How to Add Digital Signatures to Microsoft Word Document or Excel Workbook?

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Sign Microsoft Office Documents

Digital signatures have become a critical component of secure document workflows. They prove authenticity, integrity, and non-repudiation — showing that a file has not been altered, and that it came from the claimed source.

In this guide, you will learn how to add both visible and invisible digital signatures to your Microsoft Word and Excel documents, using a DigiCert® Document Signing Certificate — across Office 2007, 2010, and 2013.

Prerequisites

Before starting the signing step, it is helpful to ensure you have the necessary tools and setup ready. Here are the required prerequisites to add a digital signature to your Microsoft Word document or your Excel workbook. 

A DigiCert® Document Signing Certificate 

To prove your identity and therefore assure document integrity, you need a valid DigiCert® Document Signing Certificate.

This Document Signing Certificate is your digital ‘fingerprint‘, so recipients can confirm that the file did in fact come from you and has not been modified in the time between when you signed it, and when it was received.

This certificate is issued by DigiCert, a highly trusted Certificate Authority (CA), and is associated directly with either a verified organization or an individual verified identity.

A hardware token or USB device containing your certificate (for legacy setups)

If you are using an older signing workflow, your signing certificate might be on a hardware token or USB key provided by DigiCert. The hardware token or USB key contains your private key and is needed whenever you sign a document.

Your signing credentials stay secure and protected from unauthorized access while using the device. You will need to plug the device in and enter your token password before signing anything.

Access to Microsoft Office 2007, 2010, or 2013

The digital signing steps vary slightly based on your Microsoft Office version. Be sure you have access to Microsoft Office 2007, 2010, or 2013, since your menu navigation and signature prompts will differ from release to release.

You will also want to ensure any security updates are installed to maintain compatibility with DigiCert’s digital signing process.

Part 1: Add a Visible Digital Signature

Follow these steps for inserting a visible signature line into your Word or Excel file.

Steps for MS Office 2013, 2010, 2007

  • Insert your DigiCert® Document Signing Certificate token.
  • Open the Word document or Excel spreadsheet you wish to digitally sign.
  • Place the cursor where you want the signature line inserted.
  • Select the Insert tab → Text group → Signature Line → Microsoft Office Signature Line.
  • In the Signature Setup dialog:
    • Enter the signer’s name, title, and email.
    • Add instructions or check “Show sign date.”
  • Press OK to insert the signature line.
  • Right-click the line → Sign.
  • Type your name in the box or select an image for your signature.
  • Select your certificate → Press Sign.
  • Type your token password, and confirm.

The document now has an evident digital signature line, verifying its authenticity.

Part 2: Add an Invisible Digital Signature

In the case of professional settings or automation scenarios, you may want a non-visible digital signature, one that is cryptographically secure but is not visually represented.

Steps for MS Office 2013, 2010, 2007

  • Insert your DigiCert® Document Signing Certificate USB token.
  • Open your Word, Excel, or PowerPoint document.
  • Go to File → Info → Protect Document/Workbook/Presentation → Add a Digital Signature.
  • Choose your commitment option (e.g., “Created and approved this document”).
  • Add your signing purpose and additional optional signer’s information.
  • Click ‘Change’ → Select your certificate.
  • Click ‘Sign’ and enter the token password.
  • You’ll be required to confirm that action.

The document is now marked as final with a small ribbon icon at the bottom — representing that the document is digitally signed.

Also Read: How to Sign a Document in Adobe Acrobat?

Conclusion

Now it’s time for the next step beyond the basic signature.

Protect your documents with Certera’s digital signing solutions – built for compliance, automation, and trust.

Check our Document Signing Certificates, or talk to one of our Certera experts today – and step up your digital signature workflows!