How to Insert a Signature in Word

Word supports several signature workflows: an image of your handwritten signature, a formal signature line, or a real digital signature backed by a certificate. They serve different purposes.

Does this affect you?

Use this for Word for Microsoft 365, Word 2021, and Word 2019 on Windows or Mac when a document needs a visible signature or a more formal signing process.

Insert an image of your handwritten signature

This is enough for many everyday letters and forms.

1. Sign your name on plain white paper with a dark pen.
2. Scan it or photograph it with even lighting.
3. Save or transfer it as a JPG or PNG.
4. Crop the image to the signature area using a photo app or Picture Format > Crop in Word.
5. If needed, use Picture Format > Color > Set Transparent Color and click the white background.
6. Open Insert > Pictures > This Device and choose the signature image.
7. Resize with a corner handle so it keeps its proportions.

Insert a signature line

Use this for a printed signature line or a digital-signature prompt.

1. Click where the line should appear.
2. Open Insert > Signature Line > Microsoft Office Signature Line.
3. Enter the suggested signer name, title, and email if needed.
4. Click OK.
5. Print for a handwritten signature, or double-click the line to sign digitally if a digital ID is available.

More control

Save the image for reuse

Select the finished signature image, open Insert > Quick Parts > Save Selection to Quick Part Gallery, name it Signature, and insert it from Quick Parts in future files.

Digital signatures need a certificate

A signature line alone does not prove identity or detect tampering. For certificate-based signing, use File > Info > Protect Document > Add a Digital Signature and obtain a certificate from your organization or a certificate authority.

PDF signing may be simpler

For multi-person signing or legal workflows, export to PDF and use Adobe Acrobat, Preview on Mac, DocuSign, Adobe Sign, or another e-signature service.

Mac support differs

Word for Mac can insert signature images, but the Windows Signature Line workflow is not equivalent. Mac users often sign the exported PDF instead.

Sources

• Microsoft Support – Add or remove a digital signature (2025)
• Microsoft Support – Insert a signature line (2025)
• Microsoft Support – Create and insert a handwritten signature (2024)

Please leave this field empty

DEALWEEK

SUBSCRIBE AND GET 20% OFF YOUR NEXT ORDER! OFFER ENDS SOON - DON’T MISS OUT!

We don’t spam! Read our privacy policy for more info.

Check your inbox or spam folder to confirm your subscription.