How to Insert a Signature in Word

This article explains how to insert a signature in Word using the AutoText feature in Word 2019, 2016, 2013, 2010, and Word for Microsoft 365. It also includes information on adding a blank signature line and on inserting an encrypted digital signature.

How to Insert a Signature in Word Using AutoText

Use Word’s Quick Parts and AutoText feature to create a complete signature that includes your handwritten signature and typed text, such as your job title, email address, and phone number. Here's how. 

1. Begin by scanning and inserting a handwritten signature in a new Word document

2. Type the information you want to use directly beneath the inserted signature image. Format the text as you want it to appear when you insert the signature block in documents.

3. Drag your mouse over the image and text to select and highlight it. 

   

4. Go to the Insert tab and select Quick Parts in the Text group. 

5. Choose Save Selection to Quick Part Gallery. The Create New Building Block dialog box opens.

   

6. Type a name for the signature block.

7. Choose AutoText in the Gallery Box and select OK to save the signature block.

   

8. Any time you want to add the signature in Word, go to the Insert tab, select Quick Parts, point to AutoText, and select the name of the signature block. 

   

How to Add a Blank Signature Line

To add a blank signature line to allow someone to sign a printed document, insert a normal signature line but without any contextual data.

1. Select a space in the Word document.

2. Go to the Insert tab and select Signature Line.

3. Select any options you want and choose OK. Selecting few or no options leaves a blank line.

   

4. A signature line appears ion the document where you placed your cursor.

   

How to Add an Encrypted Digital Signature

Use built-in tools to digitally sign a Word document. A digital signature is an encrypted, electronic form of authentication that confirms that a document hasn't been altered.

To create a digital signature:

1. Place the cursor where you want to create a signature line in your document. 

2. Go to the Insert tab.

   

3. Select Signature Line in the Text group and select Microsoft Office Signature Line.

   

4. In the dialog box, type the relevant information, including the signer’s full name, title, email address, and instructions. 

5. Select Allow the Signer to Add Comments in the Sign Dialog to allow the signer to insert his or her purpose for signing.

6. Select Show Sign Date in Signature Line if you want the date the document was signed to appear.

   

7. When you're finished making your selections, click OK and the signature is inserted into your document where you placed the cursor. 

8. Right-click the signature line and select Sign to add your signature. 

   

9. In the Sign dialog box that appears, type your name in the box provided, or if you prefer, you can select an image of your handwritten signature. After you've made your choices, click Sign.