You have a document sitting in front of you. Someone needs your signature on it. You do not want to print it, sign it with a pen, scan it, and send it back. Nobody does.
Here is how to add an electronic signature directly inside Microsoft Word, Adobe Acrobat, and Google Docs without printing a single page.
Step 1: Get Your Signature Ready
Before you add a signature to any document, you need one. The quickest way is Canva’s free signature generator. Draw your signature on the canvas, download it as a PNG, and you are done.
You will want two versions:
- One with a transparent background (for placing over documents)
- One with a white background (for email signatures and anywhere transparency causes issues)
If you have not made yours yet, here is the full guide: How to Create an Electronic Signature for Free | FigsFlow
How to Add an Electronic Signature in Microsoft Word
Word does not have a dedicated e-signature feature, but you do not need one. You are simply inserting a PNG image and positioning it over the signature line.
For the purpose of this guide, we are signing an assured periodic tenancy agreement as a landlord. If you want to follow along, download the form here: Assured Periodic Tenancy Agreement Template | FigsFlow, or you can use your own if you prefer.
Here is how to do it.
Step 1: Open Your Document in Word
Open the document you want to sign.
Step 2: Go to Insert > Pictures
Click the Insert tab in the top menu. Select Pictures, then choose This Device (or From File on Mac). Locate your signature PNG and click Insert.
Step 3: Position Your Signature
Your signature will appear as a floating image. Click on it. In the Picture Format tab, click Wrap Text and select In Front of Text. This lets you drag it freely over the signature line.
Step 4: Resize & Place It
Drag the corners to resize. Drag the image itself to position it directly over the signature field. Use the transparent version of your PNG so that no white box is visible over the document text.
Step 5: Save as PDF
Go to File > Save As and choose PDF from the format dropdown. This locks the signature in place and makes the document ready to send.
How to Add an Electronic Signature in a PDF
For PDFs, use Adobe Acrobat’s free web tool. No download required. It works in any browser.
To follow along, save the Word document from the previous section as a PDF. Open the document in Word, go to File > Save As, select PDF from the format dropdown, choose your preferred location, then click Save.
Once you have your PDF ready, or if you have your own, here is how to add your signature.
Step 1: Go to Adobe Acrobat’s Fill & Sign Tool
Use this direct link to land straight on the Fill & Sign tool: Adobe Acrobat
Sign up for a free account if you do not have one. It is free.
Step 2: Upload Your PDF
Upload your document directly on the page.
Step 3: Add Your Signature
Once the document opens, click the E-Sign tab in the top navigation. Click “add signature” in the left panel. A pop-up appears with three options: Type, Draw, or Image. Select Image and upload your signature PNG.
Step 4: Place It on the Document
Click the signature you uploaded, then click anywhere on the document where you want your signature to appear. Adjust the size using the handles.
Step 5: Download the Signed PDF
Click Download at the top right. Your signed PDF is ready.
How to Add an Electronic Signature in Google Docs
Google Docs has a built-in signature feature, but it only lets you draw with a mouse, which rarely looks good. The cleaner approach is to insert your PNG directly, the same way you would in Word.
Step 1: Open Your Document in Google Docs
Open the document in your browser.
Step 2: Go to Insert > Image > Upload from Computer
Click Insert in the top menu. Hover over Image, then select Upload from computer. Choose your signature PNG and click Open.
Step 3: Set the Image to “In Front of Text”
Click on the image once it appears. A small toolbar will appear below it. Click the three-dot menu and select All image options. Under Text wrapping, select In front of text.
Step 4: Drag & Resize
Drag the signature to the correct position over the signature line. Resize from the corners to fit.
Step 5: Download as PDF
Go to File > Download > PDF Document. This locks the layout and produces a clean signed file ready to share.
If You're an Accountant, Read This
Everything above works when you are signing something yourself. But you cannot walk a client through a PNG upload and a text wrap setting just to sign an engagement letter. Most will not bother.
That is friction on a document that should take thirty seconds. We have compared the ten best e-signature tools for accounting firms so you can cut it to zero: 10 E-Signature Software for Accountants | FigsFlow
Conclusion
Adding an electronic signature to a Word document, PDF, or Google Doc takes under two minutes once you have your PNG ready. Insert it, position it, save it.
For documents you are signing yourself, that is all you need. For anything that involves a client signing on the other end, the manual approach breaks down fast. A dedicated e-signature platform is the better call.
