How to Insert Signature in Excel: Image-Based, Hand-Drawn, and More

Excel supports several ways to add signatures, and choosing the right one matters. Image and drawn signatures are quick and work everywhere, but they're purely visual. Typed signatures are even faster for internal sign-offs, while digital signatures and signature lines add cryptographic verification and stricter change tracking in supported desktop versions.

I'll walk you through adding images, drawn, typed, and digital signatures in Excel. We'll cover using signature lines on Windows, anchoring and protecting signature objects, and troubleshooting common problems like shifting, disappearing, or invalid signatures.

Types of Signatures You Can Insert in Excel

Before we dive in, let me explain what each signature type does.

Image-based signatures

Scan or photograph your handwritten signature, save it as a PNG file, and insert it as a picture. This method works on all platforms (Windows, Mac, Web, and mobile). Keep in mind that anyone with edit access can move or delete the image, so I recommend this when you need professional appearance without security.

Drawn (ink) signatures

The Draw tab lets you sign directly on the screen using a mouse, trackpad, or stylus. I find this useful when you want the handwritten look but don't have a scanner, though it doesn't provide security.

Text-based signatures

You type your name in a cell and format it with a handwriting font like Segoe Script or Lucida Handwriting. Text signatures are easy to create but also easy to edit. I use them for informal sign-offs.

Digital signatures (certificate-based)

Digital signatures use certificates to verify who signed the document and that it hasn't changed. This is the only signature type that provides real security. You'll need a digital certificate, and some features are Windows-only.

Choosing the right signature type

Here's how I decide which signature type to use:

How to Insert an Image Signature in Excel

Image signatures work across all Excel versions and platforms. Let me show you how.

Note: The Place in Cell option is available in Excel for Microsoft 365 and Excel 2024. Old versions only support Place over Cell.

Preparing your signature image

Sign your name on white paper using a dark pen, then scan or photograph it. Here are a few tips I've learned:

• Sign larger than normal. Shrinking a large signature looks better than enlarging a small one
• Use PNG format with transparent background when possible (JPG files have white backgrounds that may clash with cell colors)
• Aim for 300-400 pixels wide at 150 DPI for screen display
• Crop tightly around the signature to minimize file size

If your signature has a white background, you can remove it using Excel's Set Transparent Color tool.

Inserting the signature image

Here's how to insert your signature:

• Click the cell where you want the signature positioned
• Go to Insert > Pictures, then choose:
  • Place in Cell: Embeds the signature inside the cell (moves and resizes with the cell automatically)
  • Place over Cell: Floats the signature above cells (requires manual anchoring)
• Select your source: This Device, Stock Images, or Online Pictures
• Select your signature image file and click Insert

Insert tab showing Pictures options in Excel. Image by Author.

Which option should you use?

Use Place in Cell if your signature needs to stay with specific data rows (e.g., approval signatures in dynamic tables that you sort or filter). The signature becomes part of the cell value and adjusts automatically.

Use Place over Cell if you need precise positioning independent of cell changes (e.g., fixed signature at document bottom). The signature floats above the grid, and you can drag the corners to resize (hold Shift to keep proportions) or drag the center to move it.

Anchoring the signature to cells

If you choose Place over Cell, you'll need to anchor the signature manually. (Skip this section if you used Place in Cell, as those signatures anchor automatically.)

1. Right-click the signature image
2. Select Format Picture
3. Click the Size & Properties icon
4. Expand the Properties section

Properties section showing anchoring options. Image by Author.

You'll see three positioning options:

I recommend "Move and size with cells" if your signature should follow data when sorting or filtering. Use "Don't move or size with cells" for signatures in fixed header areas. (Remember, Place in Cell signatures automatically use "Move and size with cells" behavior.)

Removing the white background

If your signature image has a white background that looks odd against colored cells:

• Select the signature image
• Go to Picture Format tab > Color > Set Transparent Color
• Click on the white background area of your signature

Excel makes that color transparent.

How to Add a Drawn Signature in Excel

If you don't have a scanner, you can draw your signature directly in Excel.

Enabling the Draw tab

The Draw tab may not be visible by default. To enable it:

• Go to File > Options
• Click Customize Ribbon
• In the right column, check the box next to Draw
• Click OK

Enabling the Draw tab in Excel Options. Image by Author.

Touch-enabled devices usually show the Draw tab automatically.

Creating a drawn signature

Once the Draw tab is visible, here's how to create a signature:

• Click the Draw tab
• Select a Pen tool (a thin black pen works well)
• Click the pen again to adjust thickness and color: 0.5mm to 1mm in black or dark blue works well
• Draw your signature using your mouse, trackpad, or stylus
• When finished, use Lasso Select to draw a circle around all the strokes
• Right-click the selection and choose Group > Group to combine strokes into one movable object

On touch devices with a stylus, varying pen pressure creates thicker and thinner strokes for a more natural look.

Positioning and resizing drawn signatures

After grouping, your drawn signature behaves like any other shape. Drag it to position, drag the corners to resize, and use the Format Shape options to adjust properties.

You can anchor drawn signatures using the same Size & Properties > Properties options you used earlier for image signatures. Right-click the signature, select Format Shape, and choose your preferred anchoring behavior.

How to Add a Typed Signature in Excel

This is the fastest option. Just type your name and format it to look like a signature.

Choosing a handwriting font

Excel includes several fonts that look like handwriting. Here are my favorites:

Formatting the typed signature

After choosing a font:

• Increase the font size: 14pt to 24pt typically looks appropriate

• Consider dark blue (#1F3864) instead of black for a traditional ink appearance

• Right-align the cell if the signature should appear on the right side of a document

• Adjust row height if the signature text gets cut off

Anyone with access to the workbook can edit typed signatures, so I only use them when I trust everyone and don't need tamper-evidence.

How to Insert a Digital Signature in Excel

Digital signatures verify that you signed the document and that it hasn't changed. Let me walk you through it.

Digital signature basics

How digital signatures work

When you apply a digital signature, Excel creates a hash of the workbook and encrypts it with your certificate. If anyone modifies a cell, Excel marks the signature as invalid. After signing, Excel treats the workbook as read-only for most users. If someone edits the file, Excel warns that the digital signature will be removed or marked as invalid.

Adding an invisible digital signature

Here's how to add a digital signature:

• Click the File tab
• Select Info
• Click Protect Workbook
• Select Add a Digital Signature

Adding a digital signature from the Info panel. Image by Author.

5. Read the Microsoft information prompt and click OK
6. In the Commitment Type dropdown, select the appropriate option (Created, Approved, or Created and approved)
7. Type a purpose for signing in the text box (optional but helpful for records)
8. Click Sign

If you don't have a digital certificate, Excel will prompt you to get one. For personal use, create a self-signed certificate using SelfCert.exe (in your Office installation folder). For external documents, get one from a certificate authority like GlobalSign or DigiCert.

Post-signing behavior

Once signed:

• Editing features are disabled
• A "Signatures" button appears in the status bar

To view signature details, go to File > Info and look in the Signatures section, or click the Signatures button in the status bar.

Platform limitations

Digital signatures have platform restrictions:

If you need cross-platform compatibility, consider using image or drawn signatures for visual indication. For formal approval tracking, you may need to combine Excel with your organization's broader workflow tools.

How to Insert a Signature Line in Excel

Signature lines combine a visual placeholder with digital signature verification. Perfect for formal documents.

Understanding signature lines

A signature line is a visible object that shows:

• An "X" mark indicating where to sign
• The suggested signer's name
• Optional title, email, and instructions

When signed, it combines both visual representation and cryptographic verification (similar to the invisible digital signature covered earlier).

Signature lines are only available in Excel for Windows. Mac, Web, and mobile users cannot insert or sign signature lines.

Inserting a signature line

To add a signature line (Windows only):

• Click where you want the signature line to appear
• Go to Insert > Text > Signature Line > Microsoft Office Signature Line

Insert tab showing Signature Line option. Image by Author.

• In the Signature Setup dialog, fill in:
  • Suggested signer: The person who should sign (e.g., "Ahmed Ali")
  • Suggested signer's title: Their role (e.g., "Finance Director")
  • Suggested signer's e-mail address: Contact information
  • Instructions to the signer: Guidance text (e.g., "Verify totals before signing")
• Check optional boxes:
  • "Allow the signer to add comments" lets them add notes when signing
  • "Show sign date in signature line" displays when they signed
• Click OK.

A signature line placeholder appears in the worksheet.

Signing a signature line

When the designated signer receives the document:

• Double-click the signature line (or right-click and select Sign). If in Protected View, click "Edit Anyway" first
• Choose how to create the visual signature:
  • Type your name in the box (Excel converts it to cursive)
  • Select Image to use a picture of your signature
  • Sign using digital ink on touch devices
• Click Sign.

Excel applies both the visual signature and the verification, making the document read-only.

Locking and Protecting Signatures in Excel

After adding signatures, you can prevent accidental movement or deletion.

Protection options

Locking signature images and shapes

To prevent a signature image from being moved or edited:

1. Right-click the signature object
2. Select Format Picture (or Format Shape for drawn signatures)
3. Go to Size & Properties > Properties
4. Check the Locked checkbox (usually checked by default)

This setting only takes effect when you protect the worksheet.

Protecting the worksheet

To enforce the lock:

• Go to Review > Protect Sheet
• Enter a password (optional but recommended)
• In the permissions list, make sure "Edit objects" is unchecked, as this prevents users from modifying locked objects
• Click OK

Protect Sheet dialog with object editing disabled. Image by Author.

Users can still view and print the worksheet, but they can't move or delete locked signature objects without the password.

Understanding protection limitations

Worksheet protection prevents casual editing but won't stop users with technical knowledge.

For tamper evidence, use digital signatures instead of worksheet protection.

Common Problems When Inserting Signatures in Excel

I've run into these issues more times than I'd like to admit. Here's how to fix them.

Signature moves when scrolling, filtering, or resizing

If your signature keeps moving around, it's because the image isn't properly anchored to cells.

• If you used Place over Cell: Right-click the image, go to Format Picture > Size & Properties > Properties. Choose Move and size with cells if the signature should follow data during sorting, or Don't move or size with cells if it should stay in a fixed position.
• If you used Place in Cell: This shouldn't happen since in-cell pictures move automatically with their cells. If the signature still moves unexpectedly, verify it's actually placed in a cell by right-clicking and checking for Picture in Cell option.

Note that on Android Excel apps, the "Move and size with cells" option may not be available.

Signature disappears or is cut off when printing

If your signature doesn't show up or gets cut off when you print, it's usually because the "Print object" setting is disabled or the signature falls outside the print area.

First, enable the print object setting:

• Right-click the signature > Format Picture > Size & Properties > Properties > check Print object

Then adjust the print area:

• Go to Page Layout > Print Area > Set Print Area, making sure to include rows/columns containing the signature
• Check Page Layout > Page Setup > Sheet tab > ensure Print includes Objects

Digital signature becomes invalid after opening

If your digital signature keeps becoming invalid, it's because the workbook contains volatile functions like =TODAY(), =NOW(), or =RAND() that automatically recalculate when you open the file.

To prevent this, switch Excel to manual calculation mode before signing. Go to Formulas > Calculation Options > Manual, then sign the document. When others open the signed file, they should also set their Excel to manual calculation in a blank workbook first, then open your signed file.

Signature image looks blurry

Blurry signatures happen because Excel automatically compresses images when you save the file. To fix this, turn off image compression before inserting your signature:

1. Go to File > Options > Advanced
2. Scroll down to Image Size and Quality
3. Check Do not compress images in file
4. Set default resolution to High fidelity

Signature line is grayed out or unavailable

If the signature line option is grayed out or missing, it's usually because signature lines only work in Excel for Windows, or because the sheet has restrictions enabled. Here's what to try:

• If you're on Mac, Web, or mobile: Signature lines aren't supported on these platforms. Use image or drawn signatures instead.
• If the sheet is protected: Go to Review > Unprotect Sheet.
• If the document is marked as final: Go to File > Info and remove Marked as Final.
• If an add-in might be interfering: Go to File > Options > Add-ins and disable COM add-ins one at a time to identify the problem.

Best Practices for Using Signatures in Excel

Here are some tips I've learned:

• Choose the right signature type and placement method upfront. Image and drawn signatures are for appearance; digital signatures are for verification. Use Place in Cell for signatures in dynamic tables, and Place over Cell for fixed-position signatures. Don't waste time setting up certificates if you just need a visual signature.
• Finalize content before signing. Digital signatures become invalid with any change. Complete all edits, review the document, and then sign as the final step.
• Protect sheets after adding visual signatures, and keep unsigned templates as masters. This prevents accidental movement or deletion of signatures, and lets you generate new signed copies without stripping old signatures.
• Label signature areas clearly. Add text like "Approved by:" or "Reviewed by:" above signature spaces so readers understand each signature's purpose.
• Test on recipient platforms. If you're sharing signed files, verify they display correctly on your recipients' platforms.

Conclusion

You now know several ways to insert signatures in Excel. The key is picking the right one for your particular case.

For informal documents, I stick with images or drawn signatures. For documents that need tamper-evidence (financial approvals, contracts, audit records), use digital signatures.

One last tip: finalize your content before signing, and set calculation mode to Manual if you have formulas like =TODAY().

For more Excel workflows, read our Excel Macros Tutorial and our Excel Table tutorial.