Word documents are among the most widely used tools in businesses across all sectors. They are often subject to signatures, but printing the word document, signing it, and then scanning it to send it back is a particularly laborious and time-consuming task. And above all, unnecessary.
Instead, simply apply a handwritten or digital signature directly to your word document, leaving your precious printer aside while saving a considerable amount of time. Here are the key steps to sign a word document without printing it, and in just a few clicks!
Adding a signature line in a word document
First, your goal is to add a signature line to your word document. It’s quite simple: click on the spot where you want to insert a signature, then select “insert” and “signature line.”
Next, the “signature setup” tab will allow you to fully customize your signature, from its title to its content. By clicking “ok,” your signature will be validated and will appear in the pre-determined location.
Regarding the validity of electronic signatures, note that they have exactly the same legal value as a traditional signature.
Tips for inserting a handwritten signature
Did you know that it’s possible to insert a handwritten signature into word? Yes, handwritten method + word can go hand in hand, and we’ll prove it. The technique is quite different from that used for a pdf document, but it remains very accessible and quick to apply.
The advantage of a handwritten signature is that it replicates your own handwriting, capturing the unique characteristics of a hand-drawn signature. The way the letters are rounded, the strokes, the dots, and special shapes—all contribute to the uniqueness of your signature. The first step will inevitably be to create your signature by hand on a sheet of paper, then scan it. No need to use a full-size scanner or your printer’s scan function. Many mobile applications today provide the same scan quality but offer greater speed and ease of use.
To ensure that your final image captures your signature perfectly without unnecessary elements, feel free to crop it by going to the “format” tab.
Most of the time, this will result in a .jpg, .png, or .gif file. Once you have the scanned version, the digital version of your handwritten signature, you are just a few clicks away from your goal. Go to the “insert” tab and click on “pictures.” You only need to select your handwritten signature file, add it to your document in the desired location, adjust its size and position relative to the text, and you’re done.
Another option: a signature containing your basic information (position, name, email…)
It is often useful to include some basic information in your electronic signature. This typically consists of your name, email address, phone number, or professional title. The goal here is to create an automatic insertion.
To do this, enter the desired information just below your signature image. Select the whole, then click on “insert” and “quickpart.” From there, you will need to save your selection in the gallery, which will open a dialog box titled “create a new building block.” Type in the name of your signature, select the “autotext” option in the “gallery” line, then confirm your choices. And there you have it, you’ve created a new signature block that combines your usual signature with the contact information you deemed useful.
To insert this newly created block, go to “insert – quickpart components” and then “autotext.” The last step will be to select the relevant block and place it in the desired location.
What about inserting a handwritten signature on a mac?
To build on the tips we’ve just provided, there is a slight nuance when it comes to apple-brand computers. Macbook air, macbook pro, imac—all share a particularly functional feature: handwritten signatures via the trackpad.
In apple terms, a trackpad is nothing more than the large touchpad featured on all of the brand’s computers. A trackpad replaces a traditional mouse, but it offers much more. Its functionalities are far more extensive, including sliding between windows with a simple finger movement, zooming in or out, clearing the desktop in one motion, or showing the application menu—all with simple gestures. But beyond these functions, a touchpad primarily allows for smooth movement.
What’s important to know is that apple allows the creation of a “digital handwritten” signature directly from the computer via the signature tab, as in the preview app, by clicking “create signature.” A small window will then open, asking you to click in the middle of the screen when you’re ready to draw your signature. After that, the entire surface of the trackpad becomes a drawing pad, allowing you to trace your signature freely. Once this step is complete, simply press any key on your keyboard to end the process. Your handwritten signature will then be saved in your system and can be easily used on any relevant document.
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