Three ways to add a signature in Word
When you need to add signature in Word documents such as contracts, approvals or forms, Microsoft Word offers three built-in methods, each with different strengths and limits. This guide explains how to add signature in Word step by step, what each method proves and when UAE businesses should consider dedicated signature hardware and software for stronger, verifiable handwritten signing.
HR letters, tenancy and car rental agreements, insurance proposals, bank and exchange-house forms and patient consent forms often start as Word templates. Choosing the right signing route depends on who signs, where they sign and how much evidence the business needs to keep.
Method 1: Insert a picture of your handwritten signature
The simplest route is to scan a handwritten signature and insert it as an image.
- Write your signature on a piece of paper.
- Scan and save it as .bmp, .jpg, .png or .gif.
- In Word, go to Insert > Pictures and choose the file.
- Click the picture, then use the Picture Format tab to crop away extra white space.
- Right-click the cropped picture and choose Save as Picture to keep a clean copy for reuse.
What it proves: A picture of a signature is only an image. Anyone with the file can copy it, and it carries no proof of who placed it or whether the document changed after insertion. We compare image, certificate and pen-captured signatures in a separate guide.
Reusable signature block: To save time, type your job title, phone and email under the picture, select the picture and text together, then go to Insert > Quick Parts > Save Selection to Quick Part Gallery. Set Gallery to AutoText, name it and click OK. Reuse it later via Insert > Quick Parts > AutoText.
Method 2: Signature line with a digital signature
Word can insert a signature line that, when signed, adds both a visible signature mark and a digital signature at the same time. This method requires a signing certificate.
Insert the signature line
- In the Text group on the Insert tab, choose Signature Line > Microsoft Office Signature Line.
- In the Signature Setup box, enter the suggested signer’s name, title, email address and any instructions.
- Tick “Allow the signer to add comments in the Sign dialog” and “Show sign date in signature line” if needed.
- Click OK. Repeat for additional signers if the document requires multiple signatures.
Unsigned documents will display a Signatures message bar.
Sign the line
- If the file opens in Protected View, choose Edit Anyway only if the document comes from a reliable source.
- Right-click the signature line and choose Sign.
- In the Sign dialog, the signer can type a name next to the X, sign by hand next to the X using the inking feature on a touch or pen-enabled PC, or select an image of a written signature.
- Click Sign.
A Signatures button will appear at the bottom of the document. To remove a signature later, right-click the line and choose Remove Signature.
What you need: a signing certificate
To create a digital signature you need a signing certificate, which proves identity. Certificates are issued by a certification authority (CA), can be revoked and are usually valid for a year. Microsoft lists the assurances a valid digital signature provides as authenticity, integrity and non-repudiation. These depend on the signature being valid, the certificate current, the signer trusted and the certificate coming from a reputable CA.
A digitally signed document becomes read-only to prevent modifications. Changing the document invalidates the signature.
Invisible digital signature
Word also allows an invisible digital signature without a visible line. Go to File > Info > Protect Document > Add a Digital Signature, choose a Commitment Type, type a purpose and click Sign.
Limits: Microsoft documents these steps for the desktop versions of Word for Microsoft 365, 2024, 2021, 2019 and 2016.
Method 3: Handwrite with a pen in the Draw tab
If you have a touch screen or a pen device, Word’s Draw tab lets you ink directly on the page.
- Open the Draw tab.
- Select a pen from the ribbon.
- Write your signature or mark up the document using touch or the pen.
What it proves: Ink added in the Draw tab looks like a real signature, but on its own it carries no certificate or biometric record of who signed, and it does not lock the document against changes.
Using a Wacom pen tablet or pen display in Word
For office staff who need natural handwriting in Word but not just a static picture, a Wacom pen tablet or pen display connected to a Windows PC lets you write in the Draw tab with a pen instead of a mouse. Wacom documents using a Wacom pen in Microsoft Word or PowerPoint by choosing the Draw tab and selecting a pen to write or mark up the document.
Wacom pen tablets such as Wacom Intuos and One by Wacom, and pen displays, run on the Wacom tablet driver. To enable pen behaviour in Windows applications, set Wacom Tablet Properties > Mapping > Use Windows Ink. In newer software, Wacom Center > Pen Settings opens Tablet Properties. If the pen only draws in Word and you want the normal cursor back, choose Draw > Select. For setup help, see our guide to installing and updating the Wacom driver.
Limits: Writing with a pen in Word is still ink on the page, without biometric capture or a certificate tied to the signature. For that, you need dedicated signature software.
Customer signing: print Word to PDF and sign on a Wacom device
When the final signed document must be a locked PDF with verifiable handwritten signature and biometric capture, as is common at bank branches, car rental desks, insurance counters, real estate offices, clinics and government service centres, the workflow is to print the Word file to PDF and then sign the PDF using Wacom signature hardware and software.
The sign pro PDF workflow
Wacom sign pro PDF is Windows software that opens, fills, signs and saves PDFs. It includes a virtual printer driver, so a PDF can be created from any Windows application that can print, including Word. The workflow is:
- In Word, choose File > Print and select the sign pro PDF printer.
- The Word document is converted to PDF.
- The signer uses a Wacom signature pad or pen display to handwrite their signature on the PDF.
- sign pro PDF embeds the signature with a digital certificate and saves the file.
sign pro PDF uses a digital certificate in the signing process. You can load one from a file or the Windows certificate store, or let the software create a self-signed certificate. Wacom recommends a CA certificate when signed documents go to many recipients, because a self-signed certificate does not let them verify who signed. Our step-by-step guide shows how to sign PDF documents with a handwritten signature.
Biometric signature capture
Wacom eSignature capture records static and dynamic biometric characteristics of the handwritten signature, such as pressure and movement speed. Wacom’s signature SDK can store a hash of the document in the signature data so later changes can be detected. Disputed signatures can be analysed by a forensic document examiner using Wacom SignatureScope. Read more about biometric signature verification.
Signature pads or signature displays
Wacom STU signature pads are compact devices for counter signing. The Wacom STU-430 is a monochrome pad and the Wacom STU-540 is a colour pad. The STU pad pen has no control over the Windows mouse pointer, so an STU pad is not used for inking in Word. STU pads work through signature software such as sign pro PDF or through SDKs.
The Wacom DTU-1141B is a signature display where the customer reads the full document on screen and signs directly on the display surface. Our signature pad vs display guide helps you choose, and the Wacom signature pads overview lists the current range.
Developer integration
For organisations that want signature capture inside their own document systems or workflows, Wacom Ink SDK for signature lets developers add signature capture from Wacom signature pads and pen displays inside custom applications. The full range is covered in our Wacom signature software and SDKs overview.
Word signature methods compared
| Method | What it shows | Limits |
|---|---|---|
| Picture of a signature | A visual mark only | Can be copied; no proof of who placed it; no change detection |
| Signature line with digital signature | Authenticity, integrity and non-repudiation, if the certificate is valid and trusted | Needs a signing certificate; document becomes read-only |
| Ink in the Draw tab (touch screen or Wacom pen) | A natural handwritten mark | No certificate or biometric record; document stays editable |
| Word printed to PDF, signed in sign pro PDF on an STU pad or DTU display | Handwritten signature with biometric characteristics, plus a digital certificate | Extra print-to-PDF step; needs signing hardware and software |
Is a signature in Word legally valid in the UAE?
Under Federal Decree-Law No. 46 of 2021 on Electronic Transactions and Trust Services, an electronic document or signature cannot be refused as evidence only because it is electronic. The law defines an advanced electronic signature as uniquely linked to and controlled by the signatory, and linked to the signed data so later changes are detectable. A qualified electronic signature needs a qualified certificate and a qualified signature creation device, and has the same legal effect as a handwritten signature. Trust services are licensed by TDRA. Some document types are excluded from electronic signing.
UAE PASS offers a Sign Document feature to sign a PDF in the app; the signature level depends on account verification.
Neither signature hardware nor a Word signature method alone makes a document legally valid. Legal validity depends on the type of signature, the type of document and applicable regulations. Always check with your legal or compliance team before relying on any electronic signature for binding contracts or regulated filings. For counter workflows, see how to sign contract documents in person.
eTOP Trading is an Authorized Wacom Solution Provider and system integrator in the UAE. We help teams choose between pen displays and signature pads, set up sign pro PDF and connect signing to their document systems.
Frequently Asked Questions
Can I use a scanned signature picture in Word for official documents?
A picture of a signature is only an image. Anyone with the file can copy it, and it carries no proof of who placed it or whether the document changed after insertion. Check with your legal or compliance team whether a picture meets your document requirements.
What is the difference between a signature line and a digital signature in Word?
A signature line is a visible placeholder that, when signed, adds both a visible mark and a digital signature at the same time. An invisible digital signature can also be applied without a visible line via File > Info > Protect Document > Add a Digital Signature. Both require a signing certificate.
Can Wacom STU signature pads ink directly in Word?
Not for inking in the Draw tab. Wacom notes that the STU pad pen has no control over the Windows mouse pointer. STU pads such as the STU-430 and STU-540 are used through signature software like Wacom sign pro PDF or through SDKs. For inking in Word, use a Wacom pen tablet or pen display.
How do I sign a Word document as a PDF with biometric capture?
Print the Word file to the Wacom sign pro PDF virtual printer to create a PDF, then sign it with a Wacom STU signature pad or DTU signature display. sign pro PDF captures the handwritten signature and applies a digital certificate in the signing process.
Is a signature added in Word legally valid in the UAE?
It depends on the signature type and the document. Under Federal Decree-Law No. 46 of 2021, an electronic document or signature cannot be refused as evidence only because it is electronic, but some transactions need an advanced or qualified signature and some document types are excluded. Check with your legal or compliance team.
What certificate should I use with Wacom sign pro PDF?
Wacom sign pro PDF can load a certificate from a file or the Windows certificate store, or create a self-signed certificate. Wacom recommends a CA certificate when signed documents go to many recipients, because a self-signed certificate does not let them verify who signed.