How to Insert a Signature in Microsoft Word (Step-by-Step Guide)

Adding a signature to a Word document can give it a professional touch. Whether you’re signing contracts, letters, or forms, here’s a step-by-step guide to inserting a handwritten signature into Microsoft Word.

✍️ Step 1: Write Your Signature on Paper

Take a marker or pen with a thick line.
Sign your name on a blank sheet of paper for better visibility.

📸 Step 2: Capture Your Signature

Take a photo of your signature using your phone.
Send the image to your computer via email, Bluetooth, or USB transfer.

💡 Tip: Use a well-lit background to get a clear image.

📂 Step 3: Insert the Signature into Word

Open Microsoft Word and navigate to the Insert tab.
In the Illustrations group, click Pictures → This Device.
Locate your signature image and click Insert.

🔍 Step 4: Resize and Crop the Signature

Click the inserted image and drag the corners to adjust the size.
If there’s extra space around the signature:
1. Select the image and go to the Picture Format tab.
2. In the Size group, click Crop.
3. Adjust the cropping handles to remove unnecessary space.

🎨 Step 5: Remove the Gray Background

Select the image and go to the Picture Format tab.
In the Adjust group, click Color.
Under Recolor, choose Black and White 75% (or 50% / 25% if needed).

💡 Tip: If the signature still has a white background, move to the next step.

✂️ Step 6: Remove the Background Completely

Click on the signature image.
Go to the Picture Format tab → Remove Background.
The signature will appear in a pink frame.
Use Mark Areas to Keep to refine the signature outline.
Click Keep Changes to finalize.

📜 Step 7: Add a Signature Line

Place the cursor where you want the signature line.
Navigate to Insert → Text Group → Add a Signature Line.
In the Signature Setup box, enter:
- Signer’s Name
- Title/Position (optional)
- Email Address (optional)
- Choose whether to display the date.
Click OK to insert the signature line.

🔄 Step 8: Position the Signature Over the Line

Click on the signature image.
Click Layout Options and choose:
- Behind Text
- In Front of Text
Drag the signature onto the signature line.

💾 Step 9: Save Your Signature for Future Use

Select both the signature image and signature line.
Go to Insert → Quick Parts → Save Selection to Quick Part Gallery.
Name your signature and click OK.

✅ Next time, simply insert your saved signature from Quick Parts!

🎉 That’s It!

Now you know how to add a handwritten signature to Microsoft Word easily. If this guide helped you, don’t forget to share it! 🚀