Top 3 Ways to Add Digital Signature to Word

With the world transforming to remote working, the ability to add a digital signature to Word documents is a must. This not only saves your documents from copyright issues but helps you make digital recognition of your documents. In this blog, we will show you how to add digital signatures to your Word documents. So, without further ado, let’s dive into it.

Part 1. Best Ways to Add Digital Signatures to Word Documents

Although there are many methods you can use for adding digital signatures to Word documents, here we will discuss the top three most straightforward and most accessible ways to sign Word documents digitally.

1.   Add Digital Signatures to Word with UPDF (Easiest)

UPDF is an all-in-one PDF editor that lets you edit, convert, as well as add digital signatures to Word documents. The software is highly affordable and cost-effective compared to other PDF editors.

Here is how to use UPDF for adding digital signatures to Word documents.

Step By Step Guide to Using UPDF For Adding Digital Signature to Word Documents

Step 1: Download and install UPDF on your device.

Step 2: Save your Word document in which you want to add a digital signature as a PDF file.

Step 3: Open UPDF and upload the document.

Step 4: As you upload the file, it will open in a new tab on UPDF.

Step 5: Now click the “Prepare Form” mode from the left panel to add a digital signature.

Step 6: Now, a bar menu will appear on top of your document; here, choose the “digital signature” icon.

Step 7: Once you click the “Digital signature” icon, move the cursor where you want to add the signature and press the click with the mouse. A digital signature box will be added to that area.

Step 8: After that, click on the reader or comment mode from the left panel. Select a signature icon from the top bar menu; add the signature via typing or using the mouse. Then go to the place where you want to add a signature and just press click. The document will now have the signature.

Thats it. The digital signature will be added to your document. 

2.   Digitally Sign A Word Document With MS’s Built-in Feature:

MS Word is a text-based word-processing program that is used to create forms, letters, brochures, and other documents. MS Word is available online, on Windows, Mac, iOS, and Android. Here is how you can use the MS Word built-in feature for adding a digital signature to a Word document.

How to Add Digital Signature to Word Document:

• Download and open Microsoft Word on your device.
• Upload the document if you want to add a digital signature.
• Now, from the upper menu, click on the insert icon. This way, many new features will be visible now.
• After clicking the insert icon, select ‘signature line’ visible on the right side of your MS Word.

• Once you select ‘signature line,’ a signature setup pop-up box appears. You can write your name and title of your job here to appear below your signature. Click the ‘OK’ button to add the name and title.
• Now, double-click the signature line visible after you press the ‘OK’ button. Next, a Sign popup box appears at the X; add a signature. Proceed to the “Signing as:” field and select the signing certificate. Confirm the correctness of the certificate by clicking the Change button.
• Next, press “Click here to view certificate properties.” The box with the certificate details opens. Select Details from the menu, then scroll down to Key Usage. Give it a single click. Now, it should say Digital Signature, Non-Repudiation in the lower text area. This is the correct certificate if it does. Press OK.
• Click OK if this isn’t the correct certificate. To view more certificates, click More Choices. Continue in this manner, selecting several certifications until you locate the right one.
• To sign the document, click the Sign button. PIV cards should be inserted into card readers. Click OK after entering your smart card’s (PIV) PIN.
• Finally, your digital signature has been saved by Word, as indicated by the Signature Confirmation window here. Press OK. to save the digital signature in your document.

Cons Of Using MS Word For Adding Digital Signature

• Microsoft Word can only add signatures to text files in formats like PDF, PowerPoint, etc. MS Word would not work.
• Signing documents with MS Word can be tricky for some users compared to other softwares.
• Obtaining a digital ID often requires dealing with Microsoft’s partners (e.g., GlobalSign and IdenTrust), potentially incurring additional costs for users.
• Sometimes, software may hang when adding digital signatures to a file.

3.   Adding a Digital Signature In Microsoft Windows Using A Document Signing Certificate

A Document Signing Certificate is a digital certificate that provides a secure and verifiable way to associate a person or entity with a digital signature on electronic documents. This type of certificate is commonly used in various industries and applications where the integrity and authenticity of digitally signed documents are essential. Here is how to do it in Microsoft Windows using a document signing certificate.

Step By Step Guide to Add Digital Signature Using Document Signing Certificate

• Insert the USB smart card token bearing the certificate into your computer’s USB port. Then, Microsoft will automatically copy the certificate to the cryptographic API (CAPI) certificate stored on your PC.
• Open the document you want to add a digital signature to in MS Word. Click the “Info” button located under the “File” tab.

• Click the down triangle next to the “Protect Document” button in the “Permissions” pane.
• Next, choose “Add a Digital Signature” via the drop-down menu.
• This window will appear every time you use Microsoft Word’s digital certificate/signature services. Press “OK.”

• Enter a brief for signing the document in the “Purpose for signing this document:” text box of the “Sign” window.

• Verify that your name appears next to “Signing as:” Click the “Change” button if not.

• Click the “OK” button after selecting your name in the “Windows Security” window. Now, your name ought to appear after “Signing as.” On the “Sign” button, press.

• The operating system will validate the decision to sign the document. Click the radio button next to “Grant permission” and then select “OK” when the “Request for Permission to Use a Key” window displays.

• Depending on speed, your computer may display a “Signature” window with a sliding bar. When the document is successfully signed, the window will automatically close.

• There will be a “Signature Confirmation” window. Your digital certificate completes your document. Select “OK” from the menu.

• Now that the document has been signed and marked as final, it will appear in the “Info” pane under the “File” tab. This closes the document.

Considerations:

• Always Take Certificate Validity Into Account. Make sure your Document Signing Certificate is valid by checking it regularly. The legitimacy of your digital signature may be questioned by a revoked or expired certificate, which could lead to problems in both professional and legal settings.

• Before utilizing a digital signature, learn about the legal and technological ramifications. Make sure that everyone knows the importance and possible ramifications of the digital signature on the particular document.

Part 2. Choosing the Right Method for Adding Digital Signatures to Word Files

Although all of the above methods will let you add digital signatures to Word files, we should always go with highly easy-to-use and non-technical software. And that’s where UPDF shines. Microsoft and Microsoft Word let you add signatures, but their process is lengthy, and you must go through complicated steps to complete the job. Here are some more features of UPDF which outshines it from other softwares.

UPDF Other Features

• With the help of the Stamps feature, users can annotate PDF files with UPDF and add vibrant and captivating stamps to their documents.
• The tool lets you watermark and sign your PDF files and encrypt them for those concerned about privacy.
• Using its annotating feature, you can bold out important lines using a highlighter, striking out, or underlining them.
• You can write headings or additional information in an eye-catching manner on your PDF files by using UPDF to add text boxes.
• Your scanned images can be read and translated into over 38 languages with its robust OCR feature.
• UPDF Cloud makes it easy for users to view their work on various devices.
• UPDF is accessible for smartphones running iOS and Android and Windows and Mac operating systems on PCs.
• UPDF lets you convert, compress, merge, and split PDF files.
• UPDF AI facilitates the translation, rewriting, summarization, and explanation of PDF files.
• By using the “Replace” function, the user can arrange file pages by changing any incorrect ones.

Part 3. FAQs

Q1. What is the difference between digital and electronic signatures?

The main difference is that a digital signature is a specific type of electronic signature that uses encryption to secure documents, ensuring authenticity and preventing tampering. Electronic signatures encompass various forms like images or symbols and focus on verifying the signer’s intent on a document without necessarily providing the same level of security as digital signatures.

Q2. How do you convert Word documents to PDF format?

You can convert Word to PDF format using UPDF. Open UPDF on your device, then select the file icon from the top bar menu. Next, hover over to the ‘Create icon’ after selecting ‘File.’ Next, choose Word to PDF from the list of options visible now.

Q3. How do I copy a JPEG signature into Word?

Here is how to copy/add a JPEG signature into an MS Word file:

• Open the file in MS Word.
• Take the cursor to a place in your document where you want to add the JPEG signature, and just click there once.
• Then, go to the insert section in the top bar and select an image. As you choose the image, a drop-down menu will appear, asking you to upload an image from the device, browse pictures, etc. Here, upload the signature image you want to add.
• Crop the image and reduce its size to suit your requirements.
• That’s it. Save the document with your new JPEG signature.

Conclusion 

In this article, we have mentioned three ways to add a digital signature to a Word document. Using these methods, you can easily add a digital signature to your Word file. Although all of these methods work, UPDF stands out as an affordable and user-friendly tool for adding digital signatures to Word and an all-in-one PDF editor.

If you work with PDFs a lot and have to edit, convert, merge, split, and chat with PDFs easily, then go for UPDF.