How to Insert a Signature in Word (2026)
There are three kinds of “signature” in Word: a picture of your handwritten signature, a reusable signature block with your name and title, and a formal digital signature line. Here’s how to do each.
1. Insert a Handwritten Signature Image
- Sign your name on paper and scan or photograph it.
- Save it as a
.pngor.jpg(PNG with a transparent background looks cleanest). - In Word, place your cursor and go to Insert > Pictures > This Device.
- Select the image, then drag the corner handles to resize.
- Use the Picture Format tab > Crop to trim extra whitespace.
2. Save a Reusable Signature Block
To bundle your signature image with typed details (name, title, email):
- Insert the signature image, then type your details beneath it.
- Select both the image and the text.
- Go to Insert > Quick Parts > Save Selection to Quick Part Gallery.
- Name it (e.g., “Signature”) and click OK.
Reinsert it anytime from Insert > Quick Parts.
3. Add a Digital Signature Line
For a formal, signable line:
- Insert > Signature Line (in the Text group).
- Fill in the signer’s name, title, and email in the dialog, then click OK.
- Recipients double-click the line to sign. To sign one yourself, double-click it and type or attach your signature, then click Sign.
A signed digital signature also locks the document against further edits.
4. Mac and the Web
- Mac: Insert a picture the same way; the Signature Line feature is on the Insert tab. You can also draw a signature with the Draw tab on a touchscreen.
- Word for the web: you can insert a signature image, but digital signature lines require the desktop app.
5. Troubleshooting
The signature image has a white box around it
Use a transparent PNG, or select the image and use Picture Format > Color > Set Transparent Color to drop the white background.
My signature won’t sit next to text
Select the image, click the Layout Options icon, and choose In Front of Text or Tight so it floats freely.
The Signature Line option is missing
You’re in Word for the web. Switch to the desktop app to add a digital signature line.
The signed document can’t be edited
That’s expected — a digital signature locks content. Remove the signature to edit, then re-sign.
Related Word guides: How to track changes · How to add a watermark · How to insert a text box · How to do a mail merge · How to add comments
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