Add or remove a digital signature for Microsoft 365 files (2024)

To learn about digital signatures (also known as digital ID), what they can be used for, and how to them in Word, Excel, and PowerPoint, see All about digital signatures.

Create a signature line in Word or Excel

1. In the document or worksheet, place your pointer where you want to create a signature line.

2. On the Insert tab, selectSignature Linein the Text group.

3. In the Signature Setup dialog box, type information toappear beneath the signature line:

   

   • Suggested signer:The signer's full name.

   • Suggested signer's title:The signer's title, if any.

   • Suggested signer's e-mail address:The signer's e-mail address, if needed.

   • Instructions to the signer:Add instructions for the signer, such as "Before signing the document, verify that the content is correct."

4. Select one or both of the following check boxes:

   • Allow the signer to add comments in the Sign dialog boxAllow the signer to type a purpose for signing.
   • Show sign date in signature line The date the document was signed will appear with the signature.

To add additional signature lines, repeat these steps.

Note:If the document remains unsigned, the Signatures Message Bar appears. SelectView Signatures to complete the signature process.

Sign the signature line in Word or Excel

When you sign a signature line, you add a visible representation of your signature and a digital signature.

1. In the file, right-click the signature line and choose Sign.
   If the file opens in Protected View, selectEdit Anyway, if the file is from a reliable source.

2. Do one or more of the following:

   • To add a printed version of your signature, type your name in the box next to the X.

   • To add a handwritten signature, sign your name in the box next to the X by using the inking feature.

     See Also

     Section 7.1.3. How to Remove a Root CA CertificateHow to remove digital signatures from a PDF | TechTargetDelete unnecessary certificates?Certificate Revocation And Its Uses | Encryption Consulting

   • To use an image of your written signature, chooseSelect Image. From the Insert Pictures dialog box, pick alocation of your signature image file, select the file, and then chooseSelect.

     Note:For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language versions, the Stamp Signature Line option appears.

3. SelectSign.

The Signatures button appears at the bottom of the document or worksheet.

Note:You can sign a signature line by double-clicking the signature line. Type your name next to the X. Or, in the Signature Pane, in the Requested Signatures section, select the arrow next to the signature. From the menu, select Sign.

Remove digital signatures from Word or Excel

1. Open the document or worksheet that contains the visible signature you want to remove.

2. Right-click the signature line, and selectRemove Signature.

3. SelectYes.

Note:In addition, you can remove a signature by selecting the arrow next to the signature in the Signature Pane. SelectRemove Signature.

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All about digital signatures

• What is a digital signature?

• Signature lines in Word and Excel

• Invisible digital signatures in Word, Excel, or PowerPoint

• Add invisible digital signatures in Word, Excel, or PowerPoint

• Remove invisible digital signatures from Word, Excel, or PowerPoint

What is a digital signature?

A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail messages, macros, or electronic documents. A signature confirms that the information originated from the signer and has not been altered.

Signature lines in Word and Excel

A signature line resembles a typical signature placeholder that might appear in a printed document. However, it works differently. When a signature line is inserted into a Microsoft 365file, the author can specify information about the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended signer, this person sees the signature line and a notification that their signature is requested. The signer can:

• Type a signature

• Select a picture of an inked signature

• Write a signature by using the inking feature of a touch-screen PC

When the signer adds a visible representation of a signature to the document, a digital signature is added at the same time to authenticate the signer's identity.

Important:A digitally-signed document becomes read-only to prevent modifications.

Invisible digital signatures in Word, Excel, or PowerPoint

An invisible digital signature, like a visible digital signature line, assures the authenticity, integrity, and origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and PowerPoint presentations.

Signed documents will have the Signatures button at the bottom of the document. In addition, for signed documents, signature information appears in the Info section that you see after you click the File tab.

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