How-to
How to sign a Word document: three ways, step by step
The short answer
The simplest way is to sign a piece of paper, photograph it, and insert the picture into the .docx at the signature line. You can also type your name in a handwriting-style font. For contracts that need proof of who signed, use a proper digital signature from a signing service or a certificate.
You have been sent a form and asked to "sign and return it". There is no printer in sight, and you would rather not sign up for a signing service to put your name on one page. Good news: for everyday paperwork there are simple ways to do it.
First, a bit of vocabulary, because it decides which method you need.
| Kind | What it is | Good for |
|---|---|---|
| Typed name | Your name in a handwriting-style font | Informal agreements, internal forms |
| Picture of your signature | An image of your handwritten signature placed on the page | Forms, letters, many everyday documents |
| Digital signature | A signature tied to a certificate that proves who signed and that nothing changed afterwards | Contracts, legal and financial documents |
Method 1: put a picture of your signature on the page
This is the one most people want, and it works the same on a computer or a phone.
- Sign a plain white sheet with a dark pen. Take your time; you will reuse this.
- Photograph or scan it in good light, with the page flat. Make the signature fill most of the frame.
- Crop it tight around the signature in your photo app, and save it as a PNG or JPG.
- Open the document on the Wrdio home page and press Edit.
- Place the cursor on the signature line, then choose Insert, Picture, and pick your image.
- Resize it so it sits on the line without covering the text. Then save a copy: File, Export, or on a phone File, Share as DOCX or Share as PDF.
Tip. A white background is fine on a white page. If your signature needs to sit over a shaded area, use a photo editing app to remove the background first.
Method 2: type your name in a handwriting font
- Open the document and press Edit.
- Put the cursor on the signature line and type your name.
- Select it, then choose a script-style font from the font box and make it a little bigger.
The fonts available depend on the device, so pick one that looks like handwriting if one is installed. If it does not look right, use Method 1 instead. A typed name is the weakest kind of mark, so use it only where the other person is happy with it.
Method 3: a real digital signature
Some documents need more than a picture: contracts, loan papers, anything where someone may later ask who really signed it. A digital signature uses a certificate to show who signed and that the file has not changed since.
- Desktop Microsoft Word can add a Signature Line and sign with a digital certificate.
- Signing services let you sign and track a document online. Many have a free tier for a few documents a month.
- PDF programs can add certificate-based signatures to PDFs.
Wrdio does not create digital signatures. It can place your signature image or typed name, which is what most forms ask for.
Is that signature "legal"?
We are not lawyers, and this is not legal advice. In many countries, an electronic signature can count for ordinary agreements, but the rules vary by country and by type of document. Some documents, such as wills or property transfers, often need stricter handling. The simplest check is to ask whoever wants the document signed what they accept. If they say "a picture of your signature is fine", you are done.
Before you send it back
- Save a PDF copy so the signature cannot be nudged out of place. Our guide to saving a Word document as a PDF covers the pitfalls.
- Keep your signature image somewhere safe and private. Do not post it publicly.
- Look at the final page once to make sure the signature is where it should be.
- On a phone? See how to edit a Word document on your phone.
Questions people ask
How do I sign a Word document electronically?
Insert a picture of your handwritten signature, or type your name in a script font, at the signature line. That is an electronic signature for ordinary agreements. For anything that needs proof of identity, use a digital signature service.
Is a typed or pasted signature legally valid?
In many countries an electronic signature can count for ordinary agreements, but the rules differ by country and by type of document. Wills and property transfers often need more. Ask the person who wants it signed what they accept.
What is the difference between an electronic and a digital signature?
An electronic signature is any mark that shows you agree, such as a typed name or a picture of your signature. A digital signature uses a certificate to prove who signed and that the document was not changed afterwards.
Can I sign a Word document on my phone?
Yes. Photograph your signature, then in Wrdio open the file, press Edit and use Insert, Picture to place it. Save a copy with File, then Share as DOCX or PDF.