How to sign a Word file with an electronic signature. Inserting a Signature into an MS Word Document

Working in Microsoft Word with files that need to be confirmed, approved, signed, you know that they need to be printed out and carried to a certain person for verification. Or you give the electronic version for verification, and then you hear that everything is fine, and you need to print it out and bring it again. But such actions can be avoided.

In this article, we will figure out how you can sign a document created in Word with an electronic digital signature or EDS. Consider its various options: create it on a visible line, or simply add it to the file.

How to make a line to insert an electronic signature in Word

First, let's look at how to insert the desired line into the Word.

Open the required document. Then position the cursor where you want to insert the region.

You can write some text, for example, "Approved:", and with new line insert empty lines.

Next, go to the "Insert" tab, in the "Text" group, click on the arrow next to the button "Signature line" and select from the list "Signature line Microsoft office» .

In the next window, we agree with what is written there, and click "OK".

The Settings window will open. In it, fill in all the proposed fields. Enter the details of the person who will sign: his name, position, address Email. You can change the instructions, or you can leave the proposed text. Check the box "Show date..." and click OK.

As a result, we will get the following line. Here the person whose data is indicated under it will have to sign. You can print the document and take it for verification, or you can have this person sign directly in Word by adding an electronic signature to the specified field.

If you do not need to add a similar line, then you can make a line yourself in Word desired type and desired length. Use the instructions for this by clicking on the link.

How to sign a file using digital signature

If a line has been added to your document, which I wrote about above, then let's figure out how to insert something into it.

First, read the text and make sure that everything is correct in it. Then right-click in the area and select from context menu"Sign" .

In the next window, click "OK".

A digital electronic signature in Word can be different kind. In the proposed window, in the field opposite the cross, you can simply write your last name and initials. And you can add an image with your handwritten version or personal seal to this field.

Let's take a look at the second option. To do this, you need to sign on the sheet and scan the painting, or you can take a picture of it on the camera. The main thing is that the result is an image saved on a computer with your painting or printing.

When you make an image with a painting, click in this window "Select picture".

Find a painted picture on your computer, select it and click "Select".

The required image will appear in the window. Name will also be added account with which the document was signed. Click Sign.

Confirm signature creation.

After the file is signed, an information line will appear at the top, which this document "Marked as final", and the ability to edit it will be limited. An icon will also appear in the status bar.

By clicking on it, the "Signatures" area will open on the right. Here you can see who else must sign - they will be shown in the block. If the text already has captions, they will be displayed in the block "Valid".

By clicking on the arrow next to the signature, you can select one of the items from the drop-down menu: composition, configuration or deletion.

If you have opened a signed document and want to change something in it, then after clicking on the button "Edit anyway" a window will appear with a warning that after that, all signatures will be deleted.

If you agreed to the deletion, then the following window will open.

After the signatures were removed, they disappeared from the text and in the corresponding fields, and in the area on the right they are now in the block.

To re-sign, you can right from the drop-down list next to right person click "Sign". Then follow all the steps above.

How to sign the entire document

You can do this in a slightly different way. At the same time, a line with the data of the person who signed will not be added to the text. The selected file will simply be marked in a certain way and the ability to edit it will be lost.

To insert such an invisible EDS, go to the "File" tab, then "Details". Next click "Protect Document" and select from the list "Add Digital Signature".

Click "OK" in the window that appears.

In the confirmation window, click "OK".

Now the file will be signed, and on the "File" - "Details" tab, you can see who exactly.

In addition, an information line will be displayed at the top that it is marked as final and cannot be edited, otherwise all signatures will be deleted. In the area on the right in the block "Valid" you can see who approved, while in the text itself, there will be no corresponding line.

Few users know that Microsoft Office products can work with EDS (Electronic Digital Signature). This feature allows you to sign Word or Excel documents electronically and send them by mail. Such a signed document is equivalent to a paper version with a signature and seal.

This greatly simplifies the exchange between stakeholders and organizations. Since there is no need to carry paper versions or send them by mail.

But at use of EDS for signing electronic documents very often there are various problems. They may appear due to problems with the office itself. By the way, I have a whole section devoted to it, there are many articles in which I described various problems and their solutions that arise when working with Microsoft Office, I recommend reading it will be very useful. Today we will talk about two of the most common of them.

For work, it is better to always use licensed software, this applies to Microsoft Office and CryptoPro. If the office is expensive enough, there are methods to solve the problem with. Then the price of CryptoPro is acceptable.

There are many reasons why these errors may occur. In my case, the first error occurred after initial setup. This is the installation of CryptoPro, the installation of the EDS certificate. And the first attempt to sign the document. The second error appeared after the certificate was reissued according to the new GOST 2012. There was only one solution for these problems.

To improve knowledge of working with electronic keys I recommend reading here. From it you will learn how to copy the certificate from private key from the registry to the media. And here I told how to solve problems with the long opening of the certificate store.

The first error that may appear when trying to sign a document is "The encryption algorithm is not installed on this computer."

And the second "Cannot add a signature to the document, if a smart card is used for signing, you need to make sure that the smart card reader is installed correctly."

The two most common mistakes when working with digital signatures in Microsoft Office

And so what to do if there are problems. First of all, you need to install the CryptoPro Office Signature product. This program allows you to create and verify an electronic signature Microsoft documents office.

We go to the site, download the program and install it. If you have difficulty installing, there are detailed instructions.

After installation, restart Microsoft Office. We go to the “File” menu item, in the example I use Microsoft Office 2016. These products have a built-in mechanism for working with EDS. After installing CryptoPro Office Signature, an additional item should appear specifically from CryptoPro. If earlier you had to go to the “Document protection” item and select “Add digital signature” there. Now we select "Add an electronic signature (CryptoPro)" and try to sign.

After the done actions, the document should be successfully signed. In most cases, the CryptoPro Office Signature program helped to get rid of these errors. If you still cannot sign the document and various errors occur, write in the comments and I will be happy to help.

Signing files using a digital signature has become commonplace for entrepreneurs. But still, many beginners have a question about how to sign a Word document with an EDS. Most often, when we have to work with EDS, we are faced with MS Office. But first, it’s worth understanding what this element is in computer documents.

This concept includes a virtual object, with the help of which it is possible to establish the identity of the author who created it. Accordingly, it helps to ensure the reliability and integrity digital file. Depending on which digital signature you are using, you will also be able to track subsequent changes in the content of the report with this modern copyright protection tool. That is why it is worth knowing how to make an electronic signature in Word.

Electronic certification as a standard procedure

Before you figure out how to sign an EDS word document, it is worth creating it first. After that, the creation of the signature line will follow, and only after that the signature itself will appear.

Depending on what software you use, the process of signing a Word file may have some differences, but the essence remains the same. Consider the sequence of actions that is recommended for the 2007 version of the program.

To add the necessary line in Microsoft Office, you need:

1. Move the cursor so that it is in the place where you want to insert the line containing your computer signature.
2. Open the "Insert" window and click on the "Text" group. After that, the cursor is hovered next to the "Signature line" menu column. Select and click on Microsoft Word Signature Line.
3. After that, you will need to make settings in the window that opens, that is, specify information about the person who signs the file.
4. If necessary, you may need to create another line to indicate an additional signature (while sticking to the above points).

Special Case: Row Sighting

To sign a line, you will need to select the line for entering a digital signature directly. To perform an action such as signing electronic document EDS, you should open the "Signature" window and take any of the following actions:

• Select the desired name next to the X.
• Also, when you click the "Select picture" function, you can apply the image of your EDS.
• Provided that you are using a tablet computer, you will have the option to add a handwritten signature.
• If you have installed special software for digital signatures, you can simply click on the "Subscribe" button.
• If you're wondering how else you can digitally sign a Word document, there's one more option you should know about. You can become the creator of an invisible signature that will not be displayed. But, if you open the "Signature" line, which is located at the bottom of the screen on the status bar, then it will be displayed.

In addition to information on how to sign an electronic document, you need to know about software specially developed for this purpose, the task of which is to control digital type certificates and carry out crypto operations. Such software can facilitate the process of signing files with a digital stroke. The advantage of this program is that it can be used to sign files of various formats, as well as archives or file packages. With its help, it is also possible to affix an enhanced and additional EDS.

When it is necessary to sign a document using an EDS, we often deal with MS Office documents.

Let's take a closer look at the procedure for signing such files, and then move on to rarer formats of electronic documents.

What is an electronic signature of documents?

It is an electronic object that helps establish authorship and verify the authenticity and integrity of a digital document.

Depending on the type of EDS used, this modern facility protecting electronic information will help confirm authorship and track changes made to the document after it was signed.

Standard procedure

In order to sign a document using an EDS, you must first create the text of the document, then add the signature line and the signature itself.

The procedure for signing a document may differ depending on the software used. Consider the standard procedure recommended for files of the seventh version of MS Office.

To add a signature line to an MS Office file, you must:

• Place the cursor in the place in the signed document where you want to add the EDS line.
• In the Insert tab, select the Text group, then move the cursor next to the “Signature Line” line of the drop-down menu and select “Microsoft Office Signature Line”.
• Set up the signature in the corresponding dialog box (enter information about the person signing the document).
• If necessary, create a line for another signature by following the three steps above.

To sign a document line, it is necessary to select the EDS input line itself. To sign a document using an EDS, please contact dialog box Signature and do one of the following:

• enter your name next to the X icon (a printed version of the EDS will be added);
• it is also possible to use an image of your handwritten signature (click the “Select Image” button);
• if you are using tablet computer, You can add your handwritten signature (enter your name next to the X);
• if you use special software for EDS, just click the “Sign” button.

You can also create an invisible signature that is not visible in the document's content, but can be displayed by clicking the "Signature" line located in the status bar at the bottom of the screen.

Electronic signature of documents: it couldn't be easier!

The signing of HTML-XML- and PDF-documents is based on the principle described above with some amendments. To sign a document in HTML format, you need to create a hidden hidden-field in the corresponding form. But work in a web browser is maximally simplified for the EDS user.

Therefore, all you need to do is fill out the form and click the Sign and Send buttons. The system will do the rest.

The XML document is signed like a normal Office file. The most active work with files in the XMLdsig format is carried out with the support of the CryptoARM program and Microsoft applications Office InfoPath 2003.

Reliable crypto assistant

Using a special software, designed to perform crypto operations and control digital certificates, greatly simplifies the procedure for signing documents using EDS.

CryptoARM is the most common program for such crypto-operations in the CIS. In addition to encryption and secure data storage, it provides wide opportunities in order to quickly and conveniently sign a document using an EDS:

• you can sign not only separate file, but also a package of files or archives;
• you can use both a simple and enhanced electronic signature;
• it is possible to create not only primary, but also additional (signature of a document by two or more persons) and certifying (final signature of a document by a higher-ranking employee) EDS;
• when working with MS Office documents (Word, Excel, PowerPoint), it is possible to use a visible and invisible electronic signature. Sign a document with an EDS possible in two ways. If two or more signatures need to be added to a file, visible signature lines are used to reduce the risk of errors. If the document is signed by one person, an invisible digital signature is used;
• CryptoARM also allows you to provide the person signing the document with instructions (use the Instructions for the signer field), add a comment to the signer himself (check the appropriate box), display the date of signing the document;
• the size limit of signed files is determined by the exclusive amount of free memory on your computer;
• An unlimited number of files can be processed simultaneously.

To ensure the legal legitimacy of documents in PDF format the program “CryptoPro PDF” is used. It is used to sign documents. Adobe Acrobat And Adobe Reader Version 7 and up.

Today we looked at various strategies for signing digital documents created in the most common electronic formats.

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