Pp means when signing a document

Add or remove a digital signature in Office files

This article explains digital signatures (also known as digital IDs) and what they can be used for. It also discusses how to use digital signatures in the following Microsoft Office programs: Word, Excel, and PowerPoint.

Content of this article

What is a digital signature?

Signature lines in Word and Excel

Create a signature line in Word or Excel

Sign the signature line in Word or Excel

Remove digital signatures in Word or Excel

Invisible digital signatures in Word, Excel or PowerPoint

Add invisible digital signatures in Word, Excel, or PowerPoint

Remove hidden digital signatures in Word, Excel or PowerPoint

What is a digital signature?

A digital signature is an electronic, encrypted authentication token for digital information such as e-mail messages, macros or electronic documents. A signature confirms that the information came from the person who signed it and that it has not been altered.

Signature certificate and certification authority

Signature certificate To create a digital signature, you must have a signing certificate that confirms identity. When you send a digitally signed macro or document, you also send your certificate and public key. Certificates are issued by a certification authority and can be revoked like a driver's license. A certificate is usually valid for one year, after which the signer must renew a signature certificate or receive a new certificate in order to create an identity.

Certification Authority (CA) A certification authority is an entity that is similar to a notary. It issues digital certificates, signs certificates to verify their validity, and keeps track of which certificates have been revoked or have expired.

What does a digital signature ensure?

  • authenticity The signer is confirmed as the signing person.

  • integrity The content has not been changed or tampered with since it was digitally signed.

  • recognition The origin of the signed content is proven to all parties involved. Disapproval means that the signer denies any association with the signed content.

  • Authentication Signatures in Word, Excel or PowerPoint files that are provided with a time stamp from a secure time stamp server are, under certain conditions, valid as authentication.

To ensure this, the content must be digitally signed by the person creating it using a signature that meets the following criteria:

  • The digital signature is valid.

  • The certificate associated with the digital signature is current (not expired).

  • The signing person or organization, the so-called publisher, is considered to be trustworthy.

    Important:Signed documents with a valid timestamp are assumed to have valid signatures. The age of the signature certificate or the revocation status is irrelevant.

  • The certificate associated with the digital signature was issued for the signing publisher by a trusted certification authority.

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Signature lines in Word and Excel

A signature line is similar to a typical signature placeholder that might appear in a printed document. However, this works differently. When a signature line is included in an Office file, the author can provide information about the intended signature and instructions for the signer. When an electronic copy of the file is sent to the designated signer, that person will see the signature line and a notification that their signature is requested. The signer can:

  • Enter a signature or

  • Select an image of a drawn signature or

  • Write (sign) a signature using the freehand feature of a touchscreen PC

When the signer adds a visual representation of a signature to the document, a digital signature is also added to the document, which is used to authenticate the signer's identity.

Important:A digitally signed document is write-protected to prevent changes.

Create a signature line in Word or Excel

  1. Position the mouse pointer in the document or worksheet where you want to create a signature line.

  2. Click the tab Insert in the group text on the list Signature line, and then click Microsoft Office signature line.

  3. In the dialog box, enter Signature facility Enter the information that should be displayed below the signature line:

    • Proposed Signer The signer's full name

    • Position of the proposed signer The position of the signer (if any)

    • E-mail address of the proposed signer The signer's email address (if required)

    • Instructions for the signer Add instructions for the signer, such as: B. "Before signing the document, please check that the content is correct."

  4. Activate at least one of the following check boxes:

    • Signer is allowed to add comments in the signing dialog box Allow the signer to enter the purpose for signing.

    • Show the signature date in the signature line The date the document was signed is displayed along with the signature.

Tip:Repeat these steps to add more signature lines.

Note:If the document is still unsigned, the message bar appears Signatures displayed. click on Show signaturesto complete the signature process.

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Sign the signature line in Word or Excel

When you sign a signature line, you add a visual representation of your signature and a digital signature.

  1. Right-click the signature line in the file.

    Note:If the file opens in Protected View, click Edit anywayprovided the file is from a reliable source.

  2. Select the option from the menu Sign out.

    • Enter your name in the field next to that X to add a printed version of your signature.

    • click on choose pictureto select an image of your written signature. In the dialog box, locate Select a signature image the location of the signature image file, select the file you want, and then click Choose.

      Hints:

      • On computers owned by users who are using Chinese (Traditional or Simplified Chinese), Korean, or Japanese language versions, the option Temperature stabilized displayed.

      • You can also sign a signature line by double-clicking the signature line. Enter your name next to that X a. Or click the Signature areain the Requested Signatures section the Arrow next to the signature. Select the option from the menu Sign out.

    • Using the ink feature, sign with your name in the box next to the Xto add a handwritten signature (Tablet PC users only).

    • click on Sign.

    • The button Signatures appears at the bottom of the document or worksheet.

The following figure shows the button Signatures.

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Remove digital signatures in Word or Excel

  1. Open the document or worksheet that contains the visible signature you want to remove.

  2. Right-click the signature line.

  3. click on Remove signature.

  4. click on Yes.

Note:You can also remove a signature by clicking the arrow next to the signature in the signature area. click on Remove signature.

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Invisible digital signatures in Word, Excel or PowerPoint

An invisible digital signature, like a visible digital signature line, ensures the authenticity, integrity and origin of a document. Invisible digital signatures can be added to Word documents, Excel workbooks, and PowerPoint presentations.

In a signed document the button Signatures shown at the bottom of the document. In addition, signature information for a signed document is provided in the section information which can be seen after you click the tab file have clicked.

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Add invisible digital signatures in Word, Excel, or PowerPoint

If you want to protect the authenticity of the content of a document, you can add an invisible digital signature to the document. In a signed document the button Signatures shown at the bottom of the document.

  1. Click the tab file.

  2. click on information.

  3. click on Protect document, Protect workbook or Protect presentation.

  4. click on Add digital signature.

  5. Read the Word, Excel, or PowerPoint message, and then click OK.

  6. In the dialog box, enter Sign in The Field Purpose of signing this document the appropriate purpose.

  7. click on Sign.

After digitally signing a file, the button appears Signatures is displayed and the file is then read-only to prevent changes.

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Remove hidden digital signatures in Word, Excel or PowerPoint

  1. Open the document, worksheet, or presentation that contains the invisible signature that you want to remove.

  2. Click the tab file.

  3. click on information.

  4. click on Show signatures.

  5. The document, worksheet, or presentation is displayed again, with the range Signatures is displayed.

  6. Click the arrow next to the signature name.

  7. click on Remove signature.

  8. click on Yes.

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