Advertisement
Advertisement

Create a digital signature in Microsoft Outlook and Word

Have you ever asked yourself at the end of a letter with Word, or an e-mail under Outlook, how best to sign the document? Because just putting your own name under it is of course not the same

Presumably, you have already come up with the brilliant idea of simply saving your own signature as an image with a transparent background on the PC, and then paste it into the document or the e-mail as a picture. Of course you can do that, but in most e-mails this will not do you much, as e-mail programs often do not display images for security reasons by default.

And this type of signature is also not trustworthy, because forging it is very simple. It looks good, but the bottom line is nothing more than a placebo.

How to properly sign your documents digitally

Topic Overview

Anzeige

So what we need is a real digital signature that creates the trust that is desired.

If you write only private emails you will hardly devote to such issues. But when it comes to business e-mails, or if you want to earn points from competitors in the case of an e-mail application (which is now common practice), you should first take a look at the topic.

Learn how to properly digitally sign your documents and emails in our article.

Nord VPN testen
30 day money-back-guarantee
Advertisement

Create a digital signature in Microsoft Outlook and Word

Have you ever asked yourself at the end of a letter with Word, or an e-mail under Outlook, how best to sign the document? Because just putting your own name under it is of course not the same

Presumably, you have already come up with the brilliant idea of simply saving your own signature as an image with a transparent background on the PC, and then paste it into the document or the e-mail as a picture. Of course you can do that, but in most e-mails this will not do you much, as e-mail programs often do not display images for security reasons by default.

And this type of signature is also not trustworthy, because forging it is very simple. It looks good, but the bottom line is nothing more than a placebo.

How to properly sign your documents digitally

Topic Overview

Anzeige

So what we need is a real digital signature that creates the trust that is desired.

If you write only private emails you will hardly devote to such issues. But when it comes to business e-mails, or if you want to earn points from competitors in the case of an e-mail application (which is now common practice), you should first take a look at the topic.

Learn how to properly digitally sign your documents and emails in our article.

Nord VPN testen
30 day money-back-guarantee
Advertisement

1. What is a digital signature?

1. What is a digital signature?

A digital signature is an electronic authentication method for digital documents such as e-mails or other electronic documents (such as Word, Excel, PowerPoint).

It is intended to ensure that a message or a document actually originates from a specific person, and most importantly, has not subsequently been changed by a third party.

Advertisement

A digital signature is an electronic authentication method for digital documents such as e-mails or other electronic documents (such as Word, Excel, PowerPoint).

It is intended to ensure that a message or a document actually originates from a specific person, and most importantly, has not subsequently been changed by a third party.

Advertisement

2. What is a digital signature for?

2. What is a digital signature for?

Of course, a digital signature should primarily fulfill one or more purposes that add value to all involved.

This includes:

  • The reality:
    The signer is confirmed as the authentic person signing.
  • The integrity:
    Ensures that content has not been altered or manipulated since digitally signed.
  • The recognition:
    All participants are shown the origin of the signed content.
  • The certification:
    Signatures provided with a timestamp of a secure time stamp server in Word, Excel or PowerPoint files are often valid. Which means that the trustworthiness of a signature has to be renewed by the signing at certain intervals by a corresponding certificate.
Advertisement

Of course, a digital signature should primarily fulfill one or more purposes that add value to all involved.

This includes:

  • The reality:
    The signer is confirmed as the authentic person signing.
  • The integrity:
    Ensures that content has not been altered or manipulated since digitally signed.
  • The recognition:
    All participants are shown the origin of the signed content.
  • The certification:
    Signatures provided with a timestamp of a secure time stamp server in Word, Excel or PowerPoint files are often valid. Which means that the trustworthiness of a signature has to be renewed by the signing at certain intervals by a corresponding certificate.
Advertisement

3. Where can I get a certificate for a digital signature?

3. Where can I get a certificate for a digital signature?

A certificate for a digital signature offers a whole range of services. By the way, these are monitored by the Federal Network Agency, which demands and checks compliance with certain rules, especially with regard to the privacy of such services.

Some services to which Microsoft itself refers are:

Advertisement

These certification offices are roughly comparable to a notary who ensures the legitimacy of a person and then issues a certificate. Unfortunately it is that you do not deserve the trust in real life but have to buy.

A certificate for a digital signature offers a whole range of services. By the way, these are monitored by the Federal Network Agency, which demands and checks compliance with certain rules, especially with regard to the privacy of such services.

Some services to which Microsoft itself refers are:

Advertisement

These certification offices are roughly comparable to a notary who ensures the legitimacy of a person and then issues a certificate. Unfortunately it is that you do not deserve the trust in real life but have to buy.

4. Inserting a digital signature in Word

4. Inserting a digital signature in Word

Before you can digitally sign your Word document, you must first install your vendor’s certificate in accordance with its instructions. Mostly it is an import file, or better still an installation file which makes the installation automatically.

  • Next, add a signature line to your Word document as follows:
  • Position the cursor at the position in the document where you want to insert the signature line
  • Then on the “Insert” tab, click on “Signature Line” and then on “Microsoft Office Signature Line”
  • Now enter your name, position and e-mail address and confirm with “OK”

See picture: (click to enlarge)

Signaturzeile in Word einfügen
Advertisement

Next, select the option “Sign” in the context menu of the signature line (right mouse button).
(works only if you have a certificate installed before.)

  • Now enter your name in the box next to the X.
  • In order for the whole thing to look reasonable (but not necessarily), you can add a scanned image to your signature by clicking on “Add Image” and then
  • select the appropriate image file on your PC.

See picture: (click to enlarge)

Word Dokument digital signieren

Of course, it is not always the case that one would like to have a signature line visible in the document when you want to digitally sign a document.

That’s why you can also sign your Word document invisibly. To do this, just go to “File” on the “File” tab and then select “Add digital signature”.

See picture: (click to enlarge)

Word Dokument unsichtbar signieren
Advertisement

This means your document is still digitally signed, and also recognizable to other users in the status bar (bottom) of Word by the corresponding icon, but the whole just without a visible signature line that is not really appropriate and desirable everywhere.

See picture: (click to enlarge)

Signaturhinweis in Word

Before you can digitally sign your Word document, you must first install your vendor’s certificate in accordance with its instructions. Mostly it is an import file, or better still an installation file which makes the installation automatically.

  • Next, add a signature line to your Word document as follows:
  • Position the cursor at the position in the document where you want to insert the signature line
  • Then on the “Insert” tab, click on “Signature Line” and then on “Microsoft Office Signature Line”
  • Now enter your name, position and e-mail address and confirm with “OK”

See picture:

Signaturzeile in Word einfügen
Advertisement

Next, select the option “Sign” in the context menu of the signature line (right mouse button).
(works only if you have a certificate installed before.)

  • Now enter your name in the box next to the X.
  • In order for the whole thing to look reasonable (but not necessarily), you can add a scanned image to your signature by clicking on “Add Image” and then
  • select the appropriate image file on your PC.

See picture:

Word Dokument digital signieren

Of course, it is not always the case that one would like to have a signature line visible in the document when you want to digitally sign a document.

That’s why you can also sign your Word document invisibly. To do this, just go to “File” on the “File” tab and then select “Add digital signature”.

See picture:

Word Dokument unsichtbar signieren
Advertisement

This means your document is still digitally signed, and also recognizable to other users in the status bar (bottom) of Word by the corresponding icon, but the whole just without a visible signature line that is not really appropriate and desirable everywhere.

See picture:

Signaturhinweis in Word

5. Insert a digital signature in Outlook 2016

5. Insert a digital signature in Outlook 2016

Just as easy as with Word it works (with a few deviations) in itself with the digital signature even under Outlook 2016.
(Of course, it is necessary to request a ditital ID from an appropriate provider for this as well)

To do this, go to the “Trust Center” in Outlook via the tab “File” and “Options” and then into the “Settings for the Trust Center”.

Next, you can use the E-mail Security tab to install a digital signature from a file (XYZ.pfx).

See picture: (click to enlarge)

Outlook Trust Center
Digitale Signatur in Outlook Importieren

After you install the digital signature, you can paste it later in the Signatures section of emails.

See picture: (click to enlarge)

Signaturen in Outlook 2016

Conclusion:

Digitization is finding its way into more and more areas and demands a high degree of individual responsibility, especially when dealing with our data, the way we communicate with each other and exchanging information in the form of documents. This also includes protective measures (where necessary) within the scope of the possibilities.

There can not and will never be 100% protection. And even a digital signature will never be able to exclude all risks. But it makes it harder for fraudsters to manipulate, and creates a bit more security.

Blogverzeichnis Bloggerei.de

Just as easy as with Word it works (with a few deviations) in itself with the digital signature even under Outlook 2016.
(Of course, it is necessary to request a ditital ID from an appropriate provider for this as well)

To do this, go to the “Trust Center” in Outlook via the tab “File” and “Options” and then into the “Settings for the Trust Center”.

Next, you can use the E-mail Security tab to install a digital signature from a file (XYZ.pfx).

See picture: (click to enlarge)

Outlook Trust Center
Digitale Signatur in Outlook Importieren

After you install the digital signature, you can paste it later in the Signatures section of emails.

See picture: (click to enlarge)

Signaturen in Outlook 2016

Conclusion:

Digitization is finding its way into more and more areas and demands a high degree of individual responsibility, especially when dealing with our data, the way we communicate with each other and exchanging information in the form of documents. This also includes protective measures (where necessary) within the scope of the possibilities.

There can not and will never be 100% protection. And even a digital signature will never be able to exclude all risks. But it makes it harder for fraudsters to manipulate, and creates a bit more security.

Blogverzeichnis Bloggerei.de

Search the net for other topics:

About the author:

Michael W. Suhr
Michael W. SuhrWebdesigner / MBA
After 20 years in logistics, I turned my hobby, which has accompanied me since the mid-1980s, into a profession, and have been working as a freelancer in web design, web consulting and Microsoft Office since the beginning of 2015. On the side, I write articles for more digital competence in my blog as far as time allows.

Search by category:





You might also be interested in:

Search the net for other topics:

About the author:

Michael W. Suhr
Michael W. SuhrWebdesigner / MBA
After 20 years in logistics, I turned my hobby, which has accompanied me since the mid-1980s, into a profession, and have been working as a freelancer in web design, web consulting and Microsoft Office since the beginning of 2015. On the side, I write articles for more digital competence in my blog as far as time allows.

Search by category:





You might also be interested in:

Popular Posts:

1509, 2021

Microsoft Excel: Create vacation planner 2022 with public holidays and weekends

September 15th, 2021|Categories: Uncategorized, Microsoft Excel, Microsoft Office, Office 365|Tags: , , , , |

We explain how you can create your own vacation planner 2022 in Microsoft Excel. And of course with a display of public holidays and weekends.

1409, 2021

Create annual calendar 2022 in Microsoft Excel

September 14th, 2021|Categories: Microsoft Excel, Microsoft Office, Office 365|Tags: , , , , |

In our tutorial we describe how you can create an annual calendar for 2022 with a display of the calendar week and public holidays in Excel, and use it anew every year.

Word & Excel Templates:

See more

Word CV Templates:

See more

Monthly Bestseller:

Smart-Home

Bestseller Kategorie Smart-Home
Angebote ansehen

Homeoffice

Bestseller Kategorie Homeoffice
Angebote ansehen

Smartphone & Zubehör

Bestseller Kategorie Smartphone und Zubehoer
Angebote ansehen

Popular Posts:

1509, 2021

Microsoft Excel: Create vacation planner 2022 with public holidays and weekends

September 15th, 2021|Categories: Uncategorized, Microsoft Excel, Microsoft Office, Office 365|Tags: , , , , |

We explain how you can create your own vacation planner 2022 in Microsoft Excel. And of course with a display of public holidays and weekends.

1409, 2021

Create annual calendar 2022 in Microsoft Excel

September 14th, 2021|Categories: Microsoft Excel, Microsoft Office, Office 365|Tags: , , , , |

In our tutorial we describe how you can create an annual calendar for 2022 with a display of the calendar week and public holidays in Excel, and use it anew every year.

Word & Excel Templates:

See more

Word CV Templates:

See more

Monthly Bestseller:

Smart-Home

Bestseller Kategorie Smart-Home
Angebote ansehen

Homeoffice

Bestseller Kategorie Homeoffice
Angebote ansehen

Smartphone & Zubehör

Bestseller Kategorie Smartphone und Zubehoer
Angebote ansehen

Title

Most read:

Search by category:

Go to Top