Last updated on 

May 30, 2022

How To Insert A Digital Signature In Word: Your 5-Step Guide

How To Insert A Digital Signature In Word: Your 5-Step Guide
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How To Insert A Digital Signature In Word: Your 5-Step GuideHow To Insert A Digital Signature In Word: Your 5-Step Guide

Who has time for printing, signing, and scanning each new document that needs to be signed? If you’re running a company, you sure don’t. Luckily, we have technology to make things that much easier for us. And that’s why we want to teach you exactly how to insert a digital signature in Word.


  1. What is a digital signature?
  2. How to insert a digital signature in Word
  3. Why should you use digital signatures?
  4. How to create a digital signature in Word with Contractbook

What is a digital signature?

When we talk about digital signatures, we usually refer to signatures that aren’t created using pen and paper. The term itself suggests that there’s technology involved in the process. But what kind, you might ask. 

This brings us to the issue of digital signatures being used interchangeably with electronic signatures. While there definitely is overlap between the two terms, they don’t really mean the same thing. 

Electronic signatures vs digital signatures

An electronic signature refers to any signature created with the help of technology. In other words, it’s any signature that’s not written by hand and on actual paper. 

This means that a digital signature is a form of an electronic signature. But not every electronic signature is a digital signature. 

For a signature to be categorized as digital, it needs to involve one key element. This element is the use of algorithms for authentication purposes.

How to insert a digital signature in Word

It’s not a super intuitive process, so if you’ve never done this, you’ll need a step-by-step guide. Luckily, we’re here for you. Here’s how to insert a digital signature in Word.

1. Make sure you have your digital ID

You can’t use the digital signature function without a digital ID. Its purpose is to verify your identity as the signer and, in turn, ensure the authenticity of the signature. 

If you don’t already have a digital ID, there are two things you can do. You can create one yourself or buy it from a registered Microsoft Partner. Learn more about this step here

2. Create a new signature line

Click where you want the signature line to appear. Open the Insert toolbar and click on the Signature Line button. 

3. Fill out the required information

Clicking on the Signature Line button will open the Signature Setup box. Here you’ll need to type in your name, title, and email address. When you enter this and click OK, your information will appear in the document below the signature line. 

4. Select the signature image

Right click the signature line and click Sign. Now you’ll have three options to choose from. 

You can just type in your name to add a printed version of your signature. Alternatively, you can click Select Image and choose an existing image of your signature. If you’re working on a touch screen, you can also use the inking feature to sign the document by hand.  

5. Click, Sign and send

All that’s left for you to do is click Sign and your document is ready.

Now you know exactly how to insert a digital signature in Word.

Why should you use digital signatures?

Why not sign your documents by hand? Or if you really want to streamline the process, why not opt for electronic? Here are the 5 main benefits of using digital signatures: 

1. Increased security

Sure, you could create an image of your signature and just paste it into any document that needs to be signed. This, however, puts you at risk of security issues. Literally anyone could use or copy that image to sign your documents in your name. 

2. Lower costs

It goes without saying that physically signing your documents requires you to print them. Now, this might not sound like such a big deal. But it’s been shown that the cost is actually not that insignificant. In fact, just managing paper is what’s costing US businesses a whopping $8 billion a year.

3. Increased productivity

Imagine not having to waste time doing tedious manual work. And how tedious and manual is the print-sign-scan method? Contract automation, which includes digital signatures, is one of those things that allow you to work smarter, not harder.

4. Shorter sales cycle

Digital signatures make it possible for you to sign documents on the go. Even compared to electronic signatures, this is a much faster method. And the faster you have your documents signed, the shorter your sales cycle. 

5. Improved company image

Last but not least, using sophisticated but streamlined technology makes your company look good. It’s far from a direct consequence, but digital signatures may as well help you separate yourself from the pack. 

How to create a digital signature in Word with Contractbook

When you have a Contractbook account, there’s no need to actually use Word for signing. You can do it right from your dashboard. Let’s take a look at how to create a digital signature in Word using our software.

1. Choose the signees

Click the Create New Document button and select Sign a PDF with Contractbook. Choose who will sign the document: you and others, only others, or only you. 

Then fill out the basic information for all the parties signing the document. These can be either companies or private persons. 

2. Attach the document

Attach the document that needs to be signed by clicking the Choose a File button. You’ll see it right under the Parties section. 

3. Send and sign

Attaching the document will lead you to the Signatures section. There, you’ll only need to fill out the basic contact information for all the recipients. You’ll also be able to choose the signing order. 

If you yourself are one of the signees, you’ll receive the document and be able to sign it with a single click. You won’t need to download it first. The same goes for all the other signees. 

And that’s how to create a digital signature in Word with Contractbook. Wouldn’t you agree it’s a much less convoluted process? If you’re interested in using it to optimize your workflow, you only need to get in touch.

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