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lkAdd or remove a digital signature in Office files
This topic explains digital signatures (also known as digital ID), what they can be used for, and how you can
use digital signatures in Microsoft Office 2010 for Word, Excel, and PowerPoint.
NOTE Digital signatures cannot be created or removed in Microsoft Excel Starter 2010 or Microsoft Word
Starter 2010.
In this article
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 from Word or Excel
Invisible digital signatures in Word, Excel, or PowerPoint
Add invisible digital signatures in Word, Excel, or PowerPoint
Remove invisible digital signatures from Word, Excel, or PowerPoint
What is a digital signature?
Signature lines in Word and Excel
A signature line resembles a typical signature placeholder that might appear in a printed document. However, it
works differently. When a signature line is inserted into an Office file, the author can specify information about
the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended
signer, this person sees the signature line and a notification that their signature is requested. The signer can:
type a signature,
select a signature digital image, or
write a signature by using the inking feature of the Tablet PC.
When the signer adds a visible representation of a signature to the document, a digital signature is added at
the same time to authenticate the signer's identity.
IMPORTANT A digitally-signed document becomes read-only to prevent modifications.
The following image shows the Message Bar alerting you to a signed document in read-only mode.
REDUCING RISK WITH DIGITAL SIGNATURES
Using signature lines in Office 2010 files makes it possible for organizations to reduce risk when you use
electronic transactions and to streamline paper processes for contracts or other agreements. Digital signatures
provide a record of exactly what was signed and can be verified in the future.
When the signer adds a visible signature to the document, a digital signature is added at the same time to
authenticate identity. After a document is digitally signed, it becomes read-only to prevent modifications.
Top of Page
Create a signature line in Word or Excel
1. In the document or worksheet, place your pointer where you want to create a signature line.
2. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office
Signature Line.
3. In the Signature Setup dialog box, type information that will appear beneath the signature line:
� Suggested signer The signer's full name.
� Suggested signer's title The signer's title, if any.
� Suggested signer's e-mail address The signer's e-mail address, if needed.
� Instructions to the signer Add instructions for the signer.
� Allow the signer to add comments in the Sign dialog Allow the signer to type a purpose for
signing.
� Show sign date in signature line Signature date will appear with signature.
4. Click OK.
The following image shows the Signature Setup dialog.
TIP To add additional signature lines, repeat these steps.
NOTE If the document remains unsigned, the Signatures Message Bar appears. Click the View Signatures
button to complete the signature process. Or, in the bar, click the link to go to the Microsoft Backstage view
to learn more about permissions, distribution, and versions of this document.
The following image shows the View Signatures button on the Message Bar.
Top of Page
Sign the signature line in Word or Excel
When you sign a signature line, you add a visible representation of your signature and a digital signature.
1. In the file, right-click the signature line.
NOTE If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.
2. From the menu, select Sign.
� To add a printed version of your signature, type your name in the box next to the X.
The signature line
� To select an image of your written signature, click Select Image. In the Select Signature Image
dialog box, find the location of your signature image file, select the file that you want, and then
click Select.
NOTES
For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language
versions, the Stamp Signature Line option appears.
In addition, you can sign a signature line by double-clicking the signature line. Type your name
next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow
next to the signature. From the menu, select Sign.
� To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X
by using the inking feature.
� Click Sign.
� The red Signatures button appears at the bottom of the document or worksheet.
The following image shows the Signatures button.
Top of Page
Remove digital signatures from 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. From the menu, select Remove Signature.
4. Click Yes.
NOTE In addition, you can remove a signature by clicking the arrow next to the signature in the Signature
Pane. From the menu, select Remove Signature.
Top of Page
Invisible digital signatures in Word, Excel, or PowerPoint
An invisible digital signature, such as a visible digital signature line, assures the authenticity, integrity, and
origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and
PowerPoint presentations.
Signed documents will have the Signatures button at the bottom of the document. In addition, for signed
documents, signature information appears in the Info section in the Backstage view.
Top of Page
Add invisible digital signatures in Word, Excel, or PowerPoint
To protect the authenticity of a document's content, you can add an invisible digital signature. Signed
documents will have the Signatures button at the bottom of the document. In addition, for signed documents,
signature information appears in the Info section of the Backstage view.
1. Click the File tab. The Backstage view appears.
2. Click Info.
3. In the Permissions section, click Protect Document, Protect Workbook or Protect Presentation.
4. From the menu, select Add a Digital Signature.
5. Read the Microsoft Word, Excel, or PowerPoint message, and then click OK.
6. On the Sign dialog, in the Purpose for signing this document box, type the purpose.
7. Click Sign.
After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent
modifications.
The following image shows the Protect Document options.
Top of Page
Remove invisible digital signatures from Word, Excel, or PowerPoint
1. Open the document, worksheet, or presentation that contains the invisible signature you want to
remove.
2. Click the File tab. The Backstage view appears.
3. Click Info.
4. Click View Signatures.
5. The document, worksheet, or presentation view returns, and the Signatures pane appears.
6. Next to the signature name, click the arrow.
7. From the menu, select Remove Signature.
8. Click Yes.
Top of Page
What is a digital signature?
A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail
messages, macros, or electronic documents. A signature confirms that the information originated from the
signer and has not been altered.
SIGNING CERTIFICATE AND CERTIFICATE AUTHORITY
Signing certificate To create a digital signature, you have to have a signing certificate, which proves 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 like a driver’s license, can be revoked. A certificate is
usually valid for a year, after which, the signer must renew, or get a new, a signing certificate to establish
identity.
NOTE You can learn more about public and private keys in this MSDN article.
Certificate authority (CA) A certificate authority is an entity similar to a notary public. It issues digital
certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have
expired. Microsoft Office has several solutions for obtaining certificates through Office Marketplace, Digital
Signing.
DIGITAL SIGNATURE ASSURANCES
Authenticity The signer is confirmed as the signer.
Integrity The content has not been changed or tampered with since it was digitally signed.
Non-repudiation Proves to all parties the origin of the signed content. Repudiation refers to the act
of a signer denying any association with the signed content.
Notarization Signatures in Microsoft Word 2010, Excel 2010, or PowerPoint 2010 files, which are
time stamped by a secure time-stamp server, under certain circumstances, have the validity of a
notarization.
To make these assurances, the content creator must digitally sign the content by using a signature that
satisfies the following criteria:
The digital signature is valid.
The certificate associated with the digital signature is current (not expired).
The signing person or organization, known as the publisher, is trusted.
IMPORTANT Signed documents, which have a valid time stamp, are considered to have valid
signatures, regardless of the age, or revocation status, of the signing certificate.
The certificate associated with the digital signature is issued to the signing publisher by a reputable
certificate authority (CA).
Top of Page
See Also
Add, remove, or modify a trusted location for your files Add, remove, or view a trusted publisher Digitally sign your macro project Obtain a digital certificate to create a digital signature
lkAdd or remove a digital signature in Office files
This topic explains digital signatures (also known as digital ID), what they can be used for, and how you can
use digital signatures in Microsoft Office 2010 for Word, Excel, and PowerPoint.
NOTE Digital signatures cannot be created or removed in Microsoft Excel Starter 2010 or Microsoft Word
Starter 2010.
In this article
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 from Word or Excel
Invisible digital signatures in Word, Excel, or PowerPoint
Add invisible digital signatures in Word, Excel, or PowerPoint
Remove invisible digital signatures from Word, Excel, or PowerPoint
What is a digital signature?
Signature lines in Word and Excel
A signature line resembles a typical signature placeholder that might appear in a printed document. However, it
works differently. When a signature line is inserted into an Office file, the author can specify information about
the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended
signer, this person sees the signature line and a notification that their signature is requested. The signer can:
type a signature,
select a signature digital image, or
write a signature by using the inking feature of the Tablet PC.
When the signer adds a visible representation of a signature to the document, a digital signature is added at
the same time to authenticate the signer's identity.
IMPORTANT A digitally-signed document becomes read-only to prevent modifications.
The following image shows the Message Bar alerting you to a signed document in read-only mode.
REDUCING RISK WITH DIGITAL SIGNATURES
Using signature lines in Office 2010 files makes it possible for organizations to reduce risk when you use
electronic transactions and to streamline paper processes for contracts or other agreements. Digital signatures
provide a record of exactly what was signed and can be verified in the future.
When the signer adds a visible signature to the document, a digital signature is added at the same time to
authenticate identity. After a document is digitally signed, it becomes read-only to prevent modifications.
Top of Page
Create a signature line in Word or Excel
5. In the document or worksheet, place your pointer where you want to create a signature line.
6. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office
Signature Line.
7. In the Signature Setup dialog box, type information that will appear beneath the signature line:
� Suggested signer The signer's full name.
� Suggested signer's title The signer's title, if any.
� Suggested signer's e-mail address The signer's e-mail address, if needed.
� Instructions to the signer Add instructions for the signer.
� Allow the signer to add comments in the Sign dialog Allow the signer to type a purpose for
signing.
� Show sign date in signature line Signature date will appear with signature.
8. Click OK.
The following image shows the Signature Setup dialog.
TIP To add additional signature lines, repeat these steps.
NOTE If the document remains unsigned, the Signatures Message Bar appears. Click the View Signatures
button to complete the signature process. Or, in the bar, click the link to go to the Microsoft Backstage view
to learn more about permissions, distribution, and versions of this document.
The following image shows the View Signatures button on the Message Bar.
Top of Page
Sign the signature line in Word or Excel
When you sign a signature line, you add a visible representation of your signature and a digital signature.
3. In the file, right-click the signature line.
NOTE If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.
4. From the menu, select Sign.
� To add a printed version of your signature, type your name in the box next to the X.
The signature line
� To select an image of your written signature, click Select Image. In the Select Signature Image
dialog box, find the location of your signature image file, select the file that you want, and then
click Select.
NOTES
For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language
versions, the Stamp Signature Line option appears.
In addition, you can sign a signature line by double-clicking the signature line. Type your name
next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow
next to the signature. From the menu, select Sign.
� To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X
by using the inking feature.
� Click Sign.
� The red Signatures button appears at the bottom of the document or worksheet.
The following image shows the Signatures button.
Top of Page
Remove digital signatures from Word or Excel
5. Open the document or worksheet that contains the visible signature you want to remove.
6. Right-click the signature line.
7. From the menu, select Remove Signature.
8. Click Yes.
NOTE In addition, you can remove a signature by clicking the arrow next to the signature in the Signature
Pane. From the menu, select Remove Signature.
Top of Page
Invisible digital signatures in Word, Excel, or PowerPoint
An invisible digital signature, such as a visible digital signature line, assures the authenticity, integrity, and
origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and
PowerPoint presentations.
Signed documents will have the Signatures button at the bottom of the document. In addition, for signed
documents, signature information appears in the Info section in the Backstage view.
Top of Page
Add invisible digital signatures in Word, Excel, or PowerPoint
To protect the authenticity of a document's content, you can add an invisible digital signature. Signed
documents will have the Signatures button at the bottom of the document. In addition, for signed documents,
signature information appears in the Info section of the Backstage view.
8. Click the File tab. The Backstage view appears.
9. Click Info.
10. In the Permissions section, click Protect Document, Protect Workbook or Protect Presentation.
11. From the menu, select Add a Digital Signature.
12. Read the Microsoft Word, Excel, or PowerPoint message, and then click OK.
13. On the Sign dialog, in the Purpose for signing this document box, type the purpose.
14. Click Sign.
After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent
modifications.
The following image shows the Protect Document options.
Top of Page
Remove invisible digital signatures from Word, Excel, or PowerPoint
9. Open the document, worksheet, or presentation that contains the invisible signature you want to
remove.
10. Click the File tab. The Backstage view appears.
11. Click Info.
12. Click View Signatures.
13. The document, worksheet, or presentation view returns, and the Signatures pane appears.
14. Next to the signature name, click the arrow.
15. From the menu, select Remove Signature.
16. Click Yes.
Top of Page
What is a digital signature?
A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail
messages, macros, or electronic documents. A signature confirms that the information originated from the
signer and has not been altered.
SIGNING CERTIFICATE AND CERTIFICATE AUTHORITY
Signing certificate To create a digital signature, you have to have a signing certificate, which proves 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 like a driver’s license, can be revoked. A certificate is
usually valid for a year, after which, the signer must renew, or get a new, a signing certificate to establish
identity.
NOTE You can learn more about public and private keys in this MSDN article.
Certificate authority (CA) A certificate authority is an entity similar to a notary public. It issues digital
certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have
expired. Microsoft Office has several solutions for obtaining certificates through Office Marketplace, Digital
Signing.
DIGITAL SIGNATURE ASSURANCES
Authenticity The signer is confirmed as the signer.
Integrity The content has not been changed or tampered with since it was digitally signed.
Non-repudiation Proves to all parties the origin of the signed content. Repudiation refers to the act
of a signer denying any association with the signed content.
Notarization Signatures in Microsoft Word 2010, Excel 2010, or PowerPoint 2010 files, which are
time stamped by a secure time-stamp server, under certain circumstances, have the validity of a
notarization.
To make these assurances, the content creator must digitally sign the content by using a signature that
satisfies the following criteria:
The digital signature is valid.
The certificate associated with the digital signature is current (not expired).
The signing person or organization, known as the publisher, is trusted.
IMPORTANT Signed documents, which have a valid time stamp, are considered to have valid
signatures, regardless of the age, or revocation status, of the signing certificate.
The certificate associated with the digital signature is issued to the signing publisher by a reputable
certificate authority (CA).
Top of Page
See Also
Add, remove, or modify a trusted location for your files Add, remove, or view a trusted publisher Digitally sign your macro project Obtain a digital certificate to create a digital signature
lkAdd or remove a digital signature in Office files
This topic explains digital signatures (also known as digital ID), what they can be used for, and how you can
use digital signatures in Microsoft Office 2010 for Word, Excel, and PowerPoint.
NOTE Digital signatures cannot be created or removed in Microsoft Excel Starter 2010 or Microsoft Word
Starter 2010.
In this article
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 from Word or Excel
Invisible digital signatures in Word, Excel, or PowerPoint
Add invisible digital signatures in Word, Excel, or PowerPoint
Remove invisible digital signatures from Word, Excel, or PowerPoint
What is a digital signature?
Signature lines in Word and Excel
A signature line resembles a typical signature placeholder that might appear in a printed document. However, it
works differently. When a signature line is inserted into an Office file, the author can specify information about
the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended
signer, this person sees the signature line and a notification that their signature is requested. The signer can:
type a signature,
select a signature digital image, or
write a signature by using the inking feature of the Tablet PC.
When the signer adds a visible representation of a signature to the document, a digital signature is added at
the same time to authenticate the signer's identity.
IMPORTANT A digitally-signed document becomes read-only to prevent modifications.
The following image shows the Message Bar alerting you to a signed document in read-only mode.
REDUCING RISK WITH DIGITAL SIGNATURES
Using signature lines in Office 2010 files makes it possible for organizations to reduce risk when you use
electronic transactions and to streamline paper processes for contracts or other agreements. Digital signatures
provide a record of exactly what was signed and can be verified in the future.
When the signer adds a visible signature to the document, a digital signature is added at the same time to
authenticate identity. After a document is digitally signed, it becomes read-only to prevent modifications.
Top of Page
Create a signature line in Word or Excel
9. In the document or worksheet, place your pointer where you want to create a signature line.
10. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office
Signature Line.
11. In the Signature Setup dialog box, type information that will appear beneath the signature line:
� Suggested signer The signer's full name.
� Suggested signer's title The signer's title, if any.
� Suggested signer's e-mail address The signer's e-mail address, if needed.
� Instructions to the signer Add instructions for the signer.
� Allow the signer to add comments in the Sign dialog Allow the signer to type a purpose for
signing.
� Show sign date in signature line Signature date will appear with signature.
12. Click OK.
The following image shows the Signature Setup dialog.
TIP To add additional signature lines, repeat these steps.
NOTE If the document remains unsigned, the Signatures Message Bar appears. Click the View Signatures
button to complete the signature process. Or, in the bar, click the link to go to the Microsoft Backstage view
to learn more about permissions, distribution, and versions of this document.
The following image shows the View Signatures button on the Message Bar.
Top of Page
Sign the signature line in Word or Excel
When you sign a signature line, you add a visible representation of your signature and a digital signature.
5. In the file, right-click the signature line.
NOTE If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.
6. From the menu, select Sign.
� To add a printed version of your signature, type your name in the box next to the X.
The signature line
� To select an image of your written signature, click Select Image. In the Select Signature Image
dialog box, find the location of your signature image file, select the file that you want, and then
click Select.
NOTES
For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language
versions, the Stamp Signature Line option appears.
In addition, you can sign a signature line by double-clicking the signature line. Type your name
next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow
next to the signature. From the menu, select Sign.
� To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X
by using the inking feature.
� Click Sign.
� The red Signatures button appears at the bottom of the document or worksheet.
The following image shows the Signatures button.
Top of Page
Remove digital signatures from Word or Excel
9. Open the document or worksheet that contains the visible signature you want to remove.
10. Right-click the signature line.
11. From the menu, select Remove Signature.
12. Click Yes.
NOTE In addition, you can remove a signature by clicking the arrow next to the signature in the Signature
Pane. From the menu, select Remove Signature.
Top of Page
Invisible digital signatures in Word, Excel, or PowerPoint
An invisible digital signature, such as a visible digital signature line, assures the authenticity, integrity, and
origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and
PowerPoint presentations.
Signed documents will have the Signatures button at the bottom of the document. In addition, for signed
documents, signature information appears in the Info section in the Backstage view.
Top of Page
Add invisible digital signatures in Word, Excel, or PowerPoint
To protect the authenticity of a document's content, you can add an invisible digital signature. Signed
documents will have the Signatures button at the bottom of the document. In addition, for signed documents,
signature information appears in the Info section of the Backstage view.
15. Click the File tab. The Backstage view appears.
16. Click Info.
17. In the Permissions section, click Protect Document, Protect Workbook or Protect Presentation.
18. From the menu, select Add a Digital Signature.
19. Read the Microsoft Word, Excel, or PowerPoint message, and then click OK.
20. On the Sign dialog, in the Purpose for signing this document box, type the purpose.
21. Click Sign.
After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent
modifications.
The following image shows the Protect Document options.
Top of Page
Remove invisible digital signatures from Word, Excel, or PowerPoint
17. Open the document, worksheet, or presentation that contains the invisible signature you want to
remove.
18. Click the File tab. The Backstage view appears.
19. Click Info.
20. Click View Signatures.
21. The document, worksheet, or presentation view returns, and the Signatures pane appears.
22. Next to the signature name, click the arrow.
23. From the menu, select Remove Signature.
24. Click Yes.
Top of Page
What is a digital signature?
A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail
messages, macros, or electronic documents. A signature confirms that the information originated from the
signer and has not been altered.
SIGNING CERTIFICATE AND CERTIFICATE AUTHORITY
Signing certificate To create a digital signature, you have to have a signing certificate, which proves 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 like a driver’s license, can be revoked. A certificate is
usually valid for a year, after which, the signer must renew, or get a new, a signing certificate to establish
identity.
NOTE You can learn more about public and private keys in this MSDN article.
Certificate authority (CA) A certificate authority is an entity similar to a notary public. It issues digital
certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have
expired. Microsoft Office has several solutions for obtaining certificates through Office Marketplace, Digital
Signing.
DIGITAL SIGNATURE ASSURANCES
Authenticity The signer is confirmed as the signer.
Integrity The content has not been changed or tampered with since it was digitally signed.
Non-repudiation Proves to all parties the origin of the signed content. Repudiation refers to the act
of a signer denying any association with the signed content.
Notarization Signatures in Microsoft Word 2010, Excel 2010, or PowerPoint 2010 files, which are
time stamped by a secure time-stamp server, under certain circumstances, have the validity of a
notarization.
To make these assurances, the content creator must digitally sign the content by using a signature that
satisfies the following criteria:
The digital signature is valid.
The certificate associated with the digital signature is current (not expired).
The signing person or organization, known as the publisher, is trusted.
IMPORTANT Signed documents, which have a valid time stamp, are considered to have valid
signatures, regardless of the age, or revocation status, of the signing certificate.
The certificate associated with the digital signature is issued to the signing publisher by a reputable
certificate authority (CA).
Top of Page
See Also
Add, remove, or modify a trusted location for your files Add, remove, or view a trusted publisher Digitally sign your macro project Obtain a digital certificate to create a digital signature
lkAdd or remove a digital signature in Office files
This topic explains digital signatures (also known as digital ID), what they can be used for, and how you can
use digital signatures in Microsoft Office 2010 for Word, Excel, and PowerPoint.
NOTE Digital signatures cannot be created or removed in Microsoft Excel Starter 2010 or Microsoft Word
Starter 2010.
In this article
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 from Word or Excel
Invisible digital signatures in Word, Excel, or PowerPoint
Add invisible digital signatures in Word, Excel, or PowerPoint
Remove invisible digital signatures from Word, Excel, or PowerPoint
What is a digital signature?
Signature lines in Word and Excel
A signature line resembles a typical signature placeholder that might appear in a printed document. However, it
works differently. When a signature line is inserted into an Office file, the author can specify information about
the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended
signer, this person sees the signature line and a notification that their signature is requested. The signer can:
type a signature,
select a signature digital image, or
write a signature by using the inking feature of the Tablet PC.
When the signer adds a visible representation of a signature to the document, a digital signature is added at
the same time to authenticate the signer's identity.
IMPORTANT A digitally-signed document becomes read-only to prevent modifications.
The following image shows the Message Bar alerting you to a signed document in read-only mode.
REDUCING RISK WITH DIGITAL SIGNATURES
Using signature lines in Office 2010 files makes it possible for organizations to reduce risk when you use
electronic transactions and to streamline paper processes for contracts or other agreements. Digital signatures
provide a record of exactly what was signed and can be verified in the future.
When the signer adds a visible signature to the document, a digital signature is added at the same time to
authenticate identity. After a document is digitally signed, it becomes read-only to prevent modifications.
Top of Page
Create a signature line in Word or Excel
13. In the document or worksheet, place your pointer where you want to create a signature line.
14. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office
Signature Line.
15. In the Signature Setup dialog box, type information that will appear beneath the signature line:
� Suggested signer The signer's full name.
� Suggested signer's title The signer's title, if any.
� Suggested signer's e-mail address The signer's e-mail address, if needed.
� Instructions to the signer Add instructions for the signer.
� Allow the signer to add comments in the Sign dialog Allow the signer to type a purpose for
signing.
� Show sign date in signature line Signature date will appear with signature.
16. Click OK.
The following image shows the Signature Setup dialog.
TIP To add additional signature lines, repeat these steps.
NOTE If the document remains unsigned, the Signatures Message Bar appears. Click the View Signatures
button to complete the signature process. Or, in the bar, click the link to go to the Microsoft Backstage view
to learn more about permissions, distribution, and versions of this document.
The following image shows the View Signatures button on the Message Bar.
Top of Page
Sign the signature line in Word or Excel
When you sign a signature line, you add a visible representation of your signature and a digital signature.
7. In the file, right-click the signature line.
NOTE If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.
8. From the menu, select Sign.
� To add a printed version of your signature, type your name in the box next to the X.
The signature line
� To select an image of your written signature, click Select Image. In the Select Signature Image
dialog box, find the location of your signature image file, select the file that you want, and then
click Select.
NOTES
For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language
versions, the Stamp Signature Line option appears.
In addition, you can sign a signature line by double-clicking the signature line. Type your name
next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow
next to the signature. From the menu, select Sign.
� To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X
by using the inking feature.
� Click Sign.
� The red Signatures button appears at the bottom of the document or worksheet.
The following image shows the Signatures button.
Top of Page
Remove digital signatures from Word or Excel
13. Open the document or worksheet that contains the visible signature you want to remove.
14. Right-click the signature line.
15. From the menu, select Remove Signature.
16. Click Yes.
NOTE In addition, you can remove a signature by clicking the arrow next to the signature in the Signature
Pane. From the menu, select Remove Signature.
Top of Page
Invisible digital signatures in Word, Excel, or PowerPoint
An invisible digital signature, such as a visible digital signature line, assures the authenticity, integrity, and
origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and
PowerPoint presentations.
Signed documents will have the Signatures button at the bottom of the document. In addition, for signed
documents, signature information appears in the Info section in the Backstage view.
Top of Page
Add invisible digital signatures in Word, Excel, or PowerPoint
To protect the authenticity of a document's content, you can add an invisible digital signature. Signed
documents will have the Signatures button at the bottom of the document. In addition, for signed documents,
signature information appears in the Info section of the Backstage view.
22. Click the File tab. The Backstage view appears.
23. Click Info.
24. In the Permissions section, click Protect Document, Protect Workbook or Protect Presentation.
25. From the menu, select Add a Digital Signature.
26. Read the Microsoft Word, Excel, or PowerPoint message, and then click OK.
27. On the Sign dialog, in the Purpose for signing this document box, type the purpose.
28. Click Sign.
After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent
modifications.
The following image shows the Protect Document options.
Top of Page
Remove invisible digital signatures from Word, Excel, or PowerPoint
25. Open the document, worksheet, or presentation that contains the invisible signature you want to
remove.
26. Click the File tab. The Backstage view appears.
27. Click Info.
28. Click View Signatures.
29. The document, worksheet, or presentation view returns, and the Signatures pane appears.
30. Next to the signature name, click the arrow.
31. From the menu, select Remove Signature.
32. Click Yes.
Top of Page
What is a digital signature?
A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail
messages, macros, or electronic documents. A signature confirms that the information originated from the
signer and has not been altered.
SIGNING CERTIFICATE AND CERTIFICATE AUTHORITY
Signing certificate To create a digital signature, you have to have a signing certificate, which proves 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 like a driver’s license, can be revoked. A certificate is
usually valid for a year, after which, the signer must renew, or get a new, a signing certificate to establish
identity.
NOTE You can learn more about public and private keys in this MSDN article.
Certificate authority (CA) A certificate authority is an entity similar to a notary public. It issues digital
certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have
expired. Microsoft Office has several solutions for obtaining certificates through Office Marketplace, Digital
Signing.
DIGITAL SIGNATURE ASSURANCES
Authenticity The signer is confirmed as the signer.
Integrity The content has not been changed or tampered with since it was digitally signed.
Non-repudiation Proves to all parties the origin of the signed content. Repudiation refers to the act
of a signer denying any association with the signed content.
Notarization Signatures in Microsoft Word 2010, Excel 2010, or PowerPoint 2010 files, which are
time stamped by a secure time-stamp server, under certain circumstances, have the validity of a
notarization.
To make these assurances, the content creator must digitally sign the content by using a signature that
satisfies the following criteria:
The digital signature is valid.
The certificate associated with the digital signature is current (not expired).
The signing person or organization, known as the publisher, is trusted.
IMPORTANT Signed documents, which have a valid time stamp, are considered to have valid
signatures, regardless of the age, or revocation status, of the signing certificate.
The certificate associated with the digital signature is issued to the signing publisher by a reputable
certificate authority (CA).
Top of Page
See Also
Add, remove, or modify a trusted location for your files Add, remove, or view a trusted publisher Digitally sign your macro project Obtain a digital certificate to create a digital signature
lkAdd or remove a digital signature in Office files
This topic explains digital signatures (also known as digital ID), what they can be used for, and how you can
use digital signatures in Microsoft Office 2010 for Word, Excel, and PowerPoint.
NOTE Digital signatures cannot be created or removed in Microsoft Excel Starter 2010 or Microsoft Word
Starter 2010.
In this article
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 from Word or Excel
Invisible digital signatures in Word, Excel, or PowerPoint
Add invisible digital signatures in Word, Excel, or PowerPoint
Remove invisible digital signatures from Word, Excel, or PowerPoint
What is a digital signature?
Signature lines in Word and Excel
A signature line resembles a typical signature placeholder that might appear in a printed document. However, it
works differently. When a signature line is inserted into an Office file, the author can specify information about
the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended
signer, this person sees the signature line and a notification that their signature is requested. The signer can:
type a signature,
select a signature digital image, or
write a signature by using the inking feature of the Tablet PC.
When the signer adds a visible representation of a signature to the document, a digital signature is added at
the same time to authenticate the signer's identity.
IMPORTANT A digitally-signed document becomes read-only to prevent modifications.
The following image shows the Message Bar alerting you to a signed document in read-only mode.
REDUCING RISK WITH DIGITAL SIGNATURES
Using signature lines in Office 2010 files makes it possible for organizations to reduce risk when you use
electronic transactions and to streamline paper processes for contracts or other agreements. Digital signatures
provide a record of exactly what was signed and can be verified in the future.
When the signer adds a visible signature to the document, a digital signature is added at the same time to
authenticate identity. After a document is digitally signed, it becomes read-only to prevent modifications.
Top of Page
Create a signature line in Word or Excel
17. In the document or worksheet, place your pointer where you want to create a signature line.
18. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office
Signature Line.
19. In the Signature Setup dialog box, type information that will appear beneath the signature line:
� Suggested signer The signer's full name.
� Suggested signer's title The signer's title, if any.
� Suggested signer's e-mail address The signer's e-mail address, if needed.
� Instructions to the signer Add instructions for the signer.
� Allow the signer to add comments in the Sign dialog Allow the signer to type a purpose for
signing.
� Show sign date in signature line Signature date will appear with signature.
20. Click OK.
The following image shows the Signature Setup dialog.
TIP To add additional signature lines, repeat these steps.
NOTE If the document remains unsigned, the Signatures Message Bar appears. Click the View Signatures
button to complete the signature process. Or, in the bar, click the link to go to the Microsoft Backstage view
to learn more about permissions, distribution, and versions of this document.
The following image shows the View Signatures button on the Message Bar.
Top of Page
Sign the signature line in Word or Excel
When you sign a signature line, you add a visible representation of your signature and a digital signature.
9. In the file, right-click the signature line.
NOTE If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.
10. From the menu, select Sign.
� To add a printed version of your signature, type your name in the box next to the X.
The signature line
� To select an image of your written signature, click Select Image. In the Select Signature Image
dialog box, find the location of your signature image file, select the file that you want, and then
click Select.
NOTES
For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language
versions, the Stamp Signature Line option appears.
In addition, you can sign a signature line by double-clicking the signature line. Type your name
next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow
next to the signature. From the menu, select Sign.
� To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X
by using the inking feature.
� Click Sign.
� The red Signatures button appears at the bottom of the document or worksheet.
The following image shows the Signatures button.
Top of Page
Remove digital signatures from Word or Excel
17. Open the document or worksheet that contains the visible signature you want to remove.
18. Right-click the signature line.
19. From the menu, select Remove Signature.
20. Click Yes.
NOTE In addition, you can remove a signature by clicking the arrow next to the signature in the Signature
Pane. From the menu, select Remove Signature.
Top of Page
Invisible digital signatures in Word, Excel, or PowerPoint
An invisible digital signature, such as a visible digital signature line, assures the authenticity, integrity, and
origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and
PowerPoint presentations.
Signed documents will have the Signatures button at the bottom of the document. In addition, for signed
documents, signature information appears in the Info section in the Backstage view.
Top of Page
Add invisible digital signatures in Word, Excel, or PowerPoint
To protect the authenticity of a document's content, you can add an invisible digital signature. Signed
documents will have the Signatures button at the bottom of the document. In addition, for signed documents,
signature information appears in the Info section of the Backstage view.
29. Click the File tab. The Backstage view appears.
30. Click Info.
31. In the Permissions section, click Protect Document, Protect Workbook or Protect Presentation.
32. From the menu, select Add a Digital Signature.
33. Read the Microsoft Word, Excel, or PowerPoint message, and then click OK.
34. On the Sign dialog, in the Purpose for signing this document box, type the purpose.
35. Click Sign.
After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent
modifications.
The following image shows the Protect Document options.
Top of Page
Remove invisible digital signatures from Word, Excel, or PowerPoint
33. Open the document, worksheet, or presentation that contains the invisible signature you want to
remove.
34. Click the File tab. The Backstage view appears.
35. Click Info.
36. Click View Signatures.
37. The document, worksheet, or presentation view returns, and the Signatures pane appears.
38. Next to the signature name, click the arrow.
39. From the menu, select Remove Signature.
40. Click Yes.
Top of Page
What is a digital signature?
A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail
messages, macros, or electronic documents. A signature confirms that the information originated from the
signer and has not been altered.
SIGNING CERTIFICATE AND CERTIFICATE AUTHORITY
Signing certificate To create a digital signature, you have to have a signing certificate, which proves 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 like a driver’s license, can be revoked. A certificate is
usually valid for a year, after which, the signer must renew, or get a new, a signing certificate to establish
identity.
NOTE You can learn more about public and private keys in this MSDN article.
Certificate authority (CA) A certificate authority is an entity similar to a notary public. It issues digital
certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have
expired. Microsoft Office has several solutions for obtaining certificates through Office Marketplace, Digital
Signing.
DIGITAL SIGNATURE ASSURANCES
Authenticity The signer is confirmed as the signer.
Integrity The content has not been changed or tampered with since it was digitally signed.
Non-repudiation Proves to all parties the origin of the signed content. Repudiation refers to the act
of a signer denying any association with the signed content.
Notarization Signatures in Microsoft Word 2010, Excel 2010, or PowerPoint 2010 files, which are
time stamped by a secure time-stamp server, under certain circumstances, have the validity of a
notarization.
To make these assurances, the content creator must digitally sign the content by using a signature that
satisfies the following criteria:
The digital signature is valid.
The certificate associated with the digital signature is current (not expired).
The signing person or organization, known as the publisher, is trusted.
IMPORTANT Signed documents, which have a valid time stamp, are considered to have valid
signatures, regardless of the age, or revocation status, of the signing certificate.
The certificate associated with the digital signature is issued to the signing publisher by a reputable
certificate authority (CA).
Top of Page
See Also
Add, remove, or modify a trusted location for your files Add, remove, or view a trusted publisher Digitally sign your macro project Obtain a digital certificate to create a digital signature
lkAdd or remove a digital signature in Office files
This topic explains digital signatures (also known as digital ID), what they can be used for, and how you can
use digital signatures in Microsoft Office 2010 for Word, Excel, and PowerPoint.
NOTE Digital signatures cannot be created or removed in Microsoft Excel Starter 2010 or Microsoft Word
Starter 2010.
In this article
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 from Word or Excel
Invisible digital signatures in Word, Excel, or PowerPoint
Add invisible digital signatures in Word, Excel, or PowerPoint
Remove invisible digital signatures from Word, Excel, or PowerPoint
What is a digital signature?
Signature lines in Word and Excel
A signature line resembles a typical signature placeholder that might appear in a printed document. However, it
works differently. When a signature line is inserted into an Office file, the author can specify information about
the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended
signer, this person sees the signature line and a notification that their signature is requested. The signer can:
type a signature,
select a signature digital image, or
write a signature by using the inking feature of the Tablet PC.
When the signer adds a visible representation of a signature to the document, a digital signature is added at
the same time to authenticate the signer's identity.
IMPORTANT A digitally-signed document becomes read-only to prevent modifications.
The following image shows the Message Bar alerting you to a signed document in read-only mode.
REDUCING RISK WITH DIGITAL SIGNATURES
Using signature lines in Office 2010 files makes it possible for organizations to reduce risk when you use
electronic transactions and to streamline paper processes for contracts or other agreements. Digital signatures
provide a record of exactly what was signed and can be verified in the future.
When the signer adds a visible signature to the document, a digital signature is added at the same time to
authenticate identity. After a document is digitally signed, it becomes read-only to prevent modifications.
Top of Page
Create a signature line in Word or Excel
21. In the document or worksheet, place your pointer where you want to create a signature line.
22. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office
Signature Line.
23. In the Signature Setup dialog box, type information that will appear beneath the signature line:
� Suggested signer The signer's full name.
� Suggested signer's title The signer's title, if any.
� Suggested signer's e-mail address The signer's e-mail address, if needed.
� Instructions to the signer Add instructions for the signer.
� Allow the signer to add comments in the Sign dialog Allow the signer to type a purpose for
signing.
� Show sign date in signature line Signature date will appear with signature.
24. Click OK.
The following image shows the Signature Setup dialog.
TIP To add additional signature lines, repeat these steps.
NOTE If the document remains unsigned, the Signatures Message Bar appears. Click the View Signatures
button to complete the signature process. Or, in the bar, click the link to go to the Microsoft Backstage view
to learn more about permissions, distribution, and versions of this document.
The following image shows the View Signatures button on the Message Bar.
Top of Page
Sign the signature line in Word or Excel
When you sign a signature line, you add a visible representation of your signature and a digital signature.
11. In the file, right-click the signature line.
NOTE If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.
12. From the menu, select Sign.
� To add a printed version of your signature, type your name in the box next to the X.
The signature line
� To select an image of your written signature, click Select Image. In the Select Signature Image
dialog box, find the location of your signature image file, select the file that you want, and then
click Select.
NOTES
For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language
versions, the Stamp Signature Line option appears.
In addition, you can sign a signature line by double-clicking the signature line. Type your name
next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow
next to the signature. From the menu, select Sign.
� To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X
by using the inking feature.
� Click Sign.
� The red Signatures button appears at the bottom of the document or worksheet.
The following image shows the Signatures button.
Top of Page
Remove digital signatures from Word or Excel
21. Open the document or worksheet that contains the visible signature you want to remove.
22. Right-click the signature line.
23. From the menu, select Remove Signature.
24. Click Yes.
NOTE In addition, you can remove a signature by clicking the arrow next to the signature in the Signature
Pane. From the menu, select Remove Signature.
Top of Page
Invisible digital signatures in Word, Excel, or PowerPoint
An invisible digital signature, such as a visible digital signature line, assures the authenticity, integrity, and
origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and
PowerPoint presentations.
Signed documents will have the Signatures button at the bottom of the document. In addition, for signed
documents, signature information appears in the Info section in the Backstage view.
Top of Page
Add invisible digital signatures in Word, Excel, or PowerPoint
To protect the authenticity of a document's content, you can add an invisible digital signature. Signed
documents will have the Signatures button at the bottom of the document. In addition, for signed documents,
signature information appears in the Info section of the Backstage view.
36. Click the File tab. The Backstage view appears.
37. Click Info.
38. In the Permissions section, click Protect Document, Protect Workbook or Protect Presentation.
39. From the menu, select Add a Digital Signature.
40. Read the Microsoft Word, Excel, or PowerPoint message, and then click OK.
41. On the Sign dialog, in the Purpose for signing this document box, type the purpose.
42. Click Sign.
After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent
modifications.
The following image shows the Protect Document options.
Top of Page
Remove invisible digital signatures from Word, Excel, or PowerPoint
41. Open the document, worksheet, or presentation that contains the invisible signature you want to
remove.
42. Click the File tab. The Backstage view appears.
43. Click Info.
44. Click View Signatures.
45. The document, worksheet, or presentation view returns, and the Signatures pane appears.
46. Next to the signature name, click the arrow.
47. From the menu, select Remove Signature.
48. Click Yes.
Top of Page
What is a digital signature?
A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail
messages, macros, or electronic documents. A signature confirms that the information originated from the
signer and has not been altered.
SIGNING CERTIFICATE AND CERTIFICATE AUTHORITY
Signing certificate To create a digital signature, you have to have a signing certificate, which proves 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 like a driver’s license, can be revoked. A certificate is
usually valid for a year, after which, the signer must renew, or get a new, a signing certificate to establish
identity.
NOTE You can learn more about public and private keys in this MSDN article.
Certificate authority (CA) A certificate authority is an entity similar to a notary public. It issues digital
certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have
expired. Microsoft Office has several solutions for obtaining certificates through Office Marketplace, Digital
Signing.
DIGITAL SIGNATURE ASSURANCES
Authenticity The signer is confirmed as the signer.
Integrity The content has not been changed or tampered with since it was digitally signed.
Non-repudiation Proves to all parties the origin of the signed content. Repudiation refers to the act
of a signer denying any association with the signed content.
Notarization Signatures in Microsoft Word 2010, Excel 2010, or PowerPoint 2010 files, which are
time stamped by a secure time-stamp server, under certain circumstances, have the validity of a
notarization.
To make these assurances, the content creator must digitally sign the content by using a signature that
satisfies the following criteria:
The digital signature is valid.
The certificate associated with the digital signature is current (not expired).
The signing person or organization, known as the publisher, is trusted.
IMPORTANT Signed documents, which have a valid time stamp, are considered to have valid
signatures, regardless of the age, or revocation status, of the signing certificate.
The certificate associated with the digital signature is issued to the signing publisher by a reputable
certificate authority (CA).
Top of Page
See Also
Add, remove, or modify a trusted location for your files Add, remove, or view a trusted publisher Digitally sign your macro project Obtain a digital certificate to create a digital signature
lkAdd or remove a digital signature in Office files
This topic explains digital signatures (also known as digital ID), what they can be used for, and how you can
use digital signatures in Microsoft Office 2010 for Word, Excel, and PowerPoint.
NOTE Digital signatures cannot be created or removed in Microsoft Excel Starter 2010 or Microsoft Word
Starter 2010.
In this article
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 from Word or Excel
Invisible digital signatures in Word, Excel, or PowerPoint
Add invisible digital signatures in Word, Excel, or PowerPoint
Remove invisible digital signatures from Word, Excel, or PowerPoint
What is a digital signature?
Signature lines in Word and Excel
A signature line resembles a typical signature placeholder that might appear in a printed document. However, it
works differently. When a signature line is inserted into an Office file, the author can specify information about
the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended
signer, this person sees the signature line and a notification that their signature is requested. The signer can:
type a signature,
select a signature digital image, or
write a signature by using the inking feature of the Tablet PC.
When the signer adds a visible representation of a signature to the document, a digital signature is added at
the same time to authenticate the signer's identity.
IMPORTANT A digitally-signed document becomes read-only to prevent modifications.
The following image shows the Message Bar alerting you to a signed document in read-only mode.
REDUCING RISK WITH DIGITAL SIGNATURES
Using signature lines in Office 2010 files makes it possible for organizations to reduce risk when you use
electronic transactions and to streamline paper processes for contracts or other agreements. Digital signatures
provide a record of exactly what was signed and can be verified in the future.
When the signer adds a visible signature to the document, a digital signature is added at the same time to
authenticate identity. After a document is digitally signed, it becomes read-only to prevent modifications.
Top of Page
Create a signature line in Word or Excel
25. In the document or worksheet, place your pointer where you want to create a signature line.
26. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office
Signature Line.
27. In the Signature Setup dialog box, type information that will appear beneath the signature line:
� Suggested signer The signer's full name.
� Suggested signer's title The signer's title, if any.
� Suggested signer's e-mail address The signer's e-mail address, if needed.
� Instructions to the signer Add instructions for the signer.
� Allow the signer to add comments in the Sign dialog Allow the signer to type a purpose for
signing.
� Show sign date in signature line Signature date will appear with signature.
28. Click OK.
The following image shows the Signature Setup dialog.
TIP To add additional signature lines, repeat these steps.
NOTE If the document remains unsigned, the Signatures Message Bar appears. Click the View Signatures
button to complete the signature process. Or, in the bar, click the link to go to the Microsoft Backstage view
to learn more about permissions, distribution, and versions of this document.
The following image shows the View Signatures button on the Message Bar.
Top of Page
Sign the signature line in Word or Excel
When you sign a signature line, you add a visible representation of your signature and a digital signature.
13. In the file, right-click the signature line.
NOTE If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.
14. From the menu, select Sign.
� To add a printed version of your signature, type your name in the box next to the X.
The signature line
� To select an image of your written signature, click Select Image. In the Select Signature Image
dialog box, find the location of your signature image file, select the file that you want, and then
click Select.
NOTES
For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language
versions, the Stamp Signature Line option appears.
In addition, you can sign a signature line by double-clicking the signature line. Type your name
next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow
next to the signature. From the menu, select Sign.
� To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X
by using the inking feature.
� Click Sign.
� The red Signatures button appears at the bottom of the document or worksheet.
The following image shows the Signatures button.
Top of Page
Remove digital signatures from Word or Excel
25. Open the document or worksheet that contains the visible signature you want to remove.
26. Right-click the signature line.
27. From the menu, select Remove Signature.
28. Click Yes.
NOTE In addition, you can remove a signature by clicking the arrow next to the signature in the Signature
Pane. From the menu, select Remove Signature.
Top of Page
Invisible digital signatures in Word, Excel, or PowerPoint
An invisible digital signature, such as a visible digital signature line, assures the authenticity, integrity, and
origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and
PowerPoint presentations.
Signed documents will have the Signatures button at the bottom of the document. In addition, for signed
documents, signature information appears in the Info section in the Backstage view.
Top of Page
Add invisible digital signatures in Word, Excel, or PowerPoint
To protect the authenticity of a document's content, you can add an invisible digital signature. Signed
documents will have the Signatures button at the bottom of the document. In addition, for signed documents,
signature information appears in the Info section of the Backstage view.
43. Click the File tab. The Backstage view appears.
44. Click Info.
45. In the Permissions section, click Protect Document, Protect Workbook or Protect Presentation.
46. From the menu, select Add a Digital Signature.
47. Read the Microsoft Word, Excel, or PowerPoint message, and then click OK.
48. On the Sign dialog, in the Purpose for signing this document box, type the purpose.
49. Click Sign.
After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent
modifications.
The following image shows the Protect Document options.
Top of Page
Remove invisible digital signatures from Word, Excel, or PowerPoint
49. Open the document, worksheet, or presentation that contains the invisible signature you want to
remove.
50. Click the File tab. The Backstage view appears.
51. Click Info.
52. Click View Signatures.
53. The document, worksheet, or presentation view returns, and the Signatures pane appears.
54. Next to the signature name, click the arrow.
55. From the menu, select Remove Signature.
56. Click Yes.
Top of Page
What is a digital signature?
A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail
messages, macros, or electronic documents. A signature confirms that the information originated from the
signer and has not been altered.
SIGNING CERTIFICATE AND CERTIFICATE AUTHORITY
Signing certificate To create a digital signature, you have to have a signing certificate, which proves 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 like a driver’s license, can be revoked. A certificate is
usually valid for a year, after which, the signer must renew, or get a new, a signing certificate to establish
identity.
NOTE You can learn more about public and private keys in this MSDN article.
Certificate authority (CA) A certificate authority is an entity similar to a notary public. It issues digital
certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have
expired. Microsoft Office has several solutions for obtaining certificates through Office Marketplace, Digital
Signing.
DIGITAL SIGNATURE ASSURANCES
Authenticity The signer is confirmed as the signer.
Integrity The content has not been changed or tampered with since it was digitally signed.
Non-repudiation Proves to all parties the origin of the signed content. Repudiation refers to the act
of a signer denying any association with the signed content.
Notarization Signatures in Microsoft Word 2010, Excel 2010, or PowerPoint 2010 files, which are
time stamped by a secure time-stamp server, under certain circumstances, have the validity of a
notarization.
To make these assurances, the content creator must digitally sign the content by using a signature that
satisfies the following criteria:
The digital signature is valid.
The certificate associated with the digital signature is current (not expired).
The signing person or organization, known as the publisher, is trusted.
IMPORTANT Signed documents, which have a valid time stamp, are considered to have valid
signatures, regardless of the age, or revocation status, of the signing certificate.
The certificate associated with the digital signature is issued to the signing publisher by a reputable
certificate authority (CA).
Top of Page
See Also
Add, remove, or modify a trusted location for your files Add, remove, or view a trusted publisher Digitally sign your macro project Obtain a digital certificate to create a digital signature
lkAdd or remove a digital signature in Office files
This topic explains digital signatures (also known as digital ID), what they can be used for, and how you can
use digital signatures in Microsoft Office 2010 for Word, Excel, and PowerPoint.
NOTE Digital signatures cannot be created or removed in Microsoft Excel Starter 2010 or Microsoft Word
Starter 2010.
In this article
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 from Word or Excel
Invisible digital signatures in Word, Excel, or PowerPoint
Add invisible digital signatures in Word, Excel, or PowerPoint
Remove invisible digital signatures from Word, Excel, or PowerPoint
What is a digital signature?
Signature lines in Word and Excel
A signature line resembles a typical signature placeholder that might appear in a printed document. However, it
works differently. When a signature line is inserted into an Office file, the author can specify information about
the intended signer, and instructions for the signer. When an electronic copy of the file is sent to the intended
signer, this person sees the signature line and a notification that their signature is requested. The signer can:
type a signature,
select a signature digital image, or
write a signature by using the inking feature of the Tablet PC.
When the signer adds a visible representation of a signature to the document, a digital signature is added at
the same time to authenticate the signer's identity.
IMPORTANT A digitally-signed document becomes read-only to prevent modifications.
The following image shows the Message Bar alerting you to a signed document in read-only mode.
REDUCING RISK WITH DIGITAL SIGNATURES
Using signature lines in Office 2010 files makes it possible for organizations to reduce risk when you use
electronic transactions and to streamline paper processes for contracts or other agreements. Digital signatures
provide a record of exactly what was signed and can be verified in the future.
When the signer adds a visible signature to the document, a digital signature is added at the same time to
authenticate identity. After a document is digitally signed, it becomes read-only to prevent modifications.
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Create a signature line in Word or Excel
29. In the document or worksheet, place your pointer where you want to create a signature line.
30. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office
Signature Line.
31. In the Signature Setup dialog box, type information that will appear beneath the signature line:
� Suggested signer The signer's full name.
� Suggested signer's title The signer's title, if any.
� Suggested signer's e-mail address The signer's e-mail address, if needed.
� Instructions to the signer Add instructions for the signer.
� Allow the signer to add comments in the Sign dialog Allow the signer to type a purpose for
signing.
� Show sign date in signature line Signature date will appear with signature.
32. Click OK.
The following image shows the Signature Setup dialog.
TIP To add additional signature lines, repeat these steps.
NOTE If the document remains unsigned, the Signatures Message Bar appears. Click the View Signatures
button to complete the signature process. Or, in the bar, click the link to go to the Microsoft Backstage view
to learn more about permissions, distribution, and versions of this document.
The following image shows the View Signatures button on the Message Bar.
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Sign the signature line in Word or Excel
When you sign a signature line, you add a visible representation of your signature and a digital signature.
15. In the file, right-click the signature line.
NOTE If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source.
16. From the menu, select Sign.
� To add a printed version of your signature, type your name in the box next to the X.
The signature line
� To select an image of your written signature, click Select Image. In the Select Signature Image
dialog box, find the location of your signature image file, select the file that you want, and then
click Select.
NOTES
For customers using Chinese- (Traditional or Simplified), Korean-, or Japanese-language
versions, the Stamp Signature Line option appears.
In addition, you can sign a signature line by double-clicking the signature line. Type your name
next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow
next to the signature. From the menu, select Sign.
� To add a handwritten signature (Tablet PC users only), sign your name in the box next to the X
by using the inking feature.
� Click Sign.
� The red Signatures button appears at the bottom of the document or worksheet.
The following image shows the Signatures button.
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Remove digital signatures from Word or Excel
29. Open the document or worksheet that contains the visible signature you want to remove.
30. Right-click the signature line.
31. From the menu, select Remove Signature.
32. Click Yes.
NOTE In addition, you can remove a signature by clicking the arrow next to the signature in the Signature
Pane. From the menu, select Remove Signature.
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Invisible digital signatures in Word, Excel, or PowerPoint
An invisible digital signature, such as a visible digital signature line, assures the authenticity, integrity, and
origin of a document. You can add invisible digital signatures to Word documents, Excel workbooks, and
PowerPoint presentations.
Signed documents will have the Signatures button at the bottom of the document. In addition, for signed
documents, signature information appears in the Info section in the Backstage view.
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Add invisible digital signatures in Word, Excel, or PowerPoint
To protect the authenticity of a document's content, you can add an invisible digital signature. Signed
documents will have the Signatures button at the bottom of the document. In addition, for signed documents,
signature information appears in the Info section of the Backstage view.
50. Click the File tab. The Backstage view appears.
51. Click Info.
52. In the Permissions section, click Protect Document, Protect Workbook or Protect Presentation.
53. From the menu, select Add a Digital Signature.
54. Read the Microsoft Word, Excel, or PowerPoint message, and then click OK.
55. On the Sign dialog, in the Purpose for signing this document box, type the purpose.
56. Click Sign.
After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent
modifications.
The following image shows the Protect Document options.
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Remove invisible digital signatures from Word, Excel, or PowerPoint
57. Open the document, worksheet, or presentation that contains the invisible signature you want to
remove.
58. Click the File tab. The Backstage view appears.
59. Click Info.
60. Click View Signatures.
61. The document, worksheet, or presentation view returns, and the Signatures pane appears.
62. Next to the signature name, click the arrow.
63. From the menu, select Remove Signature.
64. Click Yes.
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What is a digital signature?
A digital signature is an electronic, encrypted, stamp of authentication on digital information such as e-mail
messages, macros, or electronic documents. A signature confirms that the information originated from the
signer and has not been altered.
SIGNING CERTIFICATE AND CERTIFICATE AUTHORITY
Signing certificate To create a digital signature, you have to have a signing certificate, which proves 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 like a driver’s license, can be revoked. A certificate is
usually valid for a year, after which, the signer must renew, or get a new, a signing certificate to establish
identity.
NOTE You can learn more about public and private keys in this MSDN article.
Certificate authority (CA) A certificate authority is an entity similar to a notary public. It issues digital
certificates, signs certificates to verify their validity and tracks which certificates have been revoked or have
expired. Microsoft Office has several solutions for obtaining certificates through Office Marketplace, Digital
Signing.
DIGITAL SIGNATURE ASSURANCES
Authenticity The signer is confirmed as the signer.
Integrity The content has not been changed or tampered with since it was digitally signed.
Non-repudiation Proves to all parties the origin of the signed content. Repudiation refers to the act
of a signer denying any association with the signed content.
Notarization Signatures in Microsoft Word 2010, Excel 2010, or PowerPoint 2010 files, which are
time stamped by a secure time-stamp server, under certain circumstances, have the validity of a
notarization.
To make these assurances, the content creator must digitally sign the content by using a signature that
satisfies the following criteria:
The digital signature is valid.
The certificate associated with the digital signature is current (not expired).
The signing person or organization, known as the publisher, is trusted.
IMPORTANT Signed documents, which have a valid time stamp, are considered to have valid
signatures, regardless of the age, or revocation status, of the signing certificate.
The certificate associated with the digital signature is issued to the signing publisher by a reputable
certificate authority (CA).
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See Also
Add, remove, or modify a trusted location for your files Add, remove, or view a trusted publisher Digitally sign your macro project Obtain a digital certificate to create a digital signature
