How to Insert a Signature in Word

Easily create and insert a signature for your documents

Use built-in tools to digitally sign a Word document, insert a handwritten signature, add a signature line, or even create a custom AutoText signature—complete with your name, credentials, and any other details you want to include. 

Instructions here pertain to Word 2019, 2016, 2013, 2010, and Word for Office 365. Some instructions apply to Word for Mac, when noted.

How to Add a Digital Signature With Signature Line

A digital signature is an encrypted, electronic form of authentication that confirms that a document hasn't been altered. This feature is currently not supported in Word for Mac.

Before you can digitally sign a document, you must obtain a digital certificate.

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.

    The Insert Option in Microsoft Word.
  3. Select Signature Line in the Text group and select Microsoft Office Signature Line.

    The Microsoft Office Signature Line option in Word.
  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.

    The Signature Setup dialog box in MS Word.
  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. 

    The Sign option in MS Word.
  9. In the Sign dialog box that appears, type or ink 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.

    The Sign dialog box in MS Word.

How to Create Auto Text

Use Word’s Quick Parts or 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. Begin by creating and inserting a handwritten signature, then follow the steps for your version of Word. 

The instructions in this section apply to Word 2019, 2016, 2013, 2010 and Word for Office 365; as well as Word 2016 for Mac and Office 365 for Mac

  1. 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.

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

    Selecting the text to create a signature in Microsoft Word.
  3. Go to the Insert tab and select Quick Parts in the Text group. 

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

    How to save a selection to the Quick Parts Gallery in MS Word.
  5. Type a name for the signature block.

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

    Creating Autotext Signature in Word.
  7. 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 the newly created signature Quick Text.

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.

This feature is not currently supported in Word for Mac.

  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.

    The signature setup dialog box in MS Word.
  4. A signature line appears ion the document where you placed your cursor.

    A blank signature line in MS Word.