How to electronically sign and send word document

Everyone knows about MS Word documents and how to create one. If you don’t, well, you might want to attend your school “Computer Science” subject again.

Jokes apart, in the professional world, getting documents signed is a time taking process. Whether you’re handling contracts, agreements, or simple forms, knowing how to electronically sign a word document can save you hours. 

But what exactly does it mean to sign a Word document electronically? Essentially, it involves adding a digital signature to a document to confirm authenticity and approval. These signatures are legally binding and accepted in many jurisdictions, making them a reliable option for modern business and personal transactions.

In this blog, we'll break down the basics of electronic signatures, explore how to sign a document electronically in Microsoft Word, and highlight the benefits of making the switch from traditional pen-and-paper methods. 

Let’s get started!

What Are Electronic Signatures?

Electronic signatures are digital versions of handwritten signatures used to authenticate and approve documents. They can take various forms, such as typed names, scanned signatures, or digital certificates.

Legal Validity and Acceptance

Electronic signatures are legally valid in many countries and are often on par with traditional handwritten signatures, provided they meet certain criteria. For instance, they need to be secure and linked to the signatory in a way that proves the signature's authenticity.

Differences Between Electronic and Digital Signatures

While often used interchangeably, electronic and digital signatures are not the same. An electronic signature is a broad term that encompasses any digital form of signing, whereas a digital signature is a specific type of electronic signature that uses cryptographic methods to ensure security.

To know more about it in detail, check “Key Differences: Digital Signature vs. Electronic Signature”

Try eSignFor FreeTry Doc-Track For FreeCheck PricingHow to Insert an Electronic Signature in Microsoft Word

Here’s your step-by-step guide to creating an electronic signature in Microsoft word.

1. Open your Word document, go to the "Draw" tab, and choose a pen tool. You can then draw your signature directly on the document.

OR

2. Scan your handwritten signature, save it as an image file, and insert it into your Word document via "Insert" > "Pictures."

Step-by-Step Instructions on How to Electronically Sign a Microsoft Word Document

Method 1: Adding an Invisible Digital Signature

1. Open your document in Word.
2. Go to "File" > "Info" > "Protect Document" > "Add a Digital Signature."
3. Follow the prompts to create and apply a digital signature using a digital certificate.

Method 2: Adding a Visible Digital Signature

1. Open your Word document.
2. Go to "Insert" > "Signature Line."
3. Enter your details and sign directly on the document using a drawing tool or insert a scanned image of your signature.

For a more streamlined and efficient experience, consider using ZoopSign to know how to sign a word document:

1. Create a ZoopSign Account: Sign up and access your dashboard.
2. Create Your Document: Use the inbuilt MS Word feature on the ZoopSign platform to create your document—no need to open Word separately.
3. Save to zDrive: After creating the document, download it directly to your zDrive.
4. Sign the Document: Go to the eSign feature dashboard on ZoopSign, upload your document, and choose your preferred signing method—whether it’s drawing, typing, or another option.

Try eSignFor FreeTry Doc-Track For FreeCheck PricingBenefits of Using Electronic Signatures

1. Increased Efficiency and Time Savings: Electronic signatures speed up the signing process, reducing the need for physical paperwork and mailing.
2. Enhanced Security and Authenticity: With encryption and digital certificates, electronic signatures offer robust security features that ensure your document’s integrity.
3. Paperless Documentation and Environmental Impact: Going electronic helps reduce paper waste, contributing to a more sustainable and eco-friendly environment.

Electronic Esign benefits, Read: “20 use cases for electronic signatures in small business”

Customizing Electronic Signatures in Word

1. Adding Text and Date with Signatures: You can include text like names, dates, and titles alongside your signature to provide context and completeness.
2. Formatting and Styling Options: Word allows you to format your signature with different styles and colors to match your document’s theme.
3. Using Signature Lines for Formal Documents: For formal documents, use Word’s "Signature Line" feature to create a designated area for signatures.

Check out the Ms-Word Feature in Zoop sign

Securing Electronic Signatures

1. Password Protection for Signed Documents: Add a password to your signed document to restrict access and ensure that only authorized individuals can view or modify it.
2. Utilizing Encryption for Added Security: Encrypt your document to protect it from unauthorized access and ensure that the signature remains intact.
3. Verifying Authenticity and Preventing Tampering: Use digital certificates and verification tools to ensure your document hasn’t been altered post-signature.

Try eSignFor FreeTry Doc-Track For FreeCheck PricingTroubleshooting Electronic Signatures in Word

1. Common Issues and Solutions: Sometimes, documents might not accept signatures due to format or software issues. Ensure you’re using the latest version of Word and check for compatibility issues.
2. Ensuring Compatibility Across Devices: Verify that your electronic signature will display correctly on different devices and platforms by testing it across various systems.
3. Tips for a Smooth Signing Process: Make sure your document is fully prepared before signing, and double-check that all required fields are completed.

Check out the Ms-Word Feature in Zoop sign 

Embracing electronic signatures can streamline your document management, making processes quicker, more secure, and environmentally friendly. By understanding how to electronically sign a Word document and implementing these tips, you’ll be well-equipped to handle your signing needs efficiently. So, why not give it a try and make your document management smoother and smarter?

Ready to sign and send with ease? Dive into the world of electronic signatures and experience the future of document management today!