Nowadays, official correspondence is increasingly handled by email, so it is important for you to know how to sign a Word document.
Sign a Word document with a graphic
One of the easiest ways to insert a handwritten signature into a Word document is to insert the signature as a graphic.
- To do this, sign with a pen on a white sheet of paper. Ideally, use a ballpoint pen or fountain pen to ensure a clear and legible signature.
- Then scan the paper with your signature and save the file in a common image format such as PNG or JPG. Make sure that the quality of the scan is high enough, at least 300 dpi, so that the signature is sharp and easy to read.
- Open the scanned image to edit it. For example, if necessary, remove unnecessary margins to make it easier to insert the signature. Save the edited file again.
- Open the Word document, click “Insert” -> “Pictures” -> “This Device” and select the prepared signature. Then simply place it in the desired location in the document.
- If the inserted signature is too big or too small, you can easily scale it. Make sure that your signature remains legible.
Use freehand input
If you want more flexibility when signing digital documents or don't have the option to scan your signature, Word also offers a freehand drawing feature. This method is particularly useful when you want to sign quickly and directly on a digital document, be it with a touchscreen device, a graphics tablet or simply with the mouse.
- To use freehand drawing in Word, select Shapes on the ribbon, and then select Freehand Shape or Scribble.
- It is best to choose a black or blue font so that your signature is easy to read. Also set the right line thickness.
- Sign directly where you want it on the document. Make sure your signature is precise and clear.
- If the signature is not optimal, you can delete it and re-insert it until you are satisfied with the result.
- After signing, save the document either directly as a Word file or, for security reasons, as a PDF to prevent subsequent changes.
Insert signature with signature line
For a professional look, Word gives you the option to add a signature line. This option is useful if you plan to print the document or use it in a formal setting.
- Click where you want your signature to be and select Insert -> Signature Line.
- You can then specify which information should appear next to the signature, such as your name or, in the case of business correspondence, your position in the company.
- The signature line then appears in the document. You can then print the document and sign it manually or insert the signature digitally, either using a graphic or freehand input.
- If you also want to send the document digitally, you can scan it again after signing and finally save it as a PDF. This way, your layout is retained and the document is protected from subsequent changes.