How to add an electronic signature to Word (6 different ways)

Adding an electronic signature to a Word document can save time, reduce paperwork, and move agreements forward faster. Whether you’re approving an internal memo or signing a legally binding contract, knowing how to add an electronic signature to Word is a useful skill for anyone in business. There are several ways to do it—from quick visual workarounds to secure, trackable signing platforms.

In this guide, you learn which methods are best for different situations, what their limitations are, and how to choose the right approach for your needs.

See why businesses are rushing to SignTime’s feature-packed contract repository system.

Why electronic signatures matter

Paper-based signing slows everything down. Whether you’re dealing with contracts, HR forms, or vendor agreements, waiting for someone to print, sign, scan, and return a document wastes valuable time.

Electronic signatures make it easier to move fast without sacrificing accountability. When done right, they’re secure, legally valid in most countries, and accepted across industries. They also create clear records of who signed what and when.

For modern businesses, electronic signatures aren’t just a convenience. They’re part of how work gets done.

Can you sign a Word document digitally?

Yes, Microsoft Word lets you add a signature in several ways. Some are simple and quick, like pasting an image or drawing with a mouse. Others involve secure, traceable signing using add-ons or external platforms.

But not all digital signatures are equal. Some methods only add a visual mark. Others create a legally recognized record, with timestamps, signer identity, and protection against tampering.

Before you choose a method, it’s important to know what each one does—and what it doesn’t.

What to consider before choosing a signing method

Before adding a signature to a Word document, think about how the document will be used. A quick internal approval doesn’t need the same level of security as a client contract or legal agreement.

Ask these questions:

• Does this document need to be legally binding?
• Will it be printed and signed with a pen, or signed entirely online?
• Do multiple people need to sign or approve it?
• Is there a need to track who signed and when?

The answers will help you choose the right approach, whether that’s a simple visual signature or a full digital audit trail.

6 ways to add an electronic signature to Word

There are several ways to add an electronic signature to a Word document. The right choice depends on how formal the document is, who needs to sign, and how much security or tracking you require. Here are six practical methods to consider:

1. Upload the Word document to SignTime
2. Add a signature line
3. Insert an image of a signature
4. Use the drawing tool to make a signature
5. Export as a PDF and annotate with a signature
6. Use a third-party add-on
   

Upload the Word document to SignTime

Uploading your Word document to SignTime offers a fast, secure, and professional way to add electronic signatures. The platform preserves your document’s formatting while enabling multiple signers to add their signatures in a legally valid, tamper-evident manner. SignTime tracks each step with a full audit trail, timestamps, and approval workflows. Integration with Salesforce and other tools makes sending, signing, and managing contracts seamless. This method eliminates the hassle of file conversions or clunky plug-ins, making it ideal for businesses that need reliable, scalable contract management.

Add a signature line

Using Word’s built-in signature line is straightforward and helps indicate where a signature should go, especially if the document will be printed for a traditional pen-and-ink signature. However, it does not add any digital security or validation. It is useful mainly for paper-based workflows but offers no legal protection or verification when used electronically.

Insert an image of a signature

Inserting an image of a handwritten signature is quick and simple. It can be scanned or photographed and placed anywhere in the document. This method is convenient for informal approvals or internal documents. However, it offers no protection against tampering or identity verification, so it’s unsuitable for legally binding agreements.

Use the drawing tool to make a signature

Word’s drawing tool allows you to create a signature with a mouse, stylus, or touchscreen. This method feels natural for quick sign-offs or casual documents. But like the image method, it lacks legal enforceability and security, making it inappropriate for contracts requiring strong authentication.

Export as a PDF and annotate with a signature

Saving your Word file as a PDF and adding a signature via PDF annotation tools provides more stable formatting and a slightly more secure signature process. It’s better suited for documents shared externally. However, without a dedicated e-signature platform, this approach still falls short of providing full audit trails or legal verification.

Use a third-party add-on

Third-party add-ons for Word can add electronic signature features, sometimes with identity verification and signing workflows. These tools vary in quality and may require installation or user accounts. While they can provide stronger legal assurances than simple images or drawings, they may not integrate well with your existing systems or be as user-friendly as a dedicated solution like SignTime.

Use SignTime to add an electronic signature to a Word document

When you need more than just a quick signature, SignTime offers a complete solution. It handles everything from uploading your Word document to managing multi-signer workflows with legal-grade security. SignTime’s platform provides a tamper-evident, auditable record of every signature and action. Its seamless integration with Salesforce and other tools keeps your contract processes smooth and efficient.

With SignTime, you don’t just add signatures—you gain control over your entire contract lifecycle. It’s designed for businesses ready to scale globally while meeting the highest compliance standards. Whether you’re working locally in Japan or internationally, SignTime makes electronic signing simple, secure, and smart. 

Download our brochure to see whether SignTime might be a fit for your organization.