be provided to you with a signature line already populated within the Word Doc. By placing your signature on the line, you create both a visible and a digital version of your signature. To insert a signature in a Word document, follow these steps:

1. Double-click the signature box or right-click and choose Sign.

2. A dialog box will appear with several options to add your signature. These options include:

   1. A printed version of your signature by typing your name in the box next to the X.

   2. A handwritten signature by using the inking feature.

   3. An image of your signature by clicking Select Image. Once selected, a popup window will appear allowing you to choose where your image file is located.

3. Once your signature is added, click Sign.

Once added, a small signature icon will also appear at the bottom of the window to signify that the document was signed. Recipients can double-click the signature or click the icon to see information about the signer.

How to add an invisible digital signature in Microsoft Word

An invisible signature in Microsoft Word allows a user to verify the authenticity or integrity of a document without displaying a visible signature line. This ensures the document has not been altered and confirms the signer's identity. Once an invisible signature is digitally signed, a Signatures button will appear and the file will switch to a read-only format to prevent future tampering.

To add an invisible signature, follow these steps:

1. Within the File tab, select Info

2. Select Protect Document > Add a Digital Signature

3. A dialog box will appear with several fields you may choose to populate. These options include:

   1. Commitment Type: Select the type of commitment you are making by signing (e.g. created and approved this document)

   2. Purpose for signing this document: Enter the reason for signing the document.

4. Click Sign. You will then be prompted to save the file to your device. Once saved, the invisible digital signature is finalized.

Once added, a small signature icon appears at the bottom of the window to signify that it was signed. Recipients can click the icon to view information about the signer.

Add a digital signature in Microsoft Windows using a document signing certificate

To digitally sign a document using a Document Signing Certificate in the Microsoft Windows environment, follow these steps:

1. Open the document that needs to be signed.

2. Plug the USB smart card token with the certificate into the USB port of your computer. Microsoft will automatically copy the certificate to your computer’s cryptographic API (CAPI) certificate store.

3. Click More Tools on the Tools pane. The Create & Edit page will appear.

4. Select Certificates.

5. On the Certificates toolbar, Select Digitally Sign. The Signature Area Selection dialog box will appear.

6. Click OK in the Signature Area Selection dialog box.

7. Using your mouse, click and drag to draw the area where you would like the signature to appear. The Sign with a Digital ID dialog box will appear.

8. Click Continue. The Sign as <Your name> dialog box will appear.

9. Click Sign. The Windows Explorer dialog box will open.

10. Select the folder where to save the signed document.

11. Type the document name.

12. Click Save. You will be prompted to enter your PIN.

13. Enter your PIN and click OK. Your signature will appear in the document.

Enhance security with Sectigo's document signing certificate solutions

Digitally signing your Word documents is a simple process that ensures authenticity and protects the integrity of your sensitive content. Neglecting the signing process can leave documents vulnerable to tampering and unauthorized modifications, compromising their integrity and trustworthiness.

For the highest level of security and trust, use Sectigo's Document Signing Certificate options. Contact Sectigo today with any further questions on how our comprehensive solutions can meet all your digital document signing needs.