How to do digital signature free in Word This involves creating a signature line, inserting the signature, and, when necessary, adding an invisible digital signature. Word uses menus such as Insert, Signature Line, and the File tab to authenticate documents in an organized and secure way.
How to create a free digital signature in Word. It consists of creating a signature line, inserting the signature, and applying. advanced features authentication, such as an invisible digital signature, is handled by Word through structured commands that ensure the security, authenticity, and integrity of the documents. processes.
The Office Package is present in many offices for bringing tools that are essential for work. So yes, it is possible to use Word to collect signatures digitally. In this article we point out the importance of the digital signature and the steps that must be followed to include it in your text documents.
Summary
- Concept of digital signature and differences from electronic signature.
- Types of documents accepted by law.
- Functioning and requirements for legal validity.
- Benefits include speed, cost savings, and sustainability.
- The four steps to signing a digital signature for free in Word.
- How to remove signatures and insert an invisible signature.
Quick facts
- Approximately 80% of companies say that electronic signatures modernize processes, according to an analysis presented in... independent research.
- Electronic signatures can be simple, advanced, or qualified, according to the guidelines described in official document.
- Remote signatures tend to be more usable, while physical tokens are perceived as more secure, according to a study published in... academic analysis.
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What is a digital signature and how does it work?
Before we talk about how to sign a Word document, let's understand the concept. A digital signature is a type of electronic signature that validates the firm through electronic or digital mechanisms.
Therefore, it is important to remember that digital and electronic signatures, despite the names being similar and having characteristics in common, are different.
Differences between digital signature and electronic signature
Basically, while the electronic signature involves all formats used to sign and validate documents or the signer's identification, the digital signature uses encryption to enable this validity, in addition to requiring a digital certificate issued by ICP-Brazil (although this is not the case for signatures in Word as we will explain later).
Soon, the electronic signature it is broader because it is applied in various means that require this recognition, such as: authentication with login and password, biometrics, facial identification and tokens. That is, it is not restricted to textual documents.
These are the main differences.
On which documents can the digital signature be used?
As Brazilian legislation does not restrict the types of documents to be used from this authentication, you can use the digital signature in a very different way. We highlight below the main document formats in which it is applied:
- contracts and amendments: when you need to sign a contract with your customers, suppliers or employees, the digital signature can be used;
- labor documents: Payrolls, warnings, terminations and the like can be digitally signed;
- medical prescriptions and reports: healthcare professionals can also use digital signatures;
- service or payment orders: if you need to send it to a customer, it is convenient to ask him to sign it;
- service provision contracts: so that all parties are aware of their obligations and duties in the provision of a service, it is necessary to resort to the signature of the contract, which can be done digitally.
How does it work in practice?
The digital signature process is simpler than doing it on physical documents. Now let's see what the steps are.
First, you send the signer the document that must be signed. Depending on the case, this sending can be done by e-mail or even communication tools such as WhatsApp or Telegram.
In this way, the signatory receives the document and instructions on how to sign it quickly and simply. By doing so, the person who sent the document can be notified of the signature and the process is complete.
What is the legal validity of the digital signature?
It is common for some people to question whether a digitally signed document is valid in legal terms. In case you ask yourself the same question, know that the answer is yes it is valid.
As Brazilian laws (via articles 104, 107 and 225 of the Civil Code, in addition to the Provisional Measure 2.200–2 /2001) do not veto the digital signature, any document signed in this way is valid as long as the verification that it meets the following requirements:
- authenticity;
- intent and non-repudiation;
- integrity;
- timeliness;
- confidentiality.
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➡️ Digital signature MP: how Provisional Measure No. 2.200-2 works
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➡️ ZapSign: Electronic Signature Without Mysteries
What is the importance of digital signature?
Here we highlight the most important points of digital signature.
Speed
Imagine the following situation: you have just closed a deal with a client who needs an immediate start on the service you are going to provide. However, for that, the contract must be signed by the two parties who are in different cities.
If you rely only on the physical signature method, you will need to send the document to the person who will sign it and they will have to send it back to you to start the service.
With a digital signature this can be done quickly in one click, which sets you apart from your competitors if they don't already have the digital signature.
Reduced costs
Physical documents require a series of costs, starting with the purchase of sheets of paper and toner to print them. If the signatories do not reside in the same city or are unable to go to your office, shipping costs (via motoboy, carrier or post office) are also at the tip of the pencil.
In digital signatures, all this is dispensed with, as all you need to do is use the internet for the document to be signed, which represents savings in terms of cash.
Reduction of paper consumption
As seen, the digital signature also makes you considerably reduce the consumption of paper used in issuing documents and contracts.
It is often necessary for the office to have a physical space (which can range from a closet to an entire room) to store these files. But when they are digital, the only space needed is that of the cloud.
Decrease of viruses and bacteria
Accumulating physical documents, in addition to taking up space, also requires certain care so that they can be preserved, such as keeping them in a place with a good temperature, free from humidity.
When this is not done, the chances of the emergence of viruses and bacteria increase, which ends up causing harm to the health of both you and your employees.
Benefits for the environment
Finally, the advantage of adopting the digital signature is the good done to the environment, starting with not requiring the consumption of paper since it represents 39% of the garbage produced in Brazilian cities.
💡 Tip! Need a free digital signature? Click here and create yours now!
How to create a free digital signature in Word: essential steps
We call the signature line the placeholder in the Word document where you insert your signature, just as you do in printed documents. However, because it is an online procedure, its insertion is done in a different way.
While in a physical document, the signer takes the pen and signs the paper, when it comes to Word files, there are three options the person can choose from:
- enter the name in the signature field;
- insert the scanned image of the handwritten signature;
- sign the document if your device has the touch screen option.
There are four steps on how to digitally sign a Word document: create a signature line, insert the signature in the line, remove the digital signature (if necessary) and add an invisible digital signature. Shall we meet them?
1) Create a signature line
When opening the Word file, place the mouse cursor at the point where you want to create the signature line. Then, in the “Insert” menu, access the “Text” group, click on “Signature Line” and then on “Microsoft Office Signature Line”. A Signature Configuration box will appear in which you must enter information regarding the person who will sign the document.
After filling in the signer, title, email and instructions fields, you must determine whether you want the person signing the document to enter the reason for the signature and show the date of signature if necessary.
2) Insert the signature on the line
The signature field can follow the same format used in physical documents: name and title identification below the line. In order for the signatory to place his signature, he will need to follow the steps below.
- Right-click on the signature line. In the menu displayed after the click, select “Subscribe”.
- If he wants to sign manually using a tablet or PC with the screen touch option, just do it on the line indicated by you in the document.
- If he chooses an image that bears his written signature, he must click on “Select Image” and, within the box that appears, choose “Select Image of Signature”. Then, just select the file from your computer and click on “Select”.
3) Remove the digital signature
If you need to remove Word signatures, the procedure is quite simple. By right-clicking on the signature line, in the box that appears, click on “Remove Signature” and that's it.
4) Add invisible digital signature
The invisible digital line protects the identity, authenticity and origin of the document. They can be added not only in Word documents, but also in other Office suite programs such as Excel and PowerPoint. Any Word document that has a signature shows an eponymous button at its bottom.
To add an invisible signature, click on “File”, then “Information” and “Protect Document”. When clicking on “Add a Digital Signature”, click on “OK” in the box that appears and, within “Sign”, enter the reason for the signature in “Purpose of signing this document”. Finally, click on “Subscribe”.
After the signer signs it, the “Signatures” button is now shown and the file takes on a read-only format to avoid modifications.
| Stage / Resource | Technical function | Practical application |
|---|---|---|
| Create a signature line | Define field with signer data. | Structuring signature collection |
| Insert image or signature (touch) | Attach handwritten or digital signature. | Reproducing a real signature |
| Remove subscription | Remove file signature | Updates and fixes |
| Invisible digital signature | It guarantees the authenticity and integrity of the document. | Protect the original source and prevent unauthorized modifications. |
By following the steps raised here, you will know how to make a free digital signature in Word. But how about knowing a simpler and faster process?
Click here to learn more and start your free trial now!
Frequently Asked Questions (FAQ)
How to create a free digital signature in Word?
Create a signature line in Insert > Text > Signature Line Enter the signature by typing the name, attaching a handwritten image, or using a touchscreen.
How do I remove a digital signature from Word?
Right-click on the signature line and select “Remove Signature”. This process deletes the applied signature without affecting the rest of the document.
How do I add an invisible digital signature in Word?
Visit File > Info > Protect Document > Add a Digital Signature and state the reason for signing in order to generate invisible authentication.
How does digital signature work in Word?
Word allows you to insert signatures by line, image of the signature, or touchscreen, as well as add invisible signatures to ensure the authenticity and integrity of the file.
How do I view digital signatures in Word?
When a document contains a digital signature, Word displays the "Signatures" button at the bottom. Simply click it to view details and validations.
ZapSign has a platform totally dedicated to electronic signatures so that you can sign your documents in a few steps from various communication channels, even WhatsApp, in addition to allowing the inclusion of other information such as phone number, CPF or Tax ID of the signatories.
Getúlio Santos is the CEO of ZapSign, a lawyer, technology enthusiast, and entrepreneur.
