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How Do You Add Digital Signature To Word Document?

How Do You Add Digital Signature To Word Document?

If you’re in the world of procurement, then you know that signatures are an integral part of any document. However, with digitalization becoming more prevalent, physical signatures are slowly becoming a thing of the past. Enter digital signatures! They allow for efficient and secure signing without the need for pen and paper. In this blog post, we’ll guide you through how to add a digital signature to your Word documents and give you tips on ensuring their security. So sit back, relax and let’s dive into the world of digital signatures!

What is a digital signature?

A digital signature is an electronic way of verifying the authenticity and integrity of a document. It’s essentially a unique code that is attached to your document, which confirms that it has been signed by you or the authorized party.

So how does it work? Basically, when you sign a document with a digital signature, your computer creates two keys – one public and one private. The private key ensures that only you can create the signature while the public key allows others to verify its authenticity.

One of the major benefits of using digital signatures is their efficiency. Gone are the days where you have to print out documents just so someone can sign them physically! With digital signatures, everything can be done online without any hassle.

Moreover, they also provide additional layers of security as compared to physical signatures because they’re encrypted and nearly impossible for someone else to forge or tamper with. Digital Signatures are widely used in procurement today due to their ease-of-use nature and high-security measures.

How to add a digital signature in Word

Adding a digital signature to a Word document is easy and straightforward. Here are the steps to follow:

1. Open the Word document you want to sign.
2. Click on “File” in the top menu bar, then select “Info”.
3. Click on “Protect Document” and then choose “Add a Digital Signature”.
4. Follow the instructions provided by your digital ID provider (such as creating or selecting an existing digital ID).
5. Once your digital ID is set up, place your cursor where you want to add the signature and click on it.
6. A pop-up window will appear prompting you to enter your password or PIN associated with your digital ID.
7. Once authenticated, your signature will be added.

It’s important to note that not all versions of Microsoft Office come with built-in support for adding digital signatures, so make sure yours does before attempting this process.

By following these simple steps, you can easily add a secure and legally binding electronic signature to any Word document!

Tips for using digital signatures

When using digital signatures, there are a few tips to keep in mind to ensure that the process is seamless and efficient.

Firstly, it’s important to make sure that you have a valid digital certificate. This can be obtained from a trusted third-party provider or from your organization’s IT department. Without a valid certificate, your signature may not be recognized as legitimate.

Secondly, when adding your signature to the document, be sure to position it in an appropriate location where it won’t interfere with other text or graphics. You should also make sure that your signature is easily visible and recognizable.

Thirdly, double-check all of the information in the document before signing. Make sure that everything is accurate and up-to-date before affixing your signature.

Always keep track of who has access to the document once it has been signed. Use password protection or encryption if necessary to ensure that only authorized parties can view or modify the content.

By following these tips for using digital signatures, you can help ensure that your documents remain secure and legally binding.

How to make sure your document is secure

When it comes to adding a digital signature to your Word document, one of the most important things you should consider is its security. After all, you don’t want any unauthorized access or unwanted changes made to your document.

To ensure your document’s security, you can start by choosing a strong password for your digital signature. Make sure that it’s not easy to guess and contains a combination of letters, numbers and symbols.

Another way to protect your document is by using encryption tools. This will make sure that only authorized parties can view or modify the content of the file.

It’s also essential that you keep track of who has access to the signed documents. Limiting access only to those who are authorized can help prevent data breaches and other forms of cyber attacks.

Always update your software and antivirus programs regularly. This will help patch up any vulnerabilities in your system that could potentially be exploited by hackers or malicious actors.

By following these simple steps, you can feel confident knowing that your digitally-signed Word documents are secure from potential threats or unauthorized modifications.

Alternatives to digital signatures

While digital signatures are a popular and efficient way to sign documents electronically, they may not be the best option for everyone. Luckily, there are alternatives available that can still provide a secure and legally binding signature.

One alternative is an electronic signature, which can be created using a range of methods such as typing your name or using a stylus on a touchscreen device. This method is often quicker than creating a digital signature and doesn’t require any special software.

Another option is to use encrypted email messages with attached PDFs that include an image of your handwritten signature. While this method may take longer than other options, it provides additional security measures to ensure the authenticity of the document.

Some organizations may choose to use physical signatures on paper documents instead of electronic signatures. While this method isn’t as convenient or eco-friendly as electronic options, it’s still widely used in many industries.

Ultimately, the best choice for adding signatures to Word documents will depend on individual needs and preferences. It’s important to weigh all options before making a final decision.


Adding a digital signature to your Word document is an easy and secure way of ensuring the authenticity and integrity of your document. With just a few clicks, you can add a digital signature that shows who signed the document, when it was signed, and that it has not been altered since it was signed.

Remember to always keep your private key safe and secure to prevent unauthorized access or tampering with your digital signatures. Additionally, be sure to check that the person signing the document is authorized to do so before accepting their digital signature.

While there are alternatives to using digital signatures such as physical signatures or electronic acknowledgments, these options may not provide the same level of security or convenience as using a digitally-signed Word document. So next time you need to sign an important procurement-related document in Word format – go ahead! Add a digital signature with confidence for enhanced security against frauds and disputes.

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