Where you can add a signature depends on what program you're using

A signature in digital documents and emails works differently depending on whether you're signing a PDF, adding your name to an email, or inserting a handwritten-style signature into a Word document. Each program has its own location for this feature, and the steps change based on what you're trying to do. This guide walks you through the most common situations you'll run into.

The good news is that once you set up a signature in most programs, you do not have to recreate it every time. Email signatures appear automatically on every message you send. PDF signatures save so you can reuse them. Word documents can store signature templates. Understanding where to find the signature tool in each program is the only real hurdle.

Key Takeaways

  • Email signatures are text or images that appear at the bottom of every message you send, set once in your email program's settings and then automatic from that point on.
  • PDF signatures let you sign a document digitally without printing it, and most programs that open PDFs have a signature tool built in.
  • Word documents can hold typed signatures, handwritten-style signatures, or image signatures depending on what the document needs.
  • Once you set up an email signature, you do not have to add it to each message — it appears on its own.

Adding a signature to your email in Gmail, Outlook, or Apple Mail

Email signatures are blocks of text or images that automatically appear at the bottom of every email you send. You set this up once, and then it shows on every message without you having to type it again.

In Gmail: Open Gmail and click the gear icon in the top right corner. Select "See all settings," then click the "Signatures" tab. Click "Create new," give your signature a name, and type or paste what you want to appear at the bottom of your emails. You can include your name, phone number, job title, or a company logo. When you're done, scroll down and click "Save Changes." From that point on, your signature will appear automatically on every new email you write.

In Outlook (desktop version): Open Outlook and go to File > Options > Mail > Signatures. Click "New," type a name for your signature, and then type the text you want to use in the box below. You can format it with bold, italics, or different fonts. Click "OK," then choose which account this signature should appear on. If you want it on every email, select "New messages" and "Replies and forwards." Click "OK" again to save.

In Apple Mail: Open Mail and go to Mail > Preferences > Signatures. Click the plus sign at the bottom to create a new signature. Type your name and any other information you want. In the "Select signature" dropdown at the bottom right, choose which email account this signature belongs to. Close the window and your signature will appear on new emails automatically.

Signing a PDF document without printing it

If someone sends you a PDF that needs your signature, you can sign it digitally on your computer instead of printing it, signing by hand, and scanning it back. Most PDF readers have a signature tool built in, and the process takes just a few clicks.

In Adobe Acrobat Reader (free version): Open the PDF and look for "Fill & Sign" in the toolbar on the right side. Click it, then click "Sign" in the toolbar that appears. You can draw your signature with your mouse or trackpad, type your name, or upload an image of your signature. Once you've created it, click where on the document you want the signature to appear. The signature will be placed there. Save the file when you're done.

In Preview (Mac): Open the PDF in Preview. Click the Markup toolbar button (it looks like a pen in a circle) at the top right. Click the signature icon (it looks like a cursive line), then click "Manage Signatures." You can draw your signature with your trackpad or use your camera to photograph a handwritten signature. Once created, click on the PDF where you want the signature and it will appear. Save the file.

In Microsoft Edge or Chrome: Open the PDF in your browser. Look for a "Draw" or "Markup" button in the toolbar. Use the pen tool to draw your signature directly on the document, or look for a signature option that lets you create one. Save or download the file when finished.

Adding a signature to a Word document

Word documents can hold signatures in several ways depending on what you need. You might type your name, insert a handwritten-style signature, or add an image of your actual signature. Each method works for different situations.

To type your name as a signature: Click where you want the signature to appear in the document. Type your name and format it however you want — larger font, different color, bold text. This is the simplest option and works for most documents.

To insert a handwritten-style signature: Click where you want it. Go to Insert > Signature Line. A dialog box will appear asking for your name, title, and other details. Fill in what applies and click OK. A signature line will appear in the document. To actually sign it, right-click the line and select "Sign." You can then draw your signature with your mouse or trackpad, or type your name to appear in a signature font.

To add an image of your signature: If you have a photo or scan of your actual handwritten signature saved on your computer, click where you want it in the document. Go to Insert > Pictures and choose the image file. Resize it to fit the document. This method works well when you need your actual signature to appear on a formal document.

Creating a signature you can reuse

If you sign documents regularly, you can create a signature once and save it so you do not have to recreate it every time. Most programs let you store a signature for quick access, which saves time when you work with multiple documents.

In Adobe Acrobat Reader, once you create a signature (by drawing, typing, or uploading an image), it saves automatically. The next time you need to sign a PDF, click "Sign" and your saved signature will appear as an option you can click to use instantly. In Word, if you create a signature line with your name and details, you can save that document as a template. Then open the template each time you need a document with your signature already set up. In email programs, your signature is stored permanently once you create it, so it appears on every email without any extra steps.

What to do if your signature does not appear or save

Sometimes a signature does not show up where you expect it, or it does not save after you create it. The most common reason is that you are in the wrong menu or the program did not register your action. Checking a few specific things usually fixes the problem.

For email signatures that do not appear: Make sure you saved your changes. In Gmail, scroll to the bottom of the settings page and click "Save Changes" — if you close the tab without clicking this, your signature will not be saved. In Outlook, click "OK" at the bottom of the Signatures dialog, not just the X button. For PDF signatures that do not save: After you sign the document, go to File > Save or press Ctrl+S (Windows) or Command+S (Mac). Some PDF readers require you to save the file with a new name or in a specific format for the signature to stick.

If a signature appears on some emails but not others, check that you selected the right account in your email settings. Some people have multiple email addresses in one program, and each one can have a different signature — or no signature at all if you did not set one up for that account.

Frequently Asked Questions

Can I use an image as my email signature?

Yes. In Gmail, Outlook, and Apple Mail, you can insert an image into your signature. In Gmail, click in the signature text box and go to Insert > Image. In Outlook, click in the signature box and go to Insert > Pictures. The image will appear at the bottom of every email you send. Keep the file size small so emails do not take too long to load.

What if I want different signatures for different email accounts?

Most email programs let you create multiple signatures and assign each one to a different account. In Gmail, create separate signatures and assign each to the account it belongs to. In Outlook, create each signature and then choose which account it applies to. You can then select which signature to use when you compose a new email, or set one as the default for each account.

Can I add a signature to a document that is already filled out?

Yes, as long as the document is not locked. In Word, click where you want the signature and insert it. In a PDF, open it in Adobe Reader or your browser's PDF viewer and use the signature tool to add your signature anywhere on the page. If the document is locked or protected, you may not be able to edit it — contact whoever sent it to you and ask them to unlock it first.

Is a digital signature the same as a legal signature?

A digital signature you draw or type in a PDF is not the same as a legally binding electronic signature. For contracts or legal documents, you may need to use a service like DocuSign or Adobe Sign that creates a certified electronic signature. For most everyday documents like forms or internal paperwork, a simple digital signature is fine. Check with whoever is asking for the signature if you are unsure whether a simple one will work.

How do I remove or change my email signature?

Go back to your email program's signature settings. In Gmail, click the gear icon, go to Signatures, and either delete the signature or edit the text. In Outlook, go to File > Options > Mail > Signatures, select your signature, and either delete it or change the text. In Apple Mail, go to Preferences > Signatures, select the signature, and delete it or edit it. Save your changes and the old signature will stop appearing on new emails.