Hello, Dear friends and colleagues. Quite often, letters come to my support team asking how to sign Word file electronic signature... In fact, this procedure is very simple, but for some reason it causes some difficulties for many. In order not to answer the same questions every time, I decided to quickly make a small tutorial post. No water, just concrete steps.

In order for a file to become an electronic document, it must be signed or linked with an electronic signature (ES).

Below I have considered the option of signing an electronic signature of a Word 2007 version of the file.

After saving the file, in the upper left corner, click on the big round button "Office".

From the tab that opens, select the "Prepare" item and in the right window, select the "Add digital signature" item.

In the window that appears, click on the "OK" button.

Next, in the window that appears, click the "Sign" button, or if several certificates are installed on the computer, click on the "Change" button, select the certificate you need, and then click on the "Sign" button.

After you have pressed the sign button, a window appears for entering a pin-code. Enter the pin code and click the "OK" button.

After entering the pin-code, another window "Signature confirmation" appears. In it we press the "OK" button.

This completes the process of signing the file.

The "Signatures" window appears on the right side of the window. And at the bottom of the window, an icon in the form of a ribbon appeared, when you hover over it with the cursor, the inscription "This document contains signatures" appears.

In order to delete the electronic signature in the right window, right-click on the full name of the person whose electronic signature is signed by the document and in the drop-down menu select the item "Delete signature".

If the “Signatures” window is closed in the right part of the program window, then in the lower part of the program window, click on the EDS icon in the form of a red ribbon and this window is displayed again, and then proceed according to the already described scheme.

That's all. I hope this material was helpful to you.

Thank you very much, Mikhail, we did everything promptly and the main thing is clear to me ... Since we have found a common language. I would like to continue the communication with you in the future. I look forward to fruitful cooperation.

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I would like to thank the consultant Mikhail for the excellent work, timely and complete consultations. He is very attentive to the client's problems and questions, prompt solution of the most difficult situations, it would seem to me. It's a pleasure to work with Mikhail !!! Now I will recommend your company to my clients and friends. And the technical support consultants are also very polite, attentive, helped to cope with the complex installation of the key. Thanks!!!

Olga Sevostyanova.

Acquiring a key turned out to be very easy and even enjoyable. Many thanks for the assistance to manager Mikhail. Explains complex and massive things to understand, succinctly, but very clearly. In addition, I called the hot toll free line and online, together with Mikhail, he left an application. I got a key made in 2 working days. In general, I recommend it if you save your time, but at the same time want to have an understanding of what you buy and what you pay for. Thanks.

Levitsky Alexander Konstantinovich Samara

Personal gratitude to the consultant Mikhail Vladimirovich for prompt advice and work on the accelerated receipt of the ES certificate. During the preliminary consultation, the optimal set of individual services is selected. The end result is immediate.

Stoyanova N.L. - Chief Accountant LLC "SITEKRIM"

thanks for operational work and competent help! I was very pleased with the consultation!

Dmitry Fomin

Expert Sistema LLC would like to thank the consultant Mikhail for the prompt work! We wish your company growth and prosperity!

Sukhanova M.S. - AppraiserLLC "Expert System", Volgograd

Thanks to the consultant who introduced himself as Mikhail for his prompt work with clients.

Stepan Gennadievich Ponomarev

Many thanks to the consultant Mikhail for his assistance in obtaining an EDS. For operational work and advice on issues arising in the process of registration.

Leonid Nekrasov

The company, represented by its consultant Mikhail, does the impossible! Acceleration of accreditation in less than 1 hour! Payment upon delivery of the service. I thought it couldn't happen. With full responsibility, I can advise you to contact the Center for issuing electronic signatures.

The use of an electronic digital signature allows you to certify any type of documents. Its convenience is that the EDS guarantees the invariability of the signed information, establishes authorship and protects the contents of the ED from unauthorized access by third parties. You can certify a document using EDS in CryptoPro, special applications to sign files or through online services. Availability will depend on the chosen method. additional functions, the possibility of forming an improved signature or creating a detached EDS.

The security of a qualified electronic signature is explained by cryptographic processes and hashing functions. The signing and verification process uses complex private and public keys and public key certificates.

A private or private key is generated through a random number generator and is used to sign documents. And open - is calculated from closed and used to verify that the signature belongs to the owner. Private key works only in tandem with the open one, and it must be kept secret from third parties.

If the private key has been compromised, then it is necessary to contact the CA, write an application for recognizing the certificate as invalid and for reissuing the EDS. Otherwise, the key can be used to cause material or other damage to the owner of the digital signature and counterparties.

Signing documents with EDS does not change the contents of the file, but adds a new data block. This block is an electronic signature. The complexity of the process guarantees the invariability of the information: if after signing the document was changed, then the corrections will be visible in the fingerprint, which will affect the verification of the digital signature.

A certified document can be sent by e-mail as a letter, transmitted through a digital medium or through special programs.

After the EDS has been generated, editing the file of the signed document is impossible. If you try to edit the text or make changes to the certified archive, then all ES are deleted, and an error will be generated during verification.

What is needed to work with EDS

To sign a document with an electronic signature, a user must have:

• generated and verified file that must be certified;
• an electronic signature certificate with an unexpired expiration date;
• EP means (complex software tools, configured crypto provider and browser);
• means for creating an electronic signature.

The programs for creating electronic signature include plugins for MC Office and PDF, individual programs(CryptoArm) or online services. Some of them make it possible to sign documents for free, some have limited free functionality, and some are available only after purchase.

Signing MS Office documents

There are two ways to sign word and excel documents:

• via software plugin;
• by adding a signature.

Signing an EDS file directly is faster and more convenient. For this you need:

• through the menu "File" - "Information" select "Add electronic signature";

• select an EDS, add a comment if necessary, and confirm the action by clicking the "Sign" button.

If there are no errors, a message about the successful operation will appear.

Via Office Signature Plugin

How to sign an electronic document using a special plugin:

• select "File" in the menu, then - "Add EDS";

• select the required signature, fill in the "Comment" field and click "Sign".

If everything was done correctly and no errors were found in the system, a message about the successful signing of documents will appear.

Signing PDF documents

EDS can also be signed with documents PDF format... These can be scans, presentations, illustrations, text and project documentation, tables.

How to sign a scan of an EDS document:

• open "Tools" and "Certificates" in the selected PDF file;

• click "Sign with electronic signature" and select the area where you want to sign the electronic document;

• in a new window, select a digital ID and click "Continue";

• a new one will open working window with preview electronic seal and signature;

• if everything is correct, then you need to click "Sign".

If there are no errors, the system will display a message about the successful certification of the document. digitally signed.

Signing with special software

Documents can also be signed using special software - CryptoArm or ViPNet CryptoFile. The services differ in functionality and installation method, however, they allow you to receive a certified and encrypted message.

CryptoArm

CryptoArm product was created for verification electronic keys, encryption and decryption of data, for working with encryption providers using cryptoalgorithms that meet the requirements of the Federal Security Service of the Russian Federation. For free, the user can get only the starter version, which can put or check signatures on documents in PDF, Word, Excel, etc.

The basic and standard versions of the program are purchased for an additional fee, and have such functions as:

• creation and verification of the correctness of the electronic signature;
• decryption and encryption of files of any format;
• support for enhanced signature module, etc.

How to sign an electronic document using CryptoArm:

• open the program and select "Sign";

• after reading the instructions, click "Next";

• then press "Select file" and "Next";

• after selection electronic document you need to click "Next" again;

• in the new window "Output format" you can leave the encoding in its original value, or you can change it to suit your requirements. The signature software can save the file in any convenient format;

• in the "Parameters" the user can select a detached or attached electronic signature, add a comment or a property. Then click "Next";

• the next step is to select the required certificate;

• finally, a window with a description of the data opens. It is better to save the profile if several documents will be signed according to the template.

Click Finish. The system will display a message about the successful signing of the file.

ViPNet CryptoFile

One more convenient application that allows you to certify documents, this is ViPNet CryptoFile. Using the program, you can sign an archive, put an EDS on contracts, images, tables, text files etc.

The program is free, and the registration key comes to the specified email address... The disadvantage of using the service is the ability to add only one digital signature.

How to sign an EDS document using ViPNet CryptoFile:

• select the required document in the main list;

• right-click to bring up the menu, where to select "Sign".

The signature is generated automatically, and the output is a new file with the .sig extension.

Using web services

In order to sign an ED, it is not necessary to purchase software or plugins. You can use one of the online services. For example, Crypto Contour (https://crypto.kontur.ru/). The service is free and allows you to check and create an electronic signature. Kontur from CryptoPro can also decrypt and encrypt an electronic file. Another plus of the work is the ability to sign a contract in any format, a package of files or a whole archive.

The service becomes available for work after simple registration and automatic installation on a PC to perform cryptographic transformations. The service has a clear and user-friendly interface, and to sign the file you need:

• upload a document that needs to be certified by electronic signature;
• choose one of the available certificates;
• create an electronic signature file;
• click "Sign". The service will automatically create a folder with the original and signed file (extension.sig);
• if necessary, download the folder with the ED from the server.

Sending a signed ED is also possible directly from the server. In this case, the addressee receives a link to the folder saved in the Crypto Contour. The downloaded folder (original ED, signed file, ES certificate and instructions for verifying the digital signature) can be sent through any mail system.

Comparison of software for creating EDS

Programs for creating and checking electronic signatures differ in capabilities, cost, principle of operation. It is convenient to evaluate the advantages and disadvantages of services in a special software comparison table.

	CryptoPro plugins	CryptoArm	ViPNet CryptoFile	Online service Crypto Contour
Price	Paid	Free starter version only	Is free	Is free
Batch signature	There is	There is	No	There is
Formats	Word, Excel, PDF	Everything	Everything	Everything
File size	With no restrictions	With no restrictions	With no restrictions	Up to 100 Mb
Formation of an improved electronic signature	There is	In the standard and basic versions	No	There is
EP type	Detached / attached	Detached / attached	Detached / attached	Disconnected only
Additional functions of encryption, verification, decryption	There is	In the standard and basic versions	No	There is

Both physical and legal entities... Its use endows ED with legal force and equates it to paper. To work with digital signature, you must have a crypto provider and digital signature tools. These include private and public keys and special software. Document signing is possible through separate plugins for MS Office and Adobe Systems, as well as through separate programs (CryptoArm or CryptoFile) or through online services. The formation of the ES and the receipt of the certified file takes place in several simple steps regardless of the selected type of EDS means. However, the presence certain functions, the supported formats and even the allowable volume of the certified document already depend on the type and version of the software.

How to sign a document with an electronic signatureusing modern crypto programs? Consider the specifics of solving this problem using an example famous program CryptoARM.

What are the tools for signing EDS documents

The corresponding type of solution in the modern IT market is presented in a wide range. Among the most popular in Russia:

• CryptoPRO is a universal software package for the exchange of electronic documents protected by EDS in a wide range of formats;
• "CryptoARM" - a specialized program for signing files using EDS;
• CryptoTree is a solution that provides a technical component in organizing the electronic circulation of legally significant documents that are protected by an EDS.

The "CryptoARM" program can be attributed to the simplest and most universal solutions on how to sign a document with an electronic signature: it is easily integrated into Windows interfaces, easy to use, customize. Using it, you can easily understand how to electronically sign various documents.

If you have an EDS key, CryptoARM can be used both as a document signing tool and as a tool for verifying the authenticity of certain EDS.

Take advantage of free version"CryptoARM" or you can order a paid one through the developer's website this decision- LLC "CRYPTO-PRO". How to sign an EDS document using this software - read on.

What files can I put EDS on?

The specificity of an electronic signature lies in the fact that it can be used to certify almost any file - be it Word document, PDF, drawing or video. From a technological point of view, signing the EDS of a PDF document is no different from certifying a multimedia file:

• the cryptographic program, with which the file is certified, generates its hash (brief information about the integrity and authorship);
• the hash is encrypted using the private key;
• a document signed with an EDS or a separate EDS file for the corresponding document is generated.

To verify the authenticity of the file, the recipient must use, in turn, the public key: it decrypts the hash and allows you to determine the integrity and authorship of the file - be it a Word document or a video.

In turn, there is a large number of varieties software, with which you can, using EDS, sign a Word document or PDF. Among the most common solutions in Russia, as we noted above, is the CryptoARM program. Let's consider how to put an EDS on a Word document using it.

How to insert an EDS into a file using "CryptoARM" (short instruction)

You can use the program in question in Windows in two modes:

• through the context menu of files in the explorer (by right-clicking on the file and selecting the desired option);
• through the main interface of the program (by launching it from the desktop).

How to sign a Word document with an electronic signature - the solution to this issue through the Windows context menu is quite convenient. If we have the CryptoARM solution at our disposal, then we will stick to it.

Let's study the peculiarities of using the corresponding capabilities of "CryptoARM" in practice.

How to put an EDS on a Word document (Word 2003, Word 2007, Word 2010, 2013, 2016)

Let's agree that our file was created using Word programs 2007 - how to sign a document with an electronic signature in this case? Please note that for the question of how to electronically sign a document in Word 2010 and other versions used, this instruction is also relevant.

Select the Word file located in the computer folder, right-click on it, then select the "CryptoARM" option, then - "Sign". The "Program File Signing Wizard" will open.

In the "Wizards" window that opens, you can check once again whether the correct file has been selected for signing. If necessary, add other objects to the list of files to be signed, they can be certified at the same time. Having decided on a file or a list of those for signing, click "Next".

In the next wizard window, you need to select the encoding settings (you can leave the default values), and also specify the path for placing the files signed with EDS. Click "Next".

In the next window, you can set various signature details (for example, visa, comments, time stamp), if required. Here you can also put a tick in front of the "Save signature in a separate file" item. If this is done, then the EDS hash will be saved separately from the certified document (but the subsequent verification of the EDS will require the simultaneous presence of both files). If not, the document and the EDS that certifies it will be combined into one file.

Now you need to select the signing certificate issued by the certification authority. It can be placed on a PC (registered in the registry) or on an external medium - a flash drive, eToken. In the second case, you will need to attach the appropriate media to the computer.

In the window that opens after selecting a certificate, all settings can be left by default.

Click "Next", then - "Finish". The file signed with EDS will appear in the folder specified in the "Wizard" window earlier. In general, its location will be the same as the location of the original file. The name of the file signed with CryptoARM will coincide with the original one, but it will be supplemented with the EDS extension - as a rule, this is the SIG extension.

How to certify PDF (PDF) using EDS

So, we know how to digitally sign a document in Word. We noted above that this procedure does not fundamentally differ from certification with the help of an EDS of any other files. But when working with some types of data, there may still be nuances.

In particular, the certification procedure for PDF files has certain peculiarities. How to put an electronic signature on PDF document(taking into account the peculiarities of this file format)?

The main actions when using "CryptoPRO" when performing such a task as putting an EDS on a PDF document will be almost the same as for a Word document. The EDS on the PDF file is put according to an algorithm similar to the one we discussed above - when we studied the question of how to sign a Word document with an electronic signature.

At the same time, it should be borne in mind that it is when certifying a PDF document that it makes sense to separate the EDS hash from the corresponding document and write it to a separate file.

The fact is that some solutions from Adobe, the developer of the PDF format, allow signing documents in this format regular means... It is quite possible that the recipient of the file will want to first get acquainted with the corresponding signatures, and only then - to verify the authenticity of the document's EDS.

At the same time, the recipient of the document may not have the CryptoARM distribution kit or any other solution with a public key for verifying the electronic signature in Word or PDF. In this case, the decision on how to sign a PDF document with an electronic digital signature (by dividing or combining the EDS and the document itself) can provide an additional tool for verifying the file for the recipient.

The question of how to sign a PDF file with an electronic signature - separating the EDS from the file or combining them, should be agreed in advance with the recipient of the document.

Outcomes

Modern crypto programs - such as CryptoARM - allow you to sign almost any file. The question of how to sign an EDS document Word or PDF, as a rule, is removed very quickly using the interfaces of this solution. At the same time, in some cases, the specific format of the signature is important - in the form a separate file or in the form of an attachment to the certified document. In this sense, the solution to the question of how to sign a PDF document with an electronic digital signature may differ from the procedure for certifying a document in Word format.

You can find out more about the use of digital signatures for certification of documents in the articles:

The signature is what can provide a unique look to anyone text document whether it be business documentation or fiction storytelling. Among the rich functionality Microsoft programs Word opportunity there is also an insert of the signature, and the latter can be both handwritten and printed.

In this article we will cover all possible methods put a signature in Word, as well as how to prepare a specially designated place for it in the document.

In order to add a handwritten signature to a document, you must first create one. To do this, you will need a white sheet of paper, a pen, and a scanner connected to your computer and configured.

Insert a handwritten signature

1. Take a pen and sign on a piece of paper.

2. Scan the page with your signature using a scanner and save it to your computer in one of the common graphic formats (JPG, BMP, PNG).

Note: If you are having difficulty using your scanner, refer to the manual that came with it, or visit the manufacturer's website for detailed instructions on setting up and using the equipment.

Advice: If you do not have a scanner, the camera of your smartphone or tablet can also replace it, but in this case you may have to try hard to make the page with the caption on the photo white and not stand out in comparison with the page of the electronic Word document.

3. Add an image with a signature to the document. If you do not know how to do this, use our instructions.

4. Most likely, the scanned image needs to be cropped, leaving only the area in which the signature is located. Also, you can resize the image. Our instructions will help you with this.

5. Move the scanned, cropped and resized image with the signature to the desired location on the document.

If you need to add typewritten text to your handwritten signature, read the next section of this article.

Adding text to a signature

Quite often, in the documents in which it is necessary to put a signature, in addition to the signature itself, you need to indicate the position, contact details or any other information. To do this, you need to save the text information along with the scanned signature as an auto text.

1. Enter the text you want below or to the left of the inserted image.

2. Using the mouse, select the entered text along with the signature image.

3. Go to the tab "Insert" and press the button "Express blocks" located in the group "Text".

5. In the dialog box that opens, enter the required information:

• Collection - select an item "Autotext".
• Leave the rest of the items unchanged.

6. Click "OK"

7. The handwritten signature you created with the accompanying text will be saved as an autotext, ready for further use and insertion into the document.

Insert a handwritten signature with typescript

To insert a handwritten signature you created with text, you need to open and add the express block you saved to the document "Autotext".

1. Click in the place of the document where the signature should be, and go to the tab "Insert".

2. Press the button "Express blocks".

3. From the drop-down menu, select "Autotext".

4. Select the required block from the list that appears and insert it into the document.

5. A handwritten signature with accompanying text will appear at the location you specified in the document.

Insert signature line

In addition to a handwritten signature, you can also add a signature line to a Microsoft Word document. The latter can be done in several ways, each of which will be optimal for a particular situation.

Note: The method of creating a signature line also depends on whether the document will be printed or not.

Adding a signature line by underlining spaces in a regular document

Earlier we wrote about how to underline text in Word and, in addition to the letters and words themselves, the program also allows you to underline the spaces between them. Directly to create a signature line, we only need to underline spaces.

To simplify and speed up the solution of the problem, instead of spaces, it is better to use tabs.

2. Press the key "TAB" one or more times, depending on how long you want the signature string to be.

3. Turn on the non-printable character display mode by pressing the pi button in the "Paragraph", tab "The main".

4. Highlight the character or tabs you want to underline. They will appear as small arrows.

5. Take the required action:

6. In place of the spaces (tabs) you have set, a horizontal line will appear - a line for the signature.

7. Disable the non-printable character display mode.

Add a signature line by underlining spaces in a web document

If you need to create a signature line by underlining, not in a document preparing for printing, but in a web form or web document, you need to add a table cell in which only the bottom border will be visible. It is she who will act as the signature line.

In this case, when you enter text into the document, the underline you added will remain in place. A line added in this way can be accompanied by introductory text, for example, "The date", "Signature".

Insert line

1. Click in the place of the document where you want to add a signature line.

2. In the tab "Insert" press the button "Table".

3. Create a one-cell table.

4. Move the added cell to the desired location in the document and resize it according to the required size the string being created for signature.

5. Right-click on the table and select the item Borders and Fills.

6. In the window that opens, go to the tab "The border".

7. In the section "A type" select item "No".

8. In the section "Style" select the required color of the line for the signature, its type, thickness.

9. In the section "Sample" click between the display markers of the bottom margin in the diagram to display only the bottom border.

Note: The border type will change to "Other", instead of the previously selected "No".

10. In the section "Apply to" select an option "Table".

11. Click "OK" to close the window.

Note: To display a table without gray lines that will not appear on paper when printing a document, in the tab "Layout"(chapter "Working with tables") select an option "Show Grid", which is located in the section "Table".

Insert a line with accompanying text for a signature line

This method is recommended for those cases when you need to not only add a signature line, but also provide explanatory text next to it. Such text can be the word “Signature”, “Date”, “Full name”, position held and much more. It is important that this text and the signature itself, together with the line for it, are at the same level.

1. Click in the place of the document where the signature line should be.

2. In the tab "Insert" click on the button "Table".

3. Add a 2 x 1 table (two columns, one row).

4. Change the location of the table, if necessary. Resize it by pulling on the handle in the lower right corner. Adjust the size of the first cell (for explanatory text) and the second (caption line).

5. Right-click on the table, select in context menu paragraph Borders and Fills.

6. In the dialog box that opens, go to the tab "The border".

7.In section "A type" select an option "No".

8. In the section "Apply to" choose "Table".

9. Click "OK" to close the dialog box.

10. Right-click in the place of the table where the signature line should be located, that is, in the second cell, and select the item Borders and Fills.

11. Go to the tab "The border".

12. In the section "Style" choose the appropriate line type, color and weight.

13. In the section "Sample" click on the marker on which the bottom margin is displayed to make only the bottom border of the table visible - this will be the signature line.

14. In the section "Apply to" select an option "Cell"... Click on "OK" to close the window.

15. Enter the necessary explanatory text in the first cell of the table (its borders, including the bottom line, will not be displayed).

Note: The gray dotted border that frames the cells of the table you created is not printed. To hide it or, conversely, to show it if it is hidden, click on the button "Borders" located in the group "Paragraph"(tab "The main") and select the option "Show Grid".

That, in fact, is all, now you know about all the possible methods to sign in Microsoft document Word. This can be either a handwritten signature or a line for manually adding a signature on an already printed document. In both cases, the signature or place for signature may be accompanied by an explanatory text, the ways of adding which we also told you about.