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How to Insert Signature in Word

In today's digital world, adding a personal touch to documents matters. Whether it's an official letter, contract, or any document, putting your signature directly in Microsoft Word saves time and adds a professional feel. This guide walks you through adding a signature step by step, making your documents both convenient and authentically yours. Whether you scan your signature or use digital tools, we have you covered. Let's explore digital signatures and learn to leave your mark in Microsoft Word.

Insert Signature in Word

There are two ways to insert signature in Word:

  1. Insert a Signature Line

  2. Insert Picture or Scanned Document

Method 1: Insert a Signature Line:

This method involves adding a placeholder called a "Signature Line" in your Word document. A Signature Line acts as a space where a signature can be placed, indicating the intended location for the signer's signature.

This is commonly used when you want someone to sign a document, and you're sending it electronically for their signature. To do this, follow the steps:

STEP 1: Place your cursor where you want the signature line to appear.

STEP 2: On the Insert tab, in the Text group, click Signature Line.

Insert Signature in Word

STEP 3: In the Signature Setup dialog box, select the Microsoft Office Signature Line option.

STEP 4: In the Suggested signer box, type the name of the person who will sign the document.

STEP 5: (Optional) In the Suggested signer's title box, type the title of the person who will sign the document.

Insert Signature in Word

STEP 6: Click OK.

This is how it looks:

Insert Signature in Word

Method 2: Insert a Scanned Signature Image

In this approach, you can insert an image of your actual handwritten signature or a scanned copy of your physical signature into the Word document. This method is suitable when you want to include your own authentic signature in a digital format.

It's particularly useful if you're signing documents frequently and want to maintain a personalized touch even in digital form. Follow the below steps to do so:

STEP 1: Place your cursor where you want the signature image to appear.

STEP 2: On the Insert tab, in the Illustrations group, click Picture.

Insert Signature in Word

STEP 3: In the Insert Picture dialog box, navigate to the folder where your signature image is stored.

STEP 4: Select your signature image and click Insert.

Once you have inserted a signature line or image, you can resize, move, and format it as needed.

More Options:

Here are some additional tips to insert signature in Word:

  • If you are inserting a signature line, you can also add a date and time stamp to the line. To do this, select the signature line and then click the Date and Time button in the Text group on the Insert tab.

  • If you are inserting a scanned signature image, you can crop the image to remove any unnecessary background. To do this, right-click the image and select Crop.

  • You can also add text to the signature line or image. To do this, select the image or line and then type the text you want to add.

These extra steps expand your signature's impact and allow you to fine-tune its presentation within your Word document.


You've now unlocked the art to insert signature in Word. Whether it's for official documents or personal touch, you're equipped to leave your mark effortlessly. Resize, move, and format with finesse, enhance with timestamps, crop images, or even add accompanying text. With these tools in your arsenal, you're ready to make your digital documents truly yours.


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