How to sign a Word document on a Mac

Apple Macs come equipped with a variety of tools to help you create electronic signatures.

Using onboard software tools native to macOS (formerly OSX), it’s possible to add signatures to Word documents, PDFs, and more.

In this article, we’ll look at a few key software tools that you can access when it’s time to sign your documents.

1. Preview

Apple’s support documentation changes depending on your version of macOS. 

Below, you’ll find the rough steps you need to fill out and sign PDF forms using Preview, but be sure to check the support documentation for additional updates.

1. Open Preview on your Mac and select the document or PDF file that you want to sign.

2. Click on the Show Markup Toolbar button (rightmost button on the toolbar before the Search tool) to reveal the Markup Toolbar. Then, click the Sign button.

3. Follow the on-screen instructions to create your signature using the trackpad, your iPhone, or iPad, or by holding up a signed piece of white paper to your camera.

4. Once the signature is captured, select it from the Sign drop-downmenu and add it to the document. 

From there, you can resize your signature by dragging on the adjustment handles.

Quick note: If you use iCloud Drive, your electronic signature will be available on your other Mac computers that also have iCloud Drive enabled.

2. Apple Pages

Natively, Apple’s Pages doesn’t support any kind of electronic signature functionality, but it’s still possible to insert your signature as an image via Pages.

1. Using Pages, create a blank document and save it as a PDF using File > Export To > PDF.
2. Open your new PDF using Preview and insert your existing signature into the document using the Sign tool. If you haven’t created a signature yet using Preview, follow the instructions in the previous section.
3. Take ascreenshot of your signature by pressing [CMD + Shift + 4]. Drag the crosshairs around your signature to capture the image.
4. Open Pages and drag the image of your signature into the document. Resize to fit.

Quick note: It’s also possible to follow this method by using any PDF document with white space in the margins. 

However, be sure to delete the signature image before you close the document or that image will be embedded in the document.

3. Microsoft Word

Though Microsoft Word isn’t native to the Mac, it’s commonly used to sign documents. 

Unfortunately, while Word offers many digital signature features to Windows users, these tools aren’t available for Mac users with Office 365.

Using Word on a Mac, you’ll be able to insert your signature as an image, but you won’t be able to generate secure electronic signatures or digital certificates in the same way you would if you were using a PC.

1. Using Pages or Microsoft Word, create a blank document and save it as a PDF using the Export To or Save As features.
2. Open your new PDF using Preview and insert your existing signature into the document using the Sign tool. If you haven’t created a signature yet using Preview, follow the instructions in the previous section.
3. Take a screenshot of your signature by pressing [CMD + Shift + 4]. Drag the crosshairs around your signature to capture the image.
4. In Microsoft Word, open the document that requires your electronic signature.
5. In the taskbar, select Images > Picture > Picture from File. In the selection window, select your signature and load it into your Microsoft Word document.
6. Using the image box, adjust the size of your signature, and drag it to the appropriate location.

4. CreateMySignature

If you’d rather skip the Preview-based signature creation process listed in the previous steps, CreateMySignature is a free online tool that can help.

With CreateMySignature, you don’t need a piece of paper or a download from the App Store.

Here’s how it works:

1. Head to CreateMySignature.com.
2. Select Draw signature. This will allow you to create a downloadable image for use when signing PDF files and digital documents inside major software tools like Google Docs and Microsoft Word.
3. Draw your signature using your mouse or trackpad. For even greater control, you could use your finger or stylus by accessing the website via a mobile device (iPhone, iPad, or Android) and taking advantage of the device’s touchscreen.
4. When you’re happy with the result, click Download signature to download your new signature.

If you need to sign a PDF, select Sign your document online, and follow the workflow instructions to upload and sign your document. 

This process is similar to the Draw signature workflow above. From there, you can download your newly signed document!

Further reading

What is an electronic signature?

Simply put, an electronic signature is an electronic version of your handwritten signature.

When you create an electronic version of your handwritten signature on your Mac using Preview or CreateMySignature, you’re creating.

These signatures can be created using a mouse, trackpad, or stylus and can be inserted into a document using the native tools on your Mac. You can also find some iOS apps that will help you do this.

What is a digital signature?

Digital signatures use additional technology to ensure that the document is authentic and the parties signing it can be identified.

For businesses and legal documents, this additional layer of security provides defense against repudiation, the ability to deny the validity of a document or contract.

To create this, you have to do more than insert an image onto a signature line in Word or Excel and click OK. You’ll need a tool that can verify your identity and ensure the authenticity of the signature.

Unfortunately, Microsoft Office for Mac doesn’t come equipped with these tools, which is where digital signing platforms like PandaDoc can help.

Create secure electronic signatures on your Mac using PandaDoc

Every tool that we’ve discussed so far can help you insert signatures into your documents.

But, whether you use Preview or CreateMySignature to upload your sign-off on a document, documents signed in this way may lack the security and authentication necessary to stand up to legal scrutiny.

If you need to ensure authenticity when signing documents, take the extra step, and use a dedicated platform like PandaDoc to create electronic signatures on your Mac.

Our free plan will allow you to upload PDFs and sign contracts while providing the necessary documentation to prove that your documents are legal and valid.

Click here to begin your signing process with PandaDoc!