How to Create a Signature in Word

Do you know how to create a signature in word? Microsoft Word has an important in-built feature that lets users create and add electronic signatures on documents. However, despite its popularity, Word, to some extent, is limited when it comes to e-signatures. This makes it a dated software choice for the majority of organizations that could benefit from a switch to a more modern esigning platform such as eSign Genie.

Briefly, what is an electronic signature?

An electronic signature is simply a digitalized form of the typical physical signature, which makes it effortless to sign a document online.  Like the conventional wet-ink signature, e-signatures are mostly used to serve as evidence that the signer has officially approved the document in question.

Besides, many people find that electronic signatures make documents appear more professional, which is very crucial when trying to present the right image in the corporate world.

Why use electronic signatures?

Electronic signatures are quite faster to use compared to wet-ink signatures since you don’t need to print, sign, scan, and then send documents back to other relevant parties. You only need to create esignature once, and then you can always add it easily to any future documents.

E-signatures are handy for anybody wishing to send out signed documents often. Contract managers, sales teams, and just about any business owner can greatly benefit from their use.  When used appropriately, an esignature is also legally binding and safe in the same way as a pen and paper signature.

Importance of adding e-signature in Word?

MS Word is the universally accepted word processing software used by individuals and businesses across the globe to create documents. Since it is so commonly used, many individuals opt to add esignatures to documents in Word format to augment the speed of their document processes.

However, while this might be the most evident benefit, make sure that the organization or people you are dealing with support the use-case of e-signs before making any transaction.

How to create e-signature using Microsoft Word

Follow these essential steps to add eSignatures to an MS Word document. Note; these steps only apply to MS Word versions 2007, 2010, 2013, 2016, 2019, and Word 365:

1. Place the cursor exactly where you would like your signature to appear in your Word document.
2. Go to the Insert tab. Under “Text” click “Signature List,” then “Microsoft Office Signature Line.”
3. Fill all the necessary fields that appear in the “Signature Setup” window that pops up. Press “OK” when done.
4. Right-click on the signature box in the document

• Click “Select Image” to pick an image of a signature which you have already saved in your computer.
• Alternatively, if you are using a touch screen, you can physically hand-draw your signature into the box.

5. When you are ready, share the document with the organization or person from which you are requesting the signature.

If you are the person meant to receive the document, follow the steps highlighted below to complete the signature:

1. When you open the document, you will be alerted at the top menu bar with a yellow notification bar which states that the document needs a signature.
2. In the yellow notification bar, select “View Signatures.”
3. To incorporate your signature, double click next to the “X.”
4. A sign box will show up where you can type your name to symbolize your signature, or you can upload an image from your computer.
5. When you are ready, click “”
6. The send it back to the other party.

As you have noticed, while it is possible to sign documents online using MS Word, the signature setup can be a long-winded process.

Limitations of using Microsoft word for signatures

Microsoft Word is not designed to be an online signature solution, and while it can digitally add signatures, there some clear gaps in functionality, which limit its potential benefits.

The biggest limitation, though, of using MS Word is that it cannot easily do what other advanced document signing software can do. Contracts or agreements usually need to be sent to other relevant parties (recipients) for signatures. Like we mentioned, the signature is meant to add legitimacy and approve the content written on them.

Now, imagine that your organization wants to send a business offer to potential prospects or clients. You need first to craft a document, electronically sign it, and then send it maybe to dozens of recipients.

These recipients must read it, decide if they are interested, put a signature on it, and send it back. If an online signature tool was involved, you could have quickly sent the document to a list of targets, and then watch how each recipient interacted with the document before they signed it. See…this isn’t possible with MS Word.

Another notable disadvantage of MS Word is that it is not fast enough when it comes to adding esignatures to documents. This might not be a big issue for those who hardly send documents that need to be signed; however, for departments and organizations that send a high volume of documents, it can be very tedious to use Word.

What can other signature platforms offer that MS Word can’t?

Various platforms exist that are dedicated to creating and signing documents electronically. These platforms provide a much broader range of practical features, generally making it simple to create e-signatures. eSign Genie, for instance, offers users an immense database of templates customized to a range of business use cases, to speed up the creation of quality, professional contracts.

Adding an e-sign is straightforward on these dedicated online signature software, with user-friendly interfaces and one-click addition often supported. When the document is signed, it can be sent to the relevant parties directly via the software itself.

Viewer metrics like how long a recipient spent on each document, the time it took to execute a signature, and more are gathered and conveyed to the sender automatically. This info clearly shows what works for their clients and what doesn’t, helping organizations to fine-tune their documents and boost their effectiveness over time.

These powerful features mean that investing in specialized online signature software can revolutionize the way you electronically sign and streamline your entire document management process.

How to add an electronic signature to an MS word document using a platform like eSign Genie

eSign Genie makes it a breeze to incorporate e-signatures to any document. Follow these steps:

1. Open your document in eSign Genie (either by uploading a file from cloud storage app or computer, or choosing a saved file from eSign Genie).
2. Drag and drop a signature field into your preferred document and add any extra text or fields you want.
3. Choose your recipients, and then click send.
4. The recipients will receive an email alert linking them directly to an electronic version of the document. They should click the signature field and choose to upload, type, or draw their electronic signature.
5. The sender’s copy of the contract or document is automatically updated as signatures are added. Amazingly, document activity can be tracked, and follow-ups sent accordingly.

A better way to digitally sign your business and personal letters

MS Word may be the most sought-after word processing platform for both individuals and business; however, that doesn’t make it the perfect choice for e-signatures.

Currently, tens of apps are available in the market, which are more specialized in creating e-signs and adding them to documents. These alternative solutions and apps not only make signing pdf documents online incredibly painless, but they come with various other tools that can improve your ability to create, send, sign, and securely store a large number of documents with ease.