How to Sign a Word Document

Looking to sign a Word document? No problem! Discover how easy it is to create and incorporate your signature on the page using either Microsoft Word, Xodo online, and Xodo Sign.

Digitally signing documents has become more and more common among professionals, which means that being able to sign documents digitally is now more important than ever.

Knowing how to insert a signature in Word is a skill that ensures you and your document workflow can keep up and continue to work with companies, clients, and customers.

And this guide is here to help. We’ll explore different tools and tips to eliminate the printing-signing-re-scanning workaround you're used to. We’ll show you how to:

• Insert signatures in Word documents using MS Word
• Add signatures to Word documents online with Xodo
• Sign Word documents with advanced features with Xodo Sign

Let’s dive in and show you how to sign Word documents and streamline your document signing process.

How to insert signature in Word with MS Word

The most common way is to insert your signature as an image. Follow the steps below:

1. Sign your signature on a piece of paper and take a picture of it on your device or physically scan it with your printer.

2. Save your scan or picture as an image.

3. Then open the MS Word document you need to sign and go to the Insert tab > Pictures > This Device. Browse for and select your image signature.

4. When you place your signature into your document, you’ll need to crop it. To do this, click on it and go to the Picture Format tab> Crop and click on Crop to make your adjustments.

Once you’re done cropping it, save a copy of it by right-clicking on it and selecting Save as Picture.

5. Then click on and drag the signature image where you need it on the page.

If you have simple lines in your Word document as the signature field, right-click on the signature and select Wrap Text>Behind Text to keep the signature line visible.

6. Save your signed Word document by going to File > Save As and saving the file to your device.

Adding details for signatures

With simple Word documents, you can type in your details as in the above example. But you can also add more signature details for a more professional and complete appearance where needed.

If you want to include professional details with the signature for future use, select your signature and any text you want to include. Then follow these steps:

1. Go to Insert > Quick Parts > Save Selection to Quick Part Gallery.

2. In the dialog that pops up, fill in a name for the signature-text block and in the Gallery field, select AutoText.

3. Click on OK.

To instantly place your signature block in future Word documents, go to Insert > Quick Parts > AutoText, and select the name of your signature block.

Insert signature into Word online

Signing Word documents in MS Word isn't the only way to do so. You can also insert a signature to your Word document online.

Using an online tool like Xodo, you get a secure and convenient way to sign a Word document with all the essential signing features you need.

Insert signature image with DOCX editor

The first, most simple way Xodo can help with signing Word documents is to use Xodo’s DOCX Editor.

1. Go to Xodo’s online DOCX Editor.

2. Upload your Word document.

3. Place your cursor where you want to place your signature. Click on the Insert image icon on the toolbar.

If you need to add some information to the signature, simply click where you need to type in the details you need and start entering your details.

4. Browse for and select the image of your signature. Click on Open. Your signature will then automatically be added onto the document.

5. Click on Download and save the signed Word file to your device or save it to your Xodo Drive or Google Drive.

While you may not be able to edit or customize the signature when added, this method is perfect for quickly adding in a signature on the spot.

When you open the signed document in MS Word, you or your recipient can edit the image as you normally would with any copy-pasted image in the document.

Sign Word document as PDF using Xodo

If you need more security on your signature, you can insert a signature that’s more secure with Xodo’s Sign PDF tool. To do this, start by saving your document as a PDF in MS Word.

Open your MS Word document and go to the File tab > Print. Select Microsoft Print to PDF as your printer and click on Print to save the document as PDF to your device.

Then follow the steps below:

1. Go to Xodo’s Sign PDF tool.

2. Upload your PDF.

3. Click on the Signature icon form the toolbar and then the +Signature button in the dropdown menu.

4. You can then either draw, type, or upload an image of your signature and initials. Customize your signature colour or font.

5. Click on Create. Position and click on the field to insert your signature. You can resize your signature by dragging the handles on the signature field to scale it smaller or larger.

6. Customize and add information you want displayed with your signature.

Add the date

You can also add the date to your signature. Here’s how:

a) Click on the Calendar icon in the toolbar and choose from the default colours provided.

b) Click on the page where you want to insert it and drag the field to display the date. The date will be set according to the date on your system, but you can edit the date by simply typing it in.

Add text and additional information

To add text and additional information, follow these steps:

a) Click on the T icon in the toolbar.

b) Then click near your signature or on the appropriate areas.

c) Start typing in your additional details.

7. Click on Download to save the signed PDF to your device, or save it to Xodo Drive or Google Drive.

Even though the above method offers an extra layer of security and flexibility, you can get even more advanced features with a dedicated signing tool like Xodo Sign.

Sign documents with advanced electronic signatures

Signing Word documents is straight forward with Xodo Sign. It's the ideal signing tool for efficient, secure, and convenient electronic signatures on Word files.

To get started, you’ll need to create a Xodo Sign account. Click the below link to sign up:

Once your account is set up and verified, log in and follow the steps below:

1. Go to the main menu and go to Documents > New Document, top right. This will bring up the New Document page. 

2. If it’s just you signing the document, click on Me Only.

3. Upload the Word document to sign by clicking on Choose Files or drag and drop it into the uploading area. You can also export the Word document as a PDF and upload that.

4. Click on Prepare and position your signature by dragging it from the right onto your document. At this point, you can also add in fields for additional text, initials, date, name, title, and more.

Repeat the process to sign in multiple locations on the document.

5. When you add your signing field, you’ll be asked to sign. You can choose to draw, type or upload your signature. Make a selection, and then click on Accept & Sign.

6. Choose Send to complete your document. It is stored in your Xodo Sign account and you can download a PDF copy whenever you need to.

How to send a Word document for electronic signing 

If your Word document needs to be signed by several signers other than yourself, you can use Xodo Sign to add as many signers as needed with support for sending both signing and reminder emails to signers.

If you want to send a document to several signers, on the New Document page, just choose Me and Others or Others Only instead of Me Only.

Then add the names and emails of any other signers under Signers and CCs. When you choose Prepare, you’ll be able to add signing and other related fields for them, too.

With all Xodo Sign’s plans from Professional plan upwards, you can invite colleagues to use Xodo Sign, too. As the plan holder, you can set access rights and organize separate teams.

Enjoy Xodo Sign’s advanced features 

Xodo Sign offers other great features for more complex needs that can help you improve productivity and retain control over your confidential forms: 

• Template frequently used forms for multiple use by adding the names and emails of signers.
• Automate sending reminders to signers, which you can configure
• Configure notifications to keep you and your signers updated on the document’s progress. 
• Access your document’s audit trail to view the document’s entire signing history.  
• Download or store signed documents securely in your Xodo Sign account.
• Signer Authentication: Use SMS as an extra factor of authentication. 
• Signing Order: Decide the order in which your recipients sign the document. 
• Languages: Xodo Sign can send signing emails in 12 different languages. 

Sign with confidence using Xodo

You now know all you need to know to add your signature to Word documents using MS Word, Xodo online, and Xodo Sign’s advanced capabilities.

If you’re signing documents for work or personal matters, Xodo can be the more convenient option. You can perform your document tasks from anywhere and do more than insert signatures.

Xodo can boost your digital tasks, whether you’re signing documents or editing your PDFs. You can do both with confidence. Check out Xodo below!