Office 365 eSignatures: Sign Microsoft Documents With Ease

Office 365 eSignatures

Most businesses have adopted digital solutions for everyday tasks. One popular productivity tool for businesses is Microsoft’s Office 365. You can’t beat it in terms of versatility, from creating documents and spreadsheets to sending emails. Plus, it comes with a built-in function that enables users to create and attach eSignatures for free.

This is vital since integrating electronic signatures is now a common practice. With this innovative solution, businesses see a marked improvement in their document management and workflow.

Do you want to experience these benefits firsthand? In this article, we’ll walk you through the steps of creating Office 365 eSignatures.

Table of Contents

What Is Office 365?

Office 365 is a suite of business tools and a component of Microsoft 365. Its services come with a good number of effective programs that aid in the launch of various businesses. These digital solutions have become a necessity for any business since its functions integrate seamlessly and complement one another.

Word, Excel, PowerPoint, and a few other Microsoft collaborative services are accessible through this platform. That includes:

  • Microsoft Stream
  • OneDrive
  • Planner
  • SharePoint
  • Teams
  • Yammer

Office 365 is cloud-based, so anyone with internet access may enjoy the full range of features from any location and on any device.

office 365 esignature

An Introduction to Office 365 eSignatures

eSignatures serve as an indication that the signer has accepted the document. This is just like any other handwritten signature, minus the paper. Office suite apps allow users to attach eSignatures to a document or email, including:

  • Visible: A visible signature consists of a piece of metadata that contains a mark that can be seen as the signature. It is activated whenever the document is read.
  • Invisible: In an invisible signature, its mark is not seen.

This is a legally binding option that is far more efficient than wet-ink signatures when signing contracts. With the use of eSignatures, users can speed up the signing process, cut down on paper-related costs, and enhance productivity.

You can use this feature in the following applications run by Microsoft 365:

  • Word
  • Excel
  • Outlook

What Are the Benefits of Using Office 365 eSignatures?

Builds trust and integrity

It might be challenging to persuade individuals to trust your company. But luckily, using an eSignature can help you get there a little bit more quickly. Adding an Office 365 signature on your email shows that you are a credible sender.

Also, an eSignature is proof that the document hasn’t been altered or interfered with.

Makes a positive initial impression

This is the simplest but possibly most obvious benefit. Since first impressions are important, an electronic signature presents you and your company as professionals who should be taken seriously.

Therefore, adding Office 365 eSignatures would always appear more professional than none at all.

Helps notarize documents

eSignatures embedded in Microsoft files are time stamped by a trusted server and have the same legal force as a notarization. This is essential for contracts, agreements, and other official forms.

Proves authentication

An eSignature ensures that a party cannot repudiate, meaning, they cannot deny any affiliation to the signed content. Basically, it establishes the authenticity of the signed content for all parties.

How to Add eSignatures in Word

Microsoft Word is the most popular word processing program. Most businesses use Word to create and modify documents and contracts.

Attaching a digital signature to a Word document is easy. However, these instructions are only applicable to Microsoft Word versions 2007, 2010, 2013, 2016, and 2019 and Office 365 Word.

Follow these steps:

  1. In a Word document, position the cursor where you want to add a signature.
  2. Click the Insert tab. Under Text, click the Signature List. Then, select Microsoft Office Signature Line.
  3. In the Signature Setup box that appears, fill up the sections for the signature’s contents. Then, choose your preferences for the signature box.
  4. Right-click the document’s signature box.
  5. Click Select Image to pick a stored image of your signature. You can also manually draw your signature if you have a touchpad. A printed copy of your name may also be typed into the box directly.
  6. Click Sign.

How to Add eSignatures in Excel

It is true that digitally signing Excel files is less common than signing PDF or Word documents. But in some commercial contexts, it is necessary.

Before having a visible signature, a signing certificate is needed to authenticate your identity. These are available through Microsoft partner services and are granted by a certifying body.

Once you have your own signing certificate, perform the following steps:

  1. In an Excel document, position the cursor where you want to add a signature.
  2. Click the Insert tab. Under Text, click the Signature List. Then, select Microsoft Office Signature Line.
  3. In the Signature Setup box that appears, fill up the sections for the signature’s contents. Then, choose your preferences for the signature box.
  4. Right-click the document’s signature box or double-click on the signature line.
  5. If you don’t have any digital signatures available, a pop-up box will ask you if you want to get a digital ID. Click Yes, then follow the instructions.
  6. Then, enter your name and other information.
  7. Click Sign.

How to Add eSignatures in Outlook

Outlook is a platform for sending and receiving emails. It also allows you to affix eSignatures to emails. Here’s how to generate a signature for email that you can add manually or automatically to messages.

  1. Sign in to Outlook.
  2. Click Settings > View all Outlook settings.
  3. Click Mail > Compose and reply.
  4. Type your signature and use the available formatting options under the Email signature tab.
  5. Click Save.

However, Office 365 has significant limitations when it comes to more extensive capabilities for electronic signatures. Due to this, Microsoft may not be a viable option for you if you have shifted to using electronic signatures exclusively. That is why shifting to eSigning solutions like Fill may be the best thing you can do for your business.

office 365 esignature

Use Fill to Create Microsoft Electronic Signatures

Fill delivers one of the simplest and most complete Microsoft 365 integration for eSignatures. Users save a significant amount of time by eliminating the need to print, scan, and fax files to obtain signatures. You can also get a reminder once your electronic document has been signed by other parties.

But there’s more. Fill is compliant with HIPAA, meaning, we are conscious of the necessary healthcare data regulations. Plus, this platform has 256-bit military-grade encryption and signer ID verification for added document security.

Streamline your business’ signing process by integrating Fill with Microsoft. Start using Fill today.

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