How to Add a Signature Block to an Online Document

Electronic or digital signatures are commonly used in signing online documents today. An electronic signature is a digital representation of a person’s handwritten signature used to authenticate documents and agreements in a secure and legally binding manner. When signing your documents with e-signatures, we include a number of elements such as name, title or designation, company represented, contact information and maybe even social media links along with the digital signature. The combination of all these elements is called a signature block. This post will tell you the important elements of a signature block as well as how to add a signature block to an online document.

What is included in a Signature Block

A signature block includes a number of different elements. This typically includes the following fields:

1. Name: 

This is the first field in a signature block. Generally, it also includes the salutation, whether you would like to be addressed as Mr, Mrs., Ms., Dr. or any other. You will be identified as the creator of the document.

2. Position:

This field is your working title or position within the organization. This might include details such as Harold Dean, CFO or Jill Doherty, Sales Manager.

3. Contact Information:

You should include your contact information such as your phone number and email address in this field. This lets other people message you or call you when needed. This can also be used when they need further clarification on any official matters.

4. Other Details:

Other information that may be included in a signature block could relate to the company name, your social media links or logo. This gives a professional touch to the document and makes it look more official. 

5. Format and Placement:

It is important that the signature block should be clearly distinguishable from the rest of the document. This can be done by using a distinct font and style that gives a professional appearance. The usual placement for the signature block is at the end of the document, with right alignment.

6. The Use of Electronic Signatures:

Electronic signatures are a common way of signing documents in this digital age. You can use the services of Artlogo, a reputed eSignature provider that lets you draw, design, save and attach electronic signatures to online documents that are saved on the cloud platform. The electronic signatures that you create can be personalized and distinctive. The use of electronic signatures saves time, is more secure and prevents wrongful access or alteration of documents since it is encrypted and decrypted and also has a security certificate. 

How to Add a Signature Block in MS Word

Adding a digital signature in MS Word is quite simple. For this purpose, you just need to follow these six steps: 

• 1. Move your cursor to the area you want to sign inside the Word document.
• 2. Next, choose the Insert tab.
• 3. Now select the Text group and open the Signature Line list.
• 4. Click the Microsoft Office Signature Line. You should see the Signature Setup dialogue box.
• 5. Now, fill out the appropriate data, such as the signer’s name, title, email address, and any other instructions. Tick the boxes as necessary.  After completing this, you can click OK.
• 6. Right-click the signature generator field and type your name or upload an image of your signature.

How to Add a Signature Block in MS Outlook

This depends on whether you are creating the Signature Block from theToolBar or within a message.

If you are creating a text block from the ToolBar, you have to do the following: 

• 1. Click Tools in the main menu at the top of the screen.
• 2. Click Options from the drop-down menu.
• 3. Click the Mail Format tab.
• 4. Click the Signatures button.
• 5. Click the New button to create a new signature block.
• 6. Give the signature block a name.
• 7. Enter the information that you want in your signature block.
• 8. Click OK two times to finish the process, and it is completed.

If you are creating a Signature Block from within a message, use the following process:

• 1. Start a new message.
• 2. Click on the Signature option under the Include section of the ribbon.
• 3. Click Signatures from the drop-down menu.
• 4. Click the New button to create a new signature block.
• 5. Give the signature block a name.
• 6. Enter the information that you want in your signature block.
• 7. Click OK two times to complete the process and you are done.

How to Add a Signature Block to a PDF Document

This part assumes that you are using Adobe Acrobat Pro.

1. Open the PDF file where you want to add the Signature Block.

2. Select ‘Forms’ from the menu on the right.

3.  Select Create from the Forms Menu.

4. A pop-up screen will appear. If you want to add a digital signature to the current

document, select Existing.

5. Select Continue for the current document.

6. Click OK.

7. From the Tasks Menu, select Add New Field.

8. Select Digital Signature.

a. A blue signature field will appear when you move your mouse back over the document, 

b. A yellow box will ask you to create a Field Name. You can label this the name of the

signature. For example, the Department Head’s Signature. This is helpful in case you need to

add more than one digital signature to your document. You can also determine if this

digital signature is a required field for your document, if so you can click the box.

c. Once you have named the signature, click over to the side and it will drop your digital

signature box into your document. You can now move it where you want it in the

document.

9. Save the document.

Conclusion

We have now learned what comes in a signature block and how to add signature block elements to different documents. Electronic signatures and documents are very much part of the digital world today. They are legally accepted and are governed by various laws and regulations that make them viable. Whether you are adding an e-signature block to a document created in Word, Outlook or PDF format, it is always advisable to make your signature distinctive. An online signature generator program like that provided by Artlogo will help you make your signature stand out and command respect. You can try Artlogo’s free signature generator or use our professional services for a better result. We will take the time to understand your business and align it with your brands and personality.