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How to Insert a Signature in Word on Windows& Mac[2024]

April 19, 2022
10.6K Views

In life/work, sometimes major forces may hinder you from being at a scene to sign a paper contract. In such cases, you can still sign the contract remotely by inserting a digital signature.

Continue reading this article for the complete guide on how to insert digital signatures in Word.

How To Insert Signature in Word?

A signature is a visual representation of your name or something unique. However, creating a handwritten signature in a Word document can be confusing if this is your first time. But it is quite simple.

There are different ways to create a handwritten signature in a Word document. In this section, we will discuss three methods you can use.

Method 1: Using Drawing Tools for Word Signatures

One of the first methods we will discuss is adding handwritten signatures in Word using a drawing tool. The advantage of using this method is that it allows for high signature resolution and print quality.

For this method, all you need is your tablet or computer, be it a Mac or Windows, with a touch screen. If your computer doesn’t have a touch screen, you can also use a mouse or touchpad/trackpad.

Step 1: Scroll to the section you want to sign in the Word document

Open the Word document you want to sign. When you open the document, scroll to the area you are to sign.

Section on a document where signature is required



Step 2: Click on the Insert tab

In the word processor you used to open the document, click on the Insert tab on the Ribbon bar at the top of your screen.

Options under Insert tab in MS Word



Step 3:  Select Shapes in Microsoft Word

Click on the Shapes option, and from the drop-down option, select the Scribble tool under the Lines tab. With this tool, you can hand draw your signature where you need to sign in the document.

A highlight of the Scribble tool in MS Word



Step 4: Adjust the size of the signature

After drawing the signature, a format tab appears on the Ribbon bar, which you can use to adjust the color, size, and so on. Ensure you adjust the signature to suit the document you are trying to sign. Move the document around, adjust the size, or even change the color of the signature to whatever you find ideal.

Adjusting the size of a signature



Method 2: Insert Handwritten Image for Signature

Another method to add handwritten signatures in Word is using the image option. The benefit of using this method is that it allows you to create a more authentic signature that looks exactly like yours. This method can insert signatures in Google Docs, Microsoft Office, and WPS.

However, for this method to work, you will need a clear image of your signature, preferably a scanned copy. So, if you have a mobile phone with a clear camera, you can also use that to scan the signature. The higher the quality of the image you take, the better.

Step 1: Send a picture of your signature to your computer

The first step is to create a handwritten signature on paper. It’s best to use white paper for this, as most documents requiring a signature are on white paper. But you can use any other paper as long as it suits the color of the document you will be signing. Take a picture of the signature, or scan it with a scanner, and send the image to your computer.

Signature on a piece of paper



Step 2: Open the document you want to sign

Open the document you want to sign and scroll to the section of the document you want to sign. Scroll down to the section in the document you want to sign.

Opening a document in Word



Step 3: Click on the Insert tab

In Word, find and click the Insert tab on the Ribbon bar.

Options under Insert tab in MS Word



Step 4: Select Pictures

Select the Pictures option from the displayed options under the Insert tab. A File Explorer dialog box will pop up. With the File Explorer, go to the folder where you saved the picture of your signature. When you find the image, click on it and select the Insert button, or double-click on the image to insert it directly into the document.

File Explorer dialog box to select an image



Step 5: Adjust the image

When you insert an image into a Word document, the size may be larger than required. Meanwhile, you can adjust the image size with the Format tab. You can also use the crop option to crop out blank spaces, leaving only the signature. Move the image around to find the ideal spot for it.

Options under the Image Format tab in MS Word


 

Method 3: Direct Quick Handwritten Signature in Word Document

The best method to sign a Word document without printing is with the WPS sign option. WPS Office software has a direct handwritten signature option that allows users to sign a document with their phones, tablets, and other touchscreen devices. You can use the trackpad or mouse with the direct handwritten signature feature to create a high-resolution digital signature with a computer.

Step 1: Open WPS

Open the WPS Office software on your Mac, Windows, Linux, or mobile device. Access your file storage through the app and open the Word document you want to sign and open it.

Step 2: Click on Insert

When you open a downloaded file, click the Edit button to enter the editing mode. Otherwise, you won’t be able to make any changes. In Editing mode, scroll to the section of the document you want to sign and click on the Insert tab on the Ribbon bar.

Options under Insert tab in WPS



Step 3: Select Sign in WPS

In the Insert tab, find and click the Sign button at the far right of your screen. If you have a signature you have created prior, tap on it to insert it in the document. Otherwise, click on the create signature option to create one.

Option under Sign tab in WPS



Step 4: Create a signature

Draw your signature with your device’s touchscreen, mouse, or trackpad. If you make a mistake, use the Clear button to delete the signature. You can also adjust the pen’s width using the drop-down option at the top of the dialog box. When you’re done creating the signature, click on OK to save the handwritten signature, and it will appear in your document.

Handwrite signature option in WPS



Step 5: Adjust the signature

Adjust the signature size to what’s appropriate for the document you are trying to sign. Use the Picture Tools to make necessary adjustments, such as changing the color of the signature and effects, rotating it, and so on.

Picture Tools options in WPS



How To Convert Word to PDF for Electronic Signature?

If you have a Word document you wish to convert to PDF for electronic signature, you can do it on Microsoft Office and WPS. Although Microsoft Office does not have a PDF tool, it depends on add-ons like WPS PDF, so it’s best to stick with WPS for the best experience.

Below, we explain how to convert Word to PDF for electronic signature using WPS.

Step 1: Open the Word document

Open the Word document you want to convert to PDF for electronic signature on WPS Office. On the Ribbon bar, click on the Menu button, and from the list of options, tap on Export to PDF to convert the file to PDF, and a dialog box will pop up.

Options available in Menu in WPS



Step 2: Export the Word document to PDF

In the dialog box, choose the path to save the file and select export time as a common PDF to enable editing. Also, check the box to Open After Export so the file opens immediately and export to PDF is complete. When satisfied with the settings, tap Export to PDF to convert the file.

Saving options to export Word to PDF



Step 3: Click on Fill & Sign

Open the PDF file when the Word document has been converted to PDF. Click on the Fill & Sign tab on the Ribbon bar to add a digital signature.

Options under Fill & Sign tab in WPS



Step 4: Select the Sign option

Under the Fill & Sign tab, find and select the Sign option at the far right of the screen. If you have WPS cloud sync turned ON and you have created a signature previously, it should display. But if you have not created a signature, you can easily create one.

Options under the Sign tab in WPS



Step 5: Creating a new signature

To create a new signature, tap Create Signature, and a dialog box will open. In the dialog box, click the Draw tab to draw your signature with your finger if you have a touchscreen device or use a mouse/trackpad.

Alternatively, you can use the Image tab to insert an image if you signed your signature on paper and have a scanned copy. When you are done, click the OK button to save the signature.

Draw option in PDF Signature in WPS



Step 6: Save the document

Drag and drop the signature in the area you want to sign on the document. Adjust the size of the signature, and save the document.

Why Prefer To Convert Word Documents to PDF for Signing?

Since it is possible to sign a Word document, what is the need to convert it to PDF for signing? Well, there are several reasons why people prefer to convert Word documents to PDF before signing, but below, we will be talking about three reasons.

  • Format of the reservation document

Word documents and PDFs serve different functions, and one of their functions is that Word’s design allows for the creation and editing of texts. In contrast, PDF design allows text to appear consistent across devices. As such, when you sign in a Word document, you may mess up the document’s format. But when you sign a PDF document, the format remains intact.

  • Safety

Also, signing a document in PDF format is better for safety reasons. PDF files prevent editing, so the authenticity and integrity of the file are not easily compromised compared to Word documents.

  • Privacy

When you sign a document in PDF, it doesn’t allow editing. As such, you are sure your signature can’t simply be copied. If you sign a document in Word, someone can easily copy the signature and paste it into another document. But PDF mitigates this privacy breach.

Comparison of Word Document Signature and PDF Signature?

Aside from the general benefits PDF offers over Word documents, there is little difference between signing a document in Word and PDF. When signing a document in Word or PDF, you can use a scanned image of your signature or create and insert a digital signature.

But with Word, you can change the text, include images, change the formatting style, etc. Whereas with a PDF document, you can’t edit the text or change the format like you would in a Word document, which helps preserve the format of the text. So, except if a particular file format is requested, signing a document in PDF is better.

Why Use WPS?

List of some features embedded in the WPS software



WPS products offer a better mobile experience and more options for handling documents. You can use it on any device since it has no operating system restrictions, making it a better choice. Below are some reasons to download and use WPS:

  • Price

WPS is a budget-friendly office software that allows you to sign a Word and PDF document, amongst others. WPS Office has a free version that you can use to create a digital signature. However, the free version is limited to one digital signature. Upgrading to WPS Pro, which costs $29.99 for 12 months or $3.99 monthly, allows you to create multiple signatures.

  • Compatibility

Another reason to choose the WPS office is because of its compatibility. WPS offers seamless compatibility on computers and mobile devices. It is compatible with Linux, Windows, Mac, iPhone, iPad, and Android.

  • Features

WPS is a feature-rich software. It offers all the basic features of an office suite and more. You can easily organize files with the Split/Merge features with WPS. WPS also comes with a Screen Record tool you can use when needed.

  • User-Friendly Interface

WPS user interface is very intuitive. Its interface is sleek, modern, and easy for users to navigate. Its Ribbon bar and tabs are streamlined with tooltips, descriptions, and clear icons. Also, the drag-and-drop functionality stands out when using WPS.

  • Quickly Convert PDF Signatures

If you also need to convert between document file types, WPS gives you flexibility. You can convert between PDF to Word, pictures to PDF, extract text with OCR, and more. Its option to quickly convert PDF signatures also stands out.

  • Free Signature Editor and Security

With WPS Office, you can sign a document for free. Whether the document is in Word or PDF file type, with WPS, you can sign it using a digital signature or a scanned copy of your handwritten signature.

FAQs About Insert Signature in Word

How To Insert A Signature in Word Mac?

Irrespective of your computer’s operating system, be it a Mac or Windows, the procedure to add a signature to a document in MS Word or WPS isn’t really different from the one we described above.

How To Sign A Document on an iPhone or iPad?

Here’s how to sign a Word document without printing it on your iPhone or iPad:

  • Open the file you want to sign on WPS Pro.

  • Click on the 4-dot symbol at the bottom left corner of your screen to open the tools options.

  • Select “PDF signature” from the displayed options.

  • Draw your signature on the new page and click on “Done.”

  • Adjust the signature size to suit the document you want to sign, then press the “Done” button to complete.

Summary

You may need to create a handwritten or digital signature in Word for many reasons. Whatever the case may be, each method offers different benefits. So, choose the best method based on what you need to sign and your preference. It is also very helpful to use WPS.

With WPS, you can create and sync a signature with the cloud, allowing you to sign documents (Words or PDF) anywhere with your computer or mobile device. If you don’t already have WPS, download one today. It’s super helpful.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.