How to Create an Electronic Signature in Word

Create Electronic Signature in Word: Easy Step-by-Step Guide

Electronic signatures have become an essential part of document workflows – enabling you to sign your documents without printing, scanning, or mailing them physically. Microsoft Word, one of the most widely used word processing software, offers convenient features to create electronic signatures.

How to Create an Electronic Signature in Microsoft Word?

  1. Open Microsoft Word: Launch Microsoft Word on your computer and open the document you want to sign.
  2. Click on the "Insert" Tab: Locate the "Insert" tab in the Word toolbar.
  3. Insert a Text Box: In the "Insert" tab, click on "Text Box". Select a suitable location in your document.
  4. Type Your Signature: Within the text box, type your signature, choose a font, and adjust the size to match your desired signature style.
  5. Format Your Signature: To enhance the legibility of your signature, use the formatting options in Word - font color, font style; you can even add a handwritten signature using a stylus or touchpad.
  6. Position the Signature: Drag and resize the text box containing your signature to the appropriate location.
  7. Save the Document: After inserting your signature, save it.

Learn more about how to insert signature in word

Can I Use an Electronic Signature Tool to Sign in Microsoft Word?

Several tools provide an option to upload documents directly to their platform or embed your signature into the record. You can also create, customize, and securely insert your electronic signature - all without leaving your Word document.

Some electronic signature or eSignature platforms offer advanced authentication measures, such as encryption and audit trails, ensuring the integrity and legality of your signed documents.

What is an Electronic Signature? 

An electronic signature plays a crucial role in the digital landscape as it is a virtual equivalent of a person's handwritten signature. This electronic representation enables individuals to express their consent, intent, or approval on electronic documents - similar to the traditional pen-and-paper method. 

You can type one's name or use a mouse or stylus to draw a signature. You can also use specialized software to capture and replicate signatures accurately.

Uses of Electronic Signature

  1. Efficiency: You can sign documents instantly, eliminating the time-consuming process of printing, signing, scanning, and sending physical copies.
  2. Security: Electronic signatures provide higher safety than handwritten signatures. They often employ encryption and authentication measures to ensure the integrity and authenticity of the signed documents.
  3. Legally Binding: In many countries, electronic signatures carry the same legal weight as traditional signatures. They are recognized and accepted in various industries, including finance, healthcare, and legal sectors.
  4. Accessibility: Electronic signatures enable remote collaboration by allowing multiple parties to sign documents from anywhere. This streamlines workflows, reduces delays, and enhances productivity.

Is it Acceptable to Add an Electronic Signature in Word?

Adding a digital signature in Word offers numerous benefits. Here's why you should consider including electronic signatures in your Microsoft Word documents:

  1. Professionalism: Electronic signatures lend a professional touch to your documents and demonstrate your commitment to modern practices.
  2. Document Integrity: By digitally signing your Word documents, you can ensure their integrity and protect against tampering. You can also detect unauthorized changes made to the document after you have signed.
  3. Convenience: With digital signatures, you can quickly sign and share documents electronically, saving time, effort, and resources. You can also request signatures from others, simplifying the approval process.
  4. Environmental Impact: Embracing electronic signatures promotes sustainability by reducing paper usage and the footprint associated with traditional signing methods.

Word Format or PDF Format?

When it comes to choosing between Word format and PDF format for documents with electronic signatures, both options have their advantages:

  1. Word Format: Word format is ideal for cases that require frequent updates, collaboration, or editing. You can modify the document content while keeping the electronic signature intact.
  2. PDF Format: PDFs are suitable for documents that need to be shared, viewed, and printed consistently. PDFs preserve the document's formatting, layout, and electronic signature, making them a reliable choice for official documents.


Q: Are electronic signatures legally valid?

Yes, in most jurisdictions, electronic signatures are legally valid and enforceable.

Q: Can I add multiple electronic signatures to a Word document?

Yes, you can add multiple electronic signatures to a Word document.

Q: Can I remove or change an electronic signature in a Word document?

Once you have added an electronic signature in Word, it becomes a part of the document. Removing or changing the signature might invalidate its authenticity. It's best to create a new one or use the "Track Changes" feature if modifications are necessary.