How to sign a document with a digital certificate in just a few steps

Know how to sign documents with digital certificate is becoming increasingly common in the corporate environment and among individuals. The digital certificate is an electronic file that functions as a type of virtual identity, linking the holder to a public and private key, guaranteeing the authenticity, integrity and legal validity of the documents digitally signed. 

This proof of the authenticity of a device, server or user is possible through the use of encryption and public key infrastructure (PKI).

Digital certificate authentication helps organizations ensure that only trusted devices and users can connect to their networks, particularly by containing identifiable information such as a user, company, or department name and Internet Protocol (IP) address. ) or serial number of a device.

For companies, the use of a digital certificate facilitates processes such as issuing invoices, signing contracts and sending documents to government agencies, optimizing time and reducing operational costs. For individuals, it offers security and convenience in electronic transactions, such as signing contracts and filing taxes. 

In this article, you will learn, step by step, how to use the digital certificate to sign documents securely and efficiently.

How to sign a document with a digital certificate 

Sign a document with a digital certificate It is a practical and safe way to guarantee the authenticity and legal validity of your transactions. Below, we detail the step-by-step process of signing with a digital certificate on three different platforms: Microsoft Word, Adobe Reader (PDF) and ZapSign.

How to sign a document with a digital certificate in PDF (Adobe Reader)

Using Acrobat Reader, it is possible to create a signature with a digital certificate in PDF format files. Below, we will explain how this procedure works:

Step 1

First, you must open the document you want to sign in Adobe Reader DC.

Step 2

After reviewing the file and confirming the information, the next step is to sign it. To do this, go to the top tab of Adobe Reader and select the “Tools” option (located next to the tab where the open document is being displayed).

Step 3

Next, you will need to find and click to open the “Certificates” option;

Step 4

Then, you will find the “Digital Sign” option below the “Tools” tab, which is also listed in the top bar of Adobe Reader;

Step 5

The next step is to select the space in which your signature with digital certificate will be displayed. It is recommended to use the lower space, after the text contained in the document;

Step 6

Next, Adobe Reader will open a window so you can select the certificate you want to use. Select and click “Continue”;

Step 7

Finally, click on “Sign”, enter your password, click on “Save” and that’s it, your document has been digitally signed.

How to sign a document with a digital certificate in Microsoft Word

In addition to being able to create a signature with a digital certificate on PDFs, your company also benefits from a signature with a digital certificate in Microsoft Word. See below how this process works:

Step 1

First of all, it is very important to read and re-read the document that will be signed. Then, click on “File”;

Step 2

Then, select the “Protect document” option;

Step 3

The third step will be to click on “Add a digital signature”;

Step 4

When you make this selection, Word will open a window in which you will need to fill in some information, such as the “Type of appointment”. Read carefully and choose the most appropriate option for the document in question;

Step 5

The “Purpose of subscription” must also be selected;

Step 6

After proceeding, you will need to select the digital certificate and, finally, click on sign, enter your password, click on save and that's it.

How to sign a document with a digital certificate using ZapSign

Signing documents with a digital certificate through ZapSign offers greater convenience and security compared to platforms such as Word or Adobe Acrobat Reader. ZapSign simplifies the process by automating multiple steps, from document upload to signer authentication, all in an intuitive and accessible interface.

Furthermore, security is reinforced by the mandatory use of the digital certificate for the last signatories, guaranteeing the final integrity of the document. All these advantages make ZapSign a more efficient option for those looking for speed and reliability in digital signatures. 

Notice how the platform makes it possible to sign a document with a digital certificate faster than in previous ways:

Step 1

After clicking the +New button to upload the document you will sign, proceed to the “Add signatory” step

Step 2

Click the “advanced authentication” button and check the “Digital certificate” option in standard authentication.

Step 3

When you have finished filling in the signer's data, click “Continue” and complete the rest of the flow until step 4 of Send document.

Pay attention to the conditions for using a digital certificate on our platform!

1. The use of a digital certificate has a cost of 5 credits (which is equivalent to R$0,50) per signature made using this form of authentication.
2. It is not yet possible to position or edit the signature made with a digital certificate.
3.  Signatories with a digital certificate must be the last to sign the document.
4. Before requesting a signature via digital certificate through ZapSign, check that the recipient of the document has a valid digital certificate, that is, an A1 or A3 certificate, known as e-CPF or e-CNPJ. 

To find out how to obtain a digital certificate, you need to look for a Certificate Authority authorized to issue it.

💡 Tip! Need a free digital signature? Click here and create yours now!

How signing a document with a digital certificate can benefit your company

The use of digital certificates when signing documents brings a series of benefits that go beyond practicality and agility in processes. Below are the main highlights.

Reduction of operating costs

The use of digital certificates eliminates the need for printing, transporting and physically storing documents, resulting in a significant cost reduction. This translates into savings in financial and human resources, as it is no longer necessary to spend on paper, ink, postage or archiving space. 

Additionally, the electronic process simplifies document management, reducing processing time and minimizing the need for repetitive manual activities, such as organizing and sending documents.

Environmental sustainability

The reduction in the use of paper promoted by the implementation of digital certificate signature directly contributes to environmental sustainability. The transition to a more digital workplace, in addition to saving natural resources, also reduces the carbon footprint associated with the production and transport of paper. 

Companies that adopt sustainable practices gain in social responsibility, improving their corporate image and meeting the expectations of consumers and partners who value green initiatives.

Productivity increase

Automating workflows through digital signature increases operational efficiency. 

By eliminating manual and bureaucratic steps, employees can focus on strategic activities that truly add value to the business – which speeds up the completion of contracts and processes, improving the company's responsiveness and making it more competitive by market standards. .

Greater legal security

Signing a document with a digital certificate offers high legal security by guaranteeing the authenticity and integrity of the documents. Each digital signature is uniquely linked to the signer and the document, protecting against fraud and tampering. 

It legal validity is recognized in different contexts, ensuring that digitally signed documents are legally valid and accepted by courts and regulatory bodies. In this way, companies avoid litigation and minimize legal risks associated with contracts and agreements.

Transparency and control

Traceability is another important benefit of digital signatures. With the use of digital certificates, every step of the signing process is recorded, allowing parties involved to track progress in real time. 

Thus, document management and monitoring become more optimized, and transparency in transactions becomes virtually unquestionable. The ability to view the entire subscription history improves communication between parties and reinforces mutual trust, reducing the possibility of misunderstandings or disputes.

Compliance with regulations

The use of digital certificates helps companies comply with regulations required by different sectors and authorities. Compliance with legal regulations and security standards is essential to operate in highly regulated markets, such as the financial and healthcare sectors. 

With the legal security offered by digital certificates, companies ensure that their operations comply with legal requirements, avoiding penalties and other legal consequences.

Hence, access our platform to discover how we can transform the way you manage and sign digital documents. We are available to answer your questions and offer the necessary support to optimize your processes with the best technology available on the market.