How to Insert a Signature in Word

Easily create and insert a signature for your documents

By
Tricia Goss
Tricia Goss
Tricia Goss
Writer
  • Pima College
Tricia Goss has been a writer and editor for 10+ years. She's written tips and tutorials for Microsoft Office applications and other sites.
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Updated on December 23, 2022
Reviewed by
Michael Barton Heine Jr
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Reviewed by Michael Barton Heine Jr
Michael Heine is a CompTIA-certified writer, editor, and Network Engineer with 25+ years' experience working in the television, defense, ISP, telecommunications, and education industries.
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What to Know

  • Scan and insert a signature image into a new Word document. Type your information beneath it.
  • Select the signature block. Go to Insert > Quick Parts > Save Selection to Quick Part Gallery. Name the signature. Select AutoText > OK.
  • Add the saved signature to any document by going to Insert > Quick Parts > AutoText > Name of signature.

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. 

    Selecting the text to create a signature in Microsoft Word.

  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.

    How to save a selection to the Quick Parts Gallery in MS Word.

  6. Type a name for the signature block.

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

    Creating Autotext Signature in Word.

  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 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.

  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.

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.

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 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.
FAQ
  • How do I insert a footnote in Word?

    To insert footnotes in a Word document, place the cursor in the text where you want the footnote and select References. In the Footnotes group, select Insert Footnote. You'll see a superscript number in the text; the cursor will move to the bottom of the page. Type and format your footnote.

  • How do I insert a checkbox in Word?

    To insert a checkbox in Word, place the cursor in the text where you want the checkbox and go to the Home tab. Select the Bullets dropdown; when you see the Bullet Library pop-out, select Define New Bullet > Symbol. Choose a suitable symbol for your checkbox and select OK.

  • How do I insert page numbers in Word?

    To add page numbers in Word, place your cursor where you want page numbers to begin and select the Insert tab. Select Page Number > Page Number; choose the position and alignment you want. Click OK. Select Header or Footer on the toolbar to choose your formatting for the page numbering.

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