How to Insert Signature in Word as Assigner and Assignee

July 16, 2019

More and more, e-signatures are being accepted as a legitimate and legally binding way to sign a contract or other important documents.

Real estate contracts, job contracts, and more can all be submitted electronically, depending on the company and its regulations. Digital signatures are an easy way to get paperwork compiled quickly.

If you’re wondering how to insert your signature into a Microsoft Word document, you’re in the right place.

How to insert signature in Word

Maybe you’re signing a lease for an apartment in a city you haven’t moved to yet. Maybe you’re signing a contract saying you’ll freelance (What is Freelance?) for a company across the country.

Tip: Learn how to find and replace in Word!

If those entities send you paperwork or a contract through Microsoft Word, you’ll need to know how to insert your signature into the document.

Likewise, if you are the official entity asking for a signature, you’ll need to know how to insert a signature line into Word documents. I will explain both processes below.

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How to insert a signature line in Word

Here’s how to insert a signature line into a document so you may send it to the receiving party to sign.

1. Create the Word document

Before you add a signature to the document, make sure you’ve created the contract and it is ready to be signed.

2. Select “insert”

Select “insert” at the top of the Word window and find where it says “signature line.” Select “signature line.”

Select "insert" and "signature line"

All screencaps are from a video originated by Madeline Cook of 365Ninja

3. Fill out requirements

Word will ask you to fill out a form stating the suggested signer, their title, and their email address. Fill out this information.

Signature line requirements


Once you select “ok,” a signature line appears in the document, and you’re ready to send it to the recipient.

How to sign a document in Word

If you receive a document in Word that has a signature line, this is how you go about signing it.

This should go without saying, but I’ll say it anyway: before signing any documents wherein you make a financial or legal commitment, do what you can to make sure the other party is legitimate. You do not want to be in a situation where you put your signature on an apartment through a rental agency that doesn’t actually exist.

1. Open the document

Documents that require a signature will inform you of that as soon as you’ve opened them. Click on the “view signatures” button and Word will take you to where your signature is requested.

Document requires signature

2. Add your signature

If someone has added a signature line to the document, you’ll see a box with an “X” inside it, indicating this is where you are supposed to sign. Double click inside of this box.

Signature line in document

A window will open up. Inside this window, you can type your name, which qualifies as signing. Alternately, you could select an image of your handwritten signature. This is only an option if you’ve previously photographed your signature and scanned it into your computer.

Double click signature line

3. Send the document back

Once you’ve signed a document, it’s ready to be sent back. Word will include a message at the top that the document was “marked as final.” This is to discourage anyone from making changes, as the signee has only agreed to the document as-is.

Document is marked as final

That’s the word on signatures

And that’s how you turn a Word document into a secure and binding document. Again, I caution you to only exchange documents with people you trust, and through a secure and encrypted connection.

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