Catalog

Easy Ways to Insert Signature in Excel

November 7, 2023 1.8K views

In today's fast-paced digital world, knowing how to seamlessly integrate a signature into your Excel documents is a vital skill. This guide will walk you through three effective methods to accomplish just that. By understanding the user's perspective, we aim to provide you with an introduction that not only captures your interest but also ensures an engaging experience throughout.

Part 1: What is a Digital Signature in Excel?

A digital signature in Excel serves as a secure and verifiable way to confirm the authenticity of a document. It's a cryptographic technique that ensures the integrity of the content and the identity of the signer. Much like a handwritten signature, a digital signature assures the recipient that the document hasn't been tampered with since it was signed.

In Excel, a digital signature involves using a private key to create a unique identifier for a document. This identifier, known as a hash, is specific to the document and the signer. The hash is then encrypted with the signer's private key, creating the digital signature.

Recipients can verify this signature using the signer's public key, confirming both the authenticity of the document and the identity of the signer. If the document is altered in any way after the signature is applied, the signature becomes invalid.

This level of security is particularly crucial in scenarios where document integrity and authenticity are paramount, such as legal contracts, financial transactions, or sensitive reports.

Part 2:How to Insert Signature in Excel (3 Easy Methods)

Method 1: Adding a Signature Line

Adding a signature line in Excel is a straightforward way to authenticate a document. Here are the steps to follow:

Step 1: Open your Excel Document: Launch the Excel file that requires the signature.

Step 2: Navigate to the Insert Tab: Find the "Insert" tab in the Excel ribbon.

Step 3: Select Signature Line: Click on "Signature Line" from the drop-down menu. This will prompt a window to appear.

Step 4: Fill in Signature Details:

  • Signature Setup: Add the name of the signer and their title. You can also include an email address for contact purposes.

  • Signature Message: This is an optional field where you can include a message like "Sign here."

Step 5: Add Signature Line: Click "OK" to insert the signature line.

Step 6: Save the Document: Ensure you save the document for the changes to take effect.

Pros:

  • Simple and Quick: Adding a signature line is a straightforward process.

  • Clear Indication of Signature Area: It provides a visible indicator for where the signature is required.

Cons:

  • Not as Secure as Digital Signatures: While it provides a visual representation of a signature, it's not as secure as digital signatures in terms of verification.

Method 2: Insert Invisible Digital Signatures

Inserting invisible digital signatures offers a level of security without altering the document's appearance. Here's how to do it:

Step 1: Open the Excel workbook that you want to sign.

Step 2: Click the File tab.

Step 3: Click Info.

Step 4: Click Protect Workbook > Add a Digital Signature.

Step 5: In the Sign dialog box, type a purpose for signing the document.

Step 6: Click Sign.

Pros:

  • High Level of Security: Invisible digital signatures provide a secure way to sign documents without altering the document's visual appearance.

Cons:

  • Requires Developer Tab: Accessing this feature requires enabling the Developer tab, which may not be readily available to all users.

Method 3: Insert a Picture of Your Signature

Adding a picture of your signature provides a visual representation of your signature. Follow these steps:

Step 1: Open the Excel Document: Begin by opening the Excel file.

Step 2: Navigate to the Insert Tab: Locate and select the "Insert" tab in the Excel ribbon.

Step 3: Click on "Pictures": From the Insert menu, choose "Pictures."

Step 4: Select Your Signature Image: Browse and choose the image file of your signature.

Step 5: Resize and Position: Adjust the size and position of the signature as needed.

Step 6: Save the Document: Make sure to save the document after adding the signature image.

Pros:

  • Personal Touch: Adds a personal touch to the signature process.

Cons:

  • Visual Only: While it provides a visual representation, it lacks the security of digital signatures.

Tip: How to Remove a Signature

To remove a signature line, right-click the text box and select Cut. To remove a digital signature, click the File tab, click Info, click Protect Workbook, and then click Remove Signatures. To remove a picture of your signature, click the picture and then press Delete.

Comparing the Three Methods

Method

Pros

Cons

Adding a signature line

Easy to add and format, can be protected from editing

Signature is not visible until the workbook is printed, cannot be used to verify the identity of the signer

Inserting an invisible digital signature

Can be used to verify the identity of the signer, does not tamper with the appearance of the workbook

Requires a digital certificate, not as easy to use as adding a signature line

Inserting a picture of your signature

Easy to do, signature is visible in the workbook

Signature is not as secure as a digital signature, can be edited or removed

I have used all three methods to insert signatures in Excel. I find that adding a signature line is the easiest method, but it is important to note that the signature will not be visible until the workbook is printed. If you need to verify the identity of the signer, you should use a digital signature. However, digital signatures require a digital certificate, which can be expensive and time-consuming to obtain. Inserting a picture of your signature is a good compromise between the two methods. It is easy to do and the signature is visible in the workbook, but it is not as secure as a digital signature.

Part 3 : How to Insert Signature in Excel for Free with WPS Office

WPS Office is a free office suite that is compatible with Microsoft Office files. It offers a variety of features, including the ability to insert signatures into Excel worksheets.

Why Choose WPS Office

WPS Office is a good choice for users who are looking for a free and easy-to-use office suite. It is also a good choice for users who need to be able to open and edit Microsoft Office files.

WPS Office offers a number of features that are comparable to Microsoft Office, including:

  • Word processing

  • Spreadsheets

  • Presentations

  • PDF tools

  • Cloud storage

WPS Office is also available on a variety of platforms, including Windows, macOS, Linux, Android, and iOS.

How to Insert Signature in WPS Spreadsheet

To insert a signature in a WPS spreadsheet, follow these steps:

Step 1: Open the WPS spreadsheet where you want to insert your signature.

Step 2: Click the Insert tab.

Step 3: In the Sign group, click the Create signature button.

Step 4: In the Create signature dialog box, select the type of signature you want to create:

  • Input: Type your signature using the keyboard.

  • Image: Insert an image of your signature.

  • Handwrite: Handwrite your signature using a touchpad or stylus.

Step 5: Once you have created your signature, click OK.

Step 6: In the spreadsheet, click where you want to insert your signature.

Step 7: Your signature will be inserted into the spreadsheet.

Tip:

WPS Office also offers the ability to insert digital signatures into Excel worksheets. To do this, follow the steps above and then select the Add Digital Signature option from the Text Box context menu.

Features of WPS Office Compared to Microsoft Office

WPS Office offers a number of features that are comparable to Microsoft Office, including:

  • Word processing: WPS Office Writer offers a variety of features for creating and editing word processing documents, including text formatting, tables, images, and charts.

  • Spreadsheets: WPS Office Spreadsheets offers a variety of features for creating and editing spreadsheets, including formulas, functions, and charts.

  • Presentations: WPS Office Presentation offers a variety of features for creating and editing presentations, including slides, transitions, and animations.

  • PDF tools: WPS Office offers a variety of PDF tools, including the ability to convert PDF files to other formats, edit PDF files, and create PDF files from scratch.

  • Cloud storage: WPS Office offers cloud storage through WPS Cloud, which allows users to store and access their files from anywhere.

What Kind of Users is WPS Office More Suitable For

WPS Office is a good choice for users who are looking for a free and easy-to-use office suite. It is also a good choice for users who need to be able to open and edit Microsoft Office files.

WPS Office is also a good choice for students, teachers, and small businesses. It is a good choice for users who are on a budget or who do not need all of the features of Microsoft Office.

WPS Office is a good alternative to Microsoft Office. It offers a variety of features that are comparable to Microsoft Office, and it is available for free. WPS Office is a good choice for users who are looking for a free and easy-to-use office suite. It is also a good choice for users who need to be able to open and edit Microsoft Office files.

FAQs

1.How to Put Signature in WPS Using a Phone?

Step 1: Install WPS Office App: Download and install the WPS Office app on your phone.

Step 2: Open Document: Launch the app and open the document.

Step 3: Find Signature Tool: Look for the signature tool (usually a pen icon).

Step 4: Draw Your Signature: Use your finger to draw your signature.

Step 5: Position and Save: Place it where needed and save the document.

That's it! You've added a signature in WPS using your phone.

2.Can Excel have multiple signatures?

Yes, Excel can have multiple digital signatures. Each person who needs to sign the document would need their own digital signature. This ensures that each signature is unique and can be traced back to the respective signer. Keep in mind that the process for adding multiple signatures might vary depending on the specific software or platform you're using to manage the signatures.

Summary

This comprehensive guide explores three effective methods for inserting signatures in Excel documents, catering to various user preferences and security needs A standout feature of the guide is the emphasis on WPS Office, a versatile and free productivity suite. Compatible with Linux, Windows, and Mac operating systems, WPS Office offers seamless integration for Word, Excel, and PowerPoint files. Its intuitive interface and robust features make it an excellent choice for users seeking a reliable office suite without the cost.

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