Electronically signing a document authenticates the signer, so all recipients can verify that the contents have not been modified since it was signed. When you go to add a digital signature to a Word document, or any document for that matter, it’s essential to follow the correct steps. Below, we go over how a digital signature works and the process to e-sign a Microsoft Word document.
Unlike handwritten signatures, digital signatures enable secure electronic document exchange and workflows, ensure document integrity and authorship, and satisfy electronic document compliance requirements.
This type of electronic signature, or e-signature, is an encrypted stamp of authentication applied to digital information such as e-mail messages, macros, or electronic documents. Thus, when you sign a Word document digitally, you are confirming that the information in the document originated from the signer and has not been altered. This gives users confidence that the signed documents originate from the recognized source and have not been forged or tampered with.
Digital signatures can be applied to a variety of document types including Adobe PDF files, PNGs, image files, JPGs, and Word Documents.
To create a digital signature you have to have a signing certificate, which proves identity. (For documents in particular, you will need a document signing certificate.) When you send a digitally-signed file, you also send your certificate and public key. Digital certificates are issued by a certification authority (CA), like Sectigo.
Using signature fields in Microsoft Office files makes it possible for organizations to reduce risk when using electronic transactions and streamlining paper processes for contracts or other agreements. Digital signatures provide a record of exactly what was signed and can be verified in the future.
Signed documents have a Signatures button at the bottom. In addition, for signed documents, signature information appears in the Info section that can be viewed by clicking the File tab in Word.
To add a signature line, follow these steps:
There are two different signature setup methods, depending on the intended use.
You can add an invisible digital signature to a Word document, Excel workbook, or PowerPoint presentation. This does not appear in the document, but instead, a small signature icon appears at the bottom of the window to signify that it was signed. Recipients can click the icon to view information about the signer.
You can also add a visible digital signature to a Word file or Excel workbook. This signature appears in the document along with a small signature icon at the bottom of the window to signify that the document was signed. Recipients can double-click the signature or click the icon to see information about the signer.
To digitally sign a document using a Document Signing Certificate in the Microsoft Windows environment, follow these steps:
Explore Sectigo’s Document Signing Certificate options for more information.