How to Sign a Word Document (3 Easy Ways)

If you don’t have access to a typical business office (or at least standard office equipment), printing out a document in order to sign it can be a hassle. Fortunately, it’s a hassle you don’t have to put up with. There are plenty of workarounds that make it possible to sign your documents electronically, without any printing or scanning.

Here, we’ll be going over how to sign a Word document electronically. There are numerous ways to do this, but some methods are more secure (and legally valid) than others. 

3 Ways To Sign A Word Document Without Printing It Out

Here are three of the most common ways to electronically sign a Word document. 

We’ll go over the advantages and disadvantages of each, and then walk you through how to set up each type of electronic signature. 

1. Set up signature fields in Word

Within Word, you can set up signature fields so that a signature will be inserted into your document. It’s not the same as inserting an image (which is method #2), but instead inserts a signature line and relevant information about the signer, and acts in place of a signature. 

Setting up a signature field in Microsoft Word can add a professional touch to your documents, especially contracts, agreements, and paperwork that requires authentication. 

Here’s a step-by-step guide on how to set up signature fields in Word:

1. Open your document: Launch Microsoft Word and open the document where you want to insert the signature field.
2. Place your cursor: Position your cursor where you want the signature field to appear within the document. Typically, this is at the end of the document or wherever the signature line is required.
3. Navigate to the “Insert” tab: Click on the “Insert” tab located on the top menu bar. 
4. Select “Signature Line”: Within the “Insert” tab, locate and click on the “Signature Line” option. Depending on your version of Word, this is usually found in the “Text” group or “Symbols” group.
5. Insert Signature Line: After clicking on “Signature Line,” a pop-up window will appear titled “Microsoft Office Signature Line.” Here, you can fill in details such as the signer’s name, title, and instructions for signing.
6. Enter the signer’s information: Fill in the required information in the fields provided. This typically includes the signer’s full name, title (if applicable), and any instructions or comments for the signer.
7. Optional: Add the signer’s email address: You can also include the signer’s email address if you want to enable them to sign electronically. Tick the box labeled “Allow the signer to add comments in the Sign dialog” if you want the signer to be able to add comments when they sign.
8. Click “OK”: Once you’ve filled in the necessary information, click the “OK” button at the bottom of the window to insert the signature line into your document.
9. Save your document: Don’t forget to save your document after inserting the signature field to ensure your changes are retained.
10. Send the document for signature: Share the document with the intended signer. They can then add their signature either by printing the document and signing it manually or using the built-in digital signature feature in Word if they received the document electronically.

Advantages:

• You can do it all within Word, so the process stays within the tool you’re using
• Once you set up your signature one time, it is fairly easy to insert it again and again into other documents

Disadvantages:

• It’s a little complicated to set up
• It is not an easy way to collect signatures from other people—so if you need to get someone else’s signature electronically, it may not be the most convenient route

2. Insert a signature image into your Word file

A fairly low-tech route, you can also add an image of your signature into a Word file, in much the same way as you would add any other type of image to a Word document. It’s arguably the easiest method of the three—but it has one key disadvantage.

Adding a signature image to your Word file can personalize your documents and give them a professional touch. Here’s a step-by-step guide on how to set up a signature image in your Word file:

1. Create or obtain your signature image: Before inserting your signature into your Word document, you need a digital image. You can create this by signing and scanning a piece of paper or using a free signature generator like SignWell’s.
2. Open your Word document: Launch Microsoft Word and open the document to which you want to add your signature image.
3. Place your cursor: Position your cursor where you want the signature image to appear within the document. Typically, this is at the end of the document or wherever the signature line is required.
4. Navigate to the “Insert” tab: Click on the “Insert” tab on the top menu bar. This tab contains various options for inserting different elements into your document.
5. Insert the signature image: Within the “Insert” tab, locate and click on the “Pictures” option. This will open a file explorer window where you can browse for the signature image file on your computer. Once you’ve found the signature image file, select it and click “Insert.”
6. Resize and position the signature image: After inserting it into your document, you can resize it by clicking and dragging on the corner handles. You can also move the image to the desired location by clicking and dragging it with your mouse.
7. Adjust image properties (optional): Right-click on the signature image and select “Format Picture” to access additional formatting options. Here, you can adjust properties such as brightness, contrast, and transparency to customize the appearance of your signature image.
8. Save your document: Once you’ve inserted and formatted the signature image to your satisfaction, don’t forget to save your document to retain your changes.
9. Send the document: Share the document with others as needed. They can view the signature image you inserted into the document.

Advantages: 

• Easy to set up—adding an image to a Word document is possibly the lowest-tech way of signing something electronically
• Can all be done within Word directly

Disadvantages:

• Not a valid e-signature format if contested in court—you won’t have any supporting e-signature audit information
• It’s not a convenient way to collect signatures from multiple people

3. Use a free online signature tool like SignWell

Finally, electronic signature tools are a great way to add a signature to a document. They’re easy, quick, legally valid, and great for use with multiple people.

Using an electronic signature tool is not only incredibly straightforward, but it’s also a better way to sign electronically if you need to collect signatures from multiple people. You can enter the email addresses of the people who need to sign, and they’ll be contacted and walked through the process.

Finally, it’s as legally valid and enforceable as a pen-and-paper signature, so there are no concerns about whether or not the signatures you collect or insert meet legal standards. 

There are plenty of tools to choose from that will let you sign documents online, SignWell included. SignWell is free to use if you’re only signing a few documents, and then just $10 a month if you need to sign more than three documents monthly.

Advantages:

• Quick to set up and easy to insert into any document 
• As legally valid as pen and paper signatures
• Great for multiple people, so a good choice if you need to collect signatures
• Some tools, like SignWell, are free to use for limited use

Disadvantages:

• If you’re signing more than three documents a month, you’ll pay a small $10-a-month fee

Keep reading for a more detailed explanation of how to sign a Word document electronically with SignWell.

How to Sign a Word Doc With SignWell

Here’s a step-by-step guide on how to sign a Word Doc with SignWell:

1. Upload your document to SignWell

Visit the SignWell website and log in to your account. You may need to sign up for one if you don’t have an account—but don’t worry, it’s totally free!

Once you’re logged in, look for the option to add a ‘New Document.’ Click it, and then click ‘Upload Document’.

Click the ‘Select a file’ button and choose the document you want to sign from your computer. You can also drag and drop the file into the designated area. Wait for the document to upload. 

Depending on the file size and internet connection speed, this process may take a few moments.

2. Add contacts to your document

After uploading your document, you can add signers. 

If you’re the only one signing, delete the additional signer’s details by hitting the ‘X’. If you need to add multiple signers, click the ‘Add Another Person’ button. Enter the full name (optional) and the email address (required) of all the people who need to sign the document.

3. Set up your document

Before sending the document, you need to add fillable fields. SignWell makes this easy—select a signer from the dropdown, click the field you want to add, and then click the spot on the document where it applies. 

We support five fields:

• Signatures
• Initials
• Text
• Dates
• Checkboxes

You can experiment with advanced settings for each of these fields, such as marking them as required or setting up data validation rules.

4. Sign (or send and sign) your document

If you’re the only one signing, you’ll sign the document without sending it. You can type, draw, or upload your signature, and apply it to the signature fields in the Word doc.

If multiple people are signing, you’ll need to send it first. You can write a message, define a signing order, and automate reminders to make sure everyone signs on time.

That’s it! You signed your Word doc in under five minutes.

What is the best way to sign a Word document online?

The best way to sign a Word document depends on your specific situation. Ultimately, however, it’s a smart idea to consider an electronic signature solution, so you don’t run the risk of signing a document or collecting signatures in a way that can’t be audited and will not hold up in court. 

So, for example, if you are signing a contract or collecting an important signature from another party, it’s best to avoid going the low-tech route and use a tool like SignWell that complies with the strictest electronic signature laws to get the document signed. While there are other methods available, they do present a risk—so it’s best to use a tool that is secure and legally valid.