How to Cre­ate and Insert a Sig­na­ture in Microsoft Word

Microsoft Word is so versatile that you can use it for official documentation and creating invoices. Apart from details, you can also add your signature to the document to make it appear e-signed and verified.

How to create and insert signatures in Microsoft Word feature image

By inserting a signature into a Word document, you can authorize its content or show ownership to the document. To insert your signature in a Word document, here’s what you should do:

Create a Handwritten Signature

The first step in inserting a signature in Microsoft Word is to create a handwritten signature. This requires having a scanner, whether a physical scanner or one on your mobile device. Here’s what you need to do:

Step 1: Get a piece of paper and scribble your signature on it.

How to create and insert signatures in Microsoft Word step 1

Step 2: Scan the signature page. You can use a physical scanner or take help of several scanning apps like the Microsoft Lens app.

Step 3: Save the scanned image in any of the common file formats (JPG, PNG, or BMP).

Step 4: Go to the file location where you've saved the image and double-click on it to open.

Step 5: You can crop the image to your preference by selecting Crop in the picture app.

How to create and insert signatures in Microsoft Word step 3

Step 6: Save the cropped image as a new file by either clicking Save As or Save a Copy from your picture app.

How to create and insert signatures in Microsoft Word step 4

Insert a Signature Line

After creating a signature, you need to indicate a space where you'll place the signature with the help of a signature line. This line helps the creator of the document and other individuals that may need to sign the documents. Here’s how to insert a signature line into a Word document:

Step 1: Launch Microsoft Word on your computer.

How to create and insert signatures in Microsoft Word step 5

Step 2: Click on the part of the document where you need to insert the signature line.

How to create and insert signatures in Microsoft Word step 6

Step 3: On the file Ribbon, click on Insert.

How to create and insert signatures in Microsoft Word step 7

Step 4: Select Signature Line from the options.

How to create and insert signatures in Microsoft Word step 8

Step 5: Within the Text group, click on Add a Signature Line.

How to create and insert signatures in Microsoft Word step 8

Step 6: Select Microsoft Office Signature Line.

How to create and insert signatures in Microsoft Word step 9

Step 7: Go to the Signature Setup box and add the person's name who should sign the document in the Suggested signer box. Also, you can include the signer's title in the Suggested signer’s title box.

How to create and insert signatures in Microsoft Word step 10

Step 8: Click on OK, and Word should insert the signature line in your document.

How to create and insert signatures in Microsoft Word step 10

Step 9: Save the Word document.

Insert a Handwritten Signature

After creating the signature line, the final step is inserting a handwritten signature that you previously created into the Microsoft Word document. Here are the steps to follow:

Step 1: Launch the Microsoft Word document.

How to create and insert signatures in Microsoft Word step 5

Step 2: Place your mouse cursor on the signature line and double-click to launch a Sign dialog box.

How to create and insert signatures in Microsoft Word step 11

Step 3: On the box, click on Select Image.

How to create and insert signatures in Microsoft Word step 14

Step 4: Select Insert Picture from a File.

How to create and insert signatures in Microsoft Word step 15

Step 5: Navigate to the location with your saved handwritten signature and select Insert.

Step 6: Select Sign and Microsoft Word should insert your signature into the document.

How to create and insert signatures in Microsoft Word step 16

Include Typewritten Text with Your Reusable Signature

If you would like to add other details like your job title, contact details, etc. to the signature, you can use Quick Parts for this. Here’s how it works:

Step 1: Launch the Microsoft Word document.

How to create and insert signatures in Microsoft Word step 5

Step 2: Place your mouse cursor on where you want the Signature and click on Insert from the Ribbon.

How to create and insert signatures in Microsoft Word step 6

Step 3: Select Insert Picture from a File.

How to create and insert signatures in Microsoft Word step 12

Step 4: Type the text you want included with the Picture.

Step 5: Select the signature image along with the text.

How to create and insert signatures in Microsoft Word step 17

Step 6: Click on Insert then select Quick Parts.

How to create and insert signatures in Microsoft Word step 18

Step 7: Click on Save Selection to Quick Part Gallery to launch a dialog box.

How to create and insert signatures in Microsoft Word step 19

Step 8: Provide a name for the signature block and click on OK.

How to create and insert signatures in Microsoft Word step 20

Step 9: Select Quick Parts and click on the newly created Signature to insert it in the document.

How to create and insert signatures in Microsoft Word step 21

Other Uses of Quick Parts

You can either choose to create a signature on Microsoft Word using the Signature Line feature or Quick Parts. You can use Quick Parts create templates that you can use as Word documents or instead into mails.


The above article may contain affiliate links which help support Guiding Tech. However, it does not affect our editorial integrity. The content remains unbiased and authentic.

Read Next

Join the newsletter

Maria is a Content Writer with a keen interest in Technology and Productivity Tools. Her articles can be found on sites such as Onlinetivity and Delesign. Outside of work, you can find her mini-blogging about her life on social media.