How to Insert a Digital Signature in Excel – Fast and Easy

Written by co-founder Kasper Langmann, Microsoft Office Specialist.

If you would like to make your Excel report or document look more legit, you could insert a digital signature.

Doing so may not be that easy especially if you aren’t familiar with the process. Most stick with scanning a paper signature and inserting it as a picture in Excel.

But there’s an easier way — a native approach in Microsoft Office applications like Excel that would enable you to insert a digital signature.

Kasper Langmann, Co-founder of Spreadsheeto

This article will outline those steps. Let’s get started!

*This tutorial is for Excel 2019/Microsoft 365 (for Windows). Got a different version? No problem, you can still follow the exact same steps.

What is a digital signature?

A digital signature, also known as a digital ID, is an encrypted stamp of authentication that will confirm that the document and its contents come from the signer and hasn’t been altered in any way by another.

Here’s an example:

How a digital signature looks like in Excel

In a way, they help validate the identity of the signer.

With Excel, you can insert a signature line and sign it as well for free. But if you want to make it even more legit and authentic, you must obtain a signing certificate from a certificate authority.

Kasper Langmann, Co-founder of Spreadsheeto

Two certificate authorities that Microsoft recommends are:

Take note that certificates from these companies aren’t free.

How to insert a signature line in Excel?

To insert a signature line in Excel, click on a cell where you want to place the signature line and head over to the ‘Insert’ tab.

Go to the insert tab

Then, click the ‘Signature Line’ icon found on the ‘Text’ group.

How to insert a signature line

Excel will then open a window for you to set up the signature line.

Here, all you have to do is supply the information needed such as the signer’s name, title, and email address.

You could also enter an instruction for the signer (if the signer isn’t you) and allow the signer to add a comment in the dialog.

Kasper Langmann, Co-founder of Spreadsheeto

Lastly, you could also show the sign date in the signature line.

How to set up the signature line in Excel

Once you’re satisfied with the setup, click on the ‘OK’ button to insert the signature line.

Here’s how the signature line looks now:

What is a signature line

Looks awesome! 😊

How to sign the document in Excel?

To sign the signature line, ensure first that the data on the spreadsheet is ready and there’s nothing you or the signer has to change.

Once you confirm that there’s nothing you have to edit, double-click on the signature line until an Excel ‘Sign’ window will show up.

Here, you can either type your name on the signature line (if you’re the signer) or insert a picture to use as the signature.

How to sign the signature line

You could also add additional details by clicking on the ‘Details…’ box.

How to add additional signing information

Once you’re satisfied, click on the ‘Sign’ box.

If you haven’t bought any certificate from a certificate authority, Excel will let you know that the certificate cannot be verified.

Kasper Langmann, Co-founder of Spreadsheeto

You can still proceed, however, by clicking on the ‘Yes’ option.

How to use a free digital signature on Excel

Here’s how it looks now:

How to insert a digital signature on Excel for free

Fast and easy!

Wrapping things up…

Inserting a digital signature is a great way to show some information about you or the company behind the report.

If you buy a certificate, you would also be able to protect your document from being tampered with in addition to adding a password on an Excel file.

To easily add a digital signature or ID, all you have to do is insert a signature line first and then, sign it. It’s that simple. 😊

Kasper Langmann, Co-founder of Spreadsheeto