How to insert an electronic signature in Microsoft Excel

While signing a PDF or Word document is more common, you can actually collect e-signatures in Microsoft Excel.

Unfortunately, it's a convoluted process with multiple complex steps. So we've put together a guide for you.

Method 1: Adding a signature line

Excel provides a built-in feature to add a signature line, making it possible for anyone to sign a document digitally.

But be warned: to create a digital signature this way, you'll need a signing certificate. These are issued by a certificate authority or a third-party Microsoft partner.

Once you've got your certificate, follow the tutorial below to digitally sign your Excel document:

1. Open the Excel spreadsheet.

2. Select the cell where you'd like to add a signature field.

3. Choose Insert from the Excel Ribbon. Navigate to Text > Signature Line. > Microsoft Signature Line.

(Source: Microsoft Excel)

4. Add your signer's information and any necessary instructions. You can choose to specify an individual, or leave it open to anyone. There are three fields to fill in:

(Source: Microsoft Excel)

• Signer name: The recipient's name (if you're signing the document, use your own).
• Signer title: The recipient's job title (e.g. "Manager", "Founder").
• Signer email address: The recipient's email address.
• Instructions to the signer: Any guidance you want to include.

5. Decide whether you want to "Allow the signer to add comments in the Sign dialog" and "Show sign date in signature line". If you do, tick the checkboxes.

6. Click OK to add the signature box to your Excel Worksheet.

(Source: Microsoft Excel)

7. Double-click on the Signature Line. If you don't have a Digital ID you'll be prompted to purchase or generate one.

8. If you want to sign immediately, you can create your own digital certificate. Alternatively, you'll have to purchase one from a third-party certificate authority.

9. Once this is done, you can finally add your signature. Click the Signature Line, enter your name into the field in the pop-up, and click Sign.

Method 2: Using an invisible signature field

An invisible signature field is used to authenticate the origin of a document and create a secure link between a signer and the content (e.g. making sure no changes have been made since the signee signed the document).

To create an invisible signature:

1. Open the Excel document.
2. Select File > Info > Protect Workbook.
3. Click Add a Digital Signature.
4. Follow the prompts to sign and finalise.

This will transform the document into read-only mode to prevent modifications, so make sure you've got everything tucked away first.

Why you need a dedicated signature tool instead

While adding a signature to an Excel spreadsheet is feasible, this method falls short in several critical areas.

Here's why a dedicated e-signature solution is vital, especially when compared to the limitations of using signatures in Excel:

1. Compliant signatures:

Ever tried to make sure your Excel signatures are legally binding? It's not as simple as it sounds. Excel doesn't come with built-in compliance checks, so you're left to figure it out on your own.

With a dedicated e-signature solution, you know you're on the right side of the law, without all the guesswork.

(Source: Papersign)

2. Security and authentication

Excel is awesome for lots of things beyond spreadsheets. But advanced encryption and authentication? Not so much. If you want to keep your signed documents safe and sound, a specialized e-signature tool is the way to go.

3. Efficiency and convenience

Let's face it, signing documents in Excel can be a hassle, especially if you have multiple people involved. E-signature platforms take the pain out of the process, letting you sign, share, and store everything electronically. No more printing and scanning!

4. Professionalism and branding

Want to make a strong impression with your documents? Excel's signature options might fall short. A dedicated e-signature platform gives your documents a polished look, with customization options to match your brand.

(Source: Papersign)

5. Accessibility and global reach

Need to get signatures from people all over the world? Excel will slow you down. With a dedicated e-signature platform, you can get those signatures from anywhere, anytime. It's a game-changer for businesses operating across different regions.

6. Cost-effective

Sure, Excel might seem like a budget-friendly option, but think about the hidden costs. The inefficiencies, the lack of compliance, the time spent managing it all. E-signature solutions cut those costs, making the whole process more economical.

(Source: Papersign)

Get started with Papersign

Excel has its strengths. But when it comes to signatures, it's just not a good idea. Moving to a dedicated e-signature platform isn't just a smart move—it's a practical one.

E-sign tools take the stress out of the signing process, while adding a layer of professionalism, and ensuring your signatures are secure and compliant. Overhaul your signing processes with free Papersign account today.

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