Electronic Signature in Word – How to Add and Sign Microsoft Word Documents Easily

An electronic signature in Microsoft Word is a way to digitally approve, authorise or validate a document directly within the Word file — without printing or scanning.

However, not all "signatures" in Word are equal in terms of legal validity or security.

Image Signature (Scanned Signature)

This is the most basic method:

• You insert a scanned image of your handwritten signature into the document
• Done via the Insert tab in Word
• Often used for informal approvals or quick validations

An image signature may look official but offers no legal protection, no identity verification, and no audit trail.

Digital Signature (Certified and Secure)

A digital signature in Word is a cryptographically secured form of electronic signature. It ensures:

• The document was signed by a specific person
• The content has not been modified after signing
• A digital certificate is embedded for legal traceability

Digital signatures are legally binding when compliant with regulations like eIDAS in the EU and eIDAS-retained law in the UK.

Using the right type of electronic signature is essential, especially for:

• Business contracts
• Legal documents
• Client approvals
• Cross-border agreements

A scanned signature may be convenient but won’t hold up in court if challenged. For legally binding electronic signatures, you should use a certified platform like Yousign, which integrates seamlessly with Microsoft Word.

There are several ways to insert a signature into a Word document, depending on whether you need a simple visual mark or a secure, legally binding digital signature.

Let’s explore the most common methods:

One of the easiest ways to sign a Word document is to insert an image of your handwritten signature.

How to do it:

1. Open your document in Microsoft Word
2. Go to the Insert tab
3. Click Pictures and select an image of your signature (e.g. JPG or PNG)
4. Resize and position it where needed

Alternatively, you can draw your signature directly using the Draw tab (on touchscreen devices) or via the Scribble tool.

Limitation: This method does not verify your identity and provides no audit trail — it’s not suitable for official or legal documents.

Microsoft Word includes a built-in signature line feature that allows you to formalise the signing process within the document.

How to do it:

1. Place your cursor where the signature is required
2. Go to the Insert tab
3. Click Text > Signature Line > Microsoft Office Signature Line
4. Fill in the signer’s name and title
5. Save the document and have the signer insert a digital signature (requires a digital certificate)

Note: This feature is only available in certain versions of Microsoft Office and typically requires additional configuration for certificates.

For a fully secure and legally recognised method, you can use Yousign to digitally sign your Word document.

How it works:

1. Upload your .docx file to Yousign
2. Use the editor to insert electronic signature fields
3. Invite signers by email — they’ll receive a secure link to sign online
4. Once all signatures are completed, download the signed PDF with legal proof

Yousign’s electronic signatures are eIDAS-compliant, include identity verification, and come with a full audit trail.

Signing a Microsoft Word document with Yousign is fast, secure, and legally compliant. You don’t need to convert your file manually or install any plugins — the platform handles everything for you.

Here’s a step-by-step guide to help you sign Word documents online:

• Log in to your Yousign account
• Click “New signature request”
• Upload your Word file (.doc or .docx format) from your computer or cloud storage

Your document will be automatically converted into a secure, signable format.

• In the Yousign editor, drag and drop the signature field onto the document
• You can also add fields for initials, dates, checkboxes, or custom data
• Assign each field to the right signer

Useful for contracts with multiple signers or approval stages.

• Add the signers' names and email addresses
• Optionally, include a personal message or signing instructions
• Click “Send” to trigger the secure signature request

Signers do not need a Yousign account to sign.

• Each signer receives a secure link by email
• They are guided through the signing process, with optional identity verification (SMS or email code)
• Signers can sign from any device: desktop, tablet, or mobile

• Once all parties have signed, you’ll receive a notification
• You can download the legally signed PDF
• Share it via email or store it securely in your Yousign dashboard

The final document includes a timestamp, audit trail, and proof of signature — essential for legal validity.

Using Yousign to sign your Microsoft Word documents is not only convenient — it’s also secure, compliant, and designed for real business needs.

Here are the main advantages of choosing Yousign for your Word signature workflows:

• No need to convert or reformat your file manually
• Drag and drop signature fields directly onto your Word document
• Send and sign from any device, even without a Yousign account

Whether you're a solo professional or part of a large team, the interface is built for simplicity.

• Fully eIDAS-compliant for legal validity across the EU and UK
• Advanced Electronic Signatures (AES) with identity verification
• End-to-end encryption, timestamping, and secure document storage

Unlike inserting a simple image, Yousign provides legal proof and a complete audit trail.

• Works seamlessly with Microsoft Word on PC, Mac, and web-based editors
• No installation or plugin required
• Mobile-friendly — sign and send documents on the go

• No more printing, scanning or chasing signatures by email
• Real-time notifications when a document is opened or signed
• Centralised dashboard to track the status of all your Word documents

Businesses save hours per week by switching from manual to digital signing.

• Sign Word documents with legal value in all EU member states
• Manage international contracts without worrying about signature validity
• Trusted by thousands of European companies across industries

Even with user-friendly tools like Microsoft Word and Yousign, some users may encounter occasional challenges when trying to insert or use an electronic signature. Here’s how to resolve the most common issues quickly and effectively.

Possible cause:

• The image wasn’t inserted properly
• The formatting of the Word document is affecting the display

Solution:

• Use the Insert > Picture option and ensure the file is in PNG or JPG format
• If the issue persists, upload the document to Yousign and insert a signature via the online editor for better compatibility

Tip: Always test the layout before sending the document for signature.

Possible cause:

• You’re re-adding your signature manually each time

Solution:

• Save your signature as an image and keep it in a dedicated folder
• In Yousign, create a reusable template or save signer profiles to speed up future requests

Possible cause:

• Some Word features (like Signature Line) are only available in Office 365 or Pro editions
• The document format (.doc vs .docx) may be affecting some functions

Solution:

• Always use the latest version of Microsoft Word
• Save files in .docx format for best compatibility
• Alternatively, upload your Word file to Yousign, which supports all standard Word documents

Reminder: Yousign handles file conversion automatically and works independently of your Office version.

Possible cause:

• Word doesn’t offer an easy way to manage multiple signers with audit tracking

Solution:

• Upload the Word document to Yousign
• Add multiple signers, assign each their own signature field, and define the signing order if needed
• Track all signatures in real time from your dashboard

Bonus: Yousign provides a full audit trail with signer identity, timestamps, and legal proof for every action.

Whether you're sending a contract, an NDA, or a formal letter, knowing how to sign a Microsoft Word document properly is essential.

While Word offers basic options like image insertion or signature lines, only a solution like Yousign provides the security, legal compliance, and user experience needed for modern workflows.

With Yousign, you can:

• Sign Word documents in a few clicks
• Stay legally compliant across the EU
• Avoid printing, scanning, and administrative delays