How to sign a Word document with an e-signature. The ultimate guide

As electronic documentation becomes increasingly popular, the demand for convenient signing methods has grown. Signing Word documents digitally is particularly beneficial when you need to make adjustments or add details before finalizing the signature. Modern technology now allows this task to be performed swiftly, securely, and efficiently.

In this guide, you’ll learn various methods for digitally signing Word documents, common pitfalls to avoid, and why electronic signatures have become crucial in both professional and personal contexts.

The risks of scanning or uploading signature images

When unsure of the correct method, many people resort to signing documents by printing, physically signing, then scanning or photographing their signature to insert into the Word document. However, these methods pose significant security risks. A scanned or photographed signature lacks digital certification, meaning anyone could replicate and misuse it without detection.

Why Scanned Signatures Are Risky:

• Integrity Issues. Scanned documents can be manipulated easily with basic graphic editing tools.
• Forgery Risks. A scanned signature image can effortlessly be copied and inserted into unauthorized documents.
• Lack of Authentication. There is no way to digitally verify a physically signed and scanned document.

Why Signature Photos Are Untrustworthy:

• They don’t protect against unauthorized alterations.
• There’s no digital link connecting the signature to a specific date or signer.
• They hold minimal legal validity without additional verification methods.

Using scanned signatures or signature photos as “electronic signatures” provides little to no legal or technological security. Word documents remain editable, and the signature can be easily duplicated or removed. Experts consistently recommend using certified electronic signatures, particularly in secure formats like PDF.

What is an Electronic Signature, and where is it used?

An electronic signature is essentially your digital version of a handwritten signature, enabling the efficient signing of contracts, agreements, and formal documents. Electronic signatures are broadly adopted:

• In business, to streamline operations and reduce reliance on physical documents.
• By government entities, to enhance document processing speed and reliability.
• In personal transactions, such as rental agreements and official requests.

Signing Word Documents Securely on Electronic Platforms

Word documents (.doc, .docx) are not ideal for signing because they can be easily modified by anyone who receives them. That’s why, when you upload a Word file to an electronic signing platform, it’s automatically converted to a secure ADOC container format. For example, if you upload “document.docx,” it becomes “document.adoc” after signing. This means your document is now protected against tampering. 

However, to ensure maximum security without format conversions, saving your file as a PDF is recommended. PDFs ensure the document’s format is locked, making alterations virtually impossible after signing.

How to Convert Word Documents to PDF:

• Open your document in Word.
• Go to “File” > “Save As.”
• Select PDF from the file type options.
• Click “Save.”

Alternatively:

• Press “CTRL+P.”
• Select “Save as PDF” under the printer/destination option.

Electronic Signing Using Dedicated Platforms

Platforms such as ZebraSign, DocuSign, and Adobe Sign allow you to upload and electronically sign PDF documents securely online.

How to Sign a PDF Document Electronically:

• Upload your PDF to the ZebraSign platform.
• Select the individuals who will sign.
• Drag and drop the required signature fields.
• Complete the signing process.

Documents signed through ZebraSign are securely stored online, accessible anytime, and easily managed using organizational tags and folders – especially beneficial for companies handling extensive document management tasks.

Effortlessly sign documents using the ZebraSign Printer

If you frequently sign electronic documents and value speed, ZebraSign Printer is your best friend. In just moments, you can sign Word, PDF, image, or other file types – automatically converting them to PDF right on your screen. This solution is intuitive and doesn’t require logging into a system or manually uploading your file.

How to Sign a PDF Document with ZebraSign Printer:

• Download and install ZebraSign Printer.
• Press “CTRL+P” in any application (Word, email, Google Docs, etc.).
• Your document converts instantly to PDF.
• Select ZebraSign Printer and click “Print.”
• In the ZebraSign Printer window, choose the signers and sign the document. The document will be automatically stored on the ZebraSign platform in electronic form.

Documents signed through ZebraSign Printer are seamlessly stored digitally, eliminating the extra steps of conversion and manual uploading while saving expenses associated with traditional printing and physical storage.

ZebraSign – Your Solution for Efficient Document Signing

Electronic signatures are not only modern but also a safe way to sign documents, saving you time and administrative effort. With digital solutions like ZebraSign, you can easily sign all your important documents online in just a few clicks.

Ready to simplify your signing process? Begin signing electronically with ZebraSign today.

If you haven’t tried electronic signatures yet, now is the perfect time to experience a more convenient way to sign your documents.

Start signing your documents with ZebraSign today.