How to sign a Word document
Word gives you two built-in options. A signature line marks where someone should sign. A scanned picture of your handwriting puts your actual signature on the page. Neither records who signed or when.
By docuinked. Published 2026-11-08, updated 2026-11-08.
Option 1: insert a signature line
This marks the spot with an X and a line, and can show a suggested signer and title. Microsoft's steps, for Word 2016 through Word for Microsoft 365 on Windows and Mac:
- Click where you want the line.
- Select Insert, then Signature Line, then Microsoft Office Signature Line.
- In the Signature Setup box, type a name in the Suggested signer box. You can also add a title.
- Select OK. The line appears in your document.
Option 2: insert a picture of your signature
You need a way to scan or photograph your handwriting. Microsoft's Windows steps:
- Write your signature on paper.
- Scan it and save it as .bmp, .jpg or .png.
- Open the image in Word, select it, and on the Picture Format tab choose Crop to trim the edges.
- Right-click the image and choose Save as Picture to keep a reusable file.
- In your document, select Insert, then Pictures, and pick the file.
On a Mac the steps are the same idea: scan and save as .bmp, .gif, .jpg or .png, then Insert, Pictures, Picture from File, crop on the Picture Format tab, and right-click to Save as Picture.
Microsoft also notes you can save typed text, such as a job title, with the picture so both insert together as AutoText.
What neither option does
Both put text or an image in a file that anyone can edit afterward. There's no record of when it was signed, from where, or by whom, and no check that the document is unchanged. For a form you're sending back, that's often fine. For a contract with more than one signer, use an e-signature service: each person signs from a link, and you get the signed PDF and a record of the steps.
If you plan to send the file to someone who needs a copy they can't easily change, save it as a PDF first, then follow how to sign a PDF for your device. To understand what an e-signature adds, read electronic vs digital signatures and audit trails explained.
Common questions
How do I put my signature in a Word document?
Use Insert, then Signature Line for a marked spot, or insert a picture of your scanned handwritten signature with Insert, then Pictures.
Do I need a scanner to sign in Word?
Microsoft's Windows steps assume a scanner. Any clear image saved as .jpg or .png can be inserted the same way.
Does a signature line in Word make the document signed?
It marks where to sign. It doesn't record a signature on its own, and Microsoft's page describes it as showing where to sign.
Can several people sign the same Word document?
Not with a record of each step. Send it through an e-signature service so each person signs from their own link.
Sources
Checked 2026-11-08. Menus vary slightly by Word version.
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