Create a digital signature-How to insert or remove signature in word and exel

Create a digital signature-How to insert or remove signature in word and exel .A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail messages, macros, or electronic documents. A signature confirms that the information originated from the signer and has not been altered.

signature in word
signature in word

What does a digital signature guarantee?

  • Authenticity     The signer is confirmed as the signer.
  • Integrity     The content has not been changed or tampered with since it was digitally signed.
  • Non-repudiation     Proves to all parties the origin of the signed content. Repudiation refers to the act of a signer denying any association with the signed content.
  • Notarization     Signatures in Word, Excel, or PowerPoint files, which are time stamped by a secure time-stamp server, under certain circumstances, have the validity of a notarization.

To make these assurances, the content creator must digitally sign the content by using a signature that satisfies the following criteria:

  • The digital signature is valid.
  • The certificate associated with the digital signature is current (not expired).
  • The signing person or organization, known as the publisher, is trusted.

Create and insert a handwritten signature

You need a scanner to do this.

  1. Write your signature on a piece of paper.
  2. Scan the page and save it on your computer in a common file format: .bmp, .gif, .jpg, or .png.

    For information on how to use your scanner, use the manufacturer’s manual or Web site.

  3. Open the image file.
  4. To crop the image, click it to open the Picture Tools Format tab, click Crop, and then crop the image.

    Crop command on the Picture Tools Format tab

  5. Right-click the image, and then click Save as Picture to save the picture as a separate file.
  6. To add the signature to a document, click Insert > Pictures.

    The Pictures command on the Insert tab

Include typewritten text with your reusable signature

If you want information like your job title, phone number, or email address to be part of your signature, save it along with the picture as AutoText.

  1. Type the text you want under the inserted picture.
  2. Select the picture and the typed text.
  3. Click Insert > Quick Parts.

    Quick Parts command on the Insert tab

  4. Click Save Selection to Quick Part Gallery. The Create New Building Block box opens.

    Create New Building Block dialog box

  5. In the Name box, type a name for your signature block.
  6. In the Gallery box, select AutoText.
  7. Click OK.
  8. When you want to use this signature, place the insertion point where you want to insert the signature block.
  9. Click Insert > Quick Parts > AutoText, and then click the name of your signature block.

Insert a signature line

Use the Signature Line command to insert a signature line with an X by it to show where to sign a document.

  1. Click where you want the line.
  2. Click Insert > Signature Line.

    The Signature Line command on the Insert tab

  3. Click Microsoft Office Signature Line.
  4. In the Signature Setup box, you can type a name in the Suggested signerbox. You can also add a title in the Suggested signer’s title box.
  5. Click OK. The signature line appears in your document.

    A signature line in Word with an X indicating where the signature should be written

Create a signature line in Word or Excel

  1. In the document or worksheet, place your pointer where you want to create a signature line.
  2. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office Signature Line.
  3. In the Signature Setup dialog box, type information that will appear beneath the signature line:

    • Suggested signer     The signer’s full name.
    • Suggested signer’s title     The signer’s title, if any.
    • Suggested signer’s e-mail address     The signer’s e-mail address, if needed.
    • Instructions to the signer     Add instructions for the signer, such as “Before signing the document, verify that the content is correct.”
  4. Select one or both of the following check boxes:
    • Allow the signer to add comments in the Sign dialog box     Allow the signer to type a purpose for signing.
    • Show sign date in signature line     The date the document was signed will appear with the signature.

Tip: To add additional signature lines, repeat these steps.


Sign the signature line in Word or Excel

When you sign a signature line, you add a visible representation of your signature and a digital signature.

  1. In the file, right-click the signature line.

    Note: If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.

  2. From the menu, select Sign.
    • To add a printed version of your signature, type your name in the box next to the X.
    • To select an image of your written signature, click Select Image. In the Select Signature Image dialog box, find the location of your signature image file, select the file that you want, and then click Select.


      • For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language versions, the Stamp Signature Line option appears.
      • In addition, you can sign a signature line by double-clicking the signature line. Type your name next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow next to the signature. From the menu, select Sign.
    • To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X by using the inking feature.
    • Click Sign.
    • The Signatures button appears at the bottom of the document or worksheet.

The following image shows the Signatures button.


Remove invisible digital signatures from Word, Excel, or PowerPoint

  1. Open the document, worksheet, or presentation that contains the invisible signature you want to remove.
  2. Click the File tab.
  3. Click Info.
  4. Click View Signatures.
  5. The document, worksheet, or presentation view returns, and the Signatures pane appears.
  6. Next to the signature name, click the arrow.
  7. Click Remove Signature.
  8. Click Yes.