To insert a signature line in Word on Windows, click where you want it, go to Insert > Signature Line (in the Text group) > Microsoft Office Signature Line, type the signer’s name and title, and select OK. Word adds a line with an X and the signer’s details underneath. For a simple line to sign by hand after printing, or on a Mac, use a tab with an underline instead.
Applies to: Word for Microsoft 365, Word 2024, 2021, 2019 and 2016 on Windows. Word for Mac and Word for the web don’t have the Signature Line command; use Method 2 or 3. Last reviewed October 8, 2026.
Method 1: Microsoft Office Signature Line (Windows)
- Click where the signature should go.
- Go to Insert > Signature Line > Microsoft Office Signature Line.
- Fill in the Suggested signer (name), Suggested signer’s title and email address. These appear under the line.
- Optionally add Instructions to the signer, tick Allow the signer to add comments, and tick Show sign date in signature line.
- Select OK.
To add another, select the line, copy and paste it, then right-click the copy and choose Signature Setup to change the name. This kind of line can be signed with a digital certificate; see how to insert a digital signature in Word.
Method 2: A simple line with a tab (all versions)
- Type Signature: and a space.
- Press Ctrl+U to turn on underline, then press Tab two or three times. Press Ctrl+U again.
- Press Enter and type the person’s name and title underneath.
For a perfectly sized line, set a right tab stop with an underline leader: open Home > Paragraph launcher > Tabs, type a position such as 3.5″, choose Right alignment and leader 4 ____, select Set and OK, then press Tab after “Signature:”. Avoid typing rows of underscores; they shift when the font changes.
Method 3: Side-by-side signature lines with a table
- Go to Insert > Table and choose 2 columns by 2 rows (or 3 columns for three signers).
- Type names and titles in the second row.
- Select the whole table and choose Table Design > Borders > No Border.
- Select the first row and choose Borders > Bottom Border.
- Drag the first row’s bottom edge down to leave room to sign.
Add a narrow empty column between the two if you want a gap between the lines.
Add a date line
Repeat the tab or table method with “Date:” next to the signature, or tick Show sign date in Method 1 so the date is added when the person signs.
Sign the line
- Print and sign by hand: works for all methods.
- Insert a picture of your signature: see how to electronically sign a Word document.
- Sign on a phone or tablet: see how to sign a Word doc on iPhone or on iPad.
Troubleshooting
Signature Line is greyed out
The document is in Compatibility Mode (.doc) or Protected View. Save it as .docx and select Enable Editing.
There’s no Signature Line button
You’re on a Mac or Word for the web. Use the tab or table method.
The line moves when I type
Typed underscores and spaces shift. Use a tab leader or a table border instead.
Frequently asked questions
Is a signature line legally required?
No. It’s a visual guide. Whether a signature is valid depends on how it’s made and your local laws, not the line.
How do I stop people editing the rest of the document?
Go to Review > Restrict Editing, tick Allow only this type of editing, and choose Filling in forms if you used content controls, or No changes (Read only) with exceptions for the signature area. Select Yes, Start Enforcing Protection and set a password. Saving as a PDF before sending is another simple way to lock the layout.
Can I draw a plain horizontal line instead?
Yes, but it won’t stay aligned with text. See how to insert a horizontal line in Word.
Related: how to print envelopes from Word.
Related: type on top of a line in Word.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.