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I'd like you to think about for a moment paper documents out there that you sign and think about why we sign them. A cover letter, for example, might be signed at the bottom, an expense reports, an invoice. Whatever the document, you sign it usually to create authenticity or to confirm the integrity of the document. Well the same can be done and for the same reasons with electronic documents in Word. The difference with Word is, you can create a visible digital signature or an invisible digital signature.
The visible way means creating a signature line in the document and then those who need to sign the document either type their name insert in an image of their signature or write their name if they are using a tablet. At the very same time, a digital signature is added. Now having this ability is a huge step towards a paperless environment. Now, if you don't actually want a signature line in the document, but you want the ability to sign in to add authenticity or integrity, you can add an invisible signature. Nothing appears in the document, but you'll know it has been signed by the status bar.
So let's sign a document both ways with a digital signature. First we'll add a signature line to an existing document. So let's go to our Open button here, and from the open button we'll navigate to the lesson 18 folder and we'll find Form letter 18A right here, click Open. So here's our form letter. We'll scroll down here to the bottom and you can see we've got a spot for it. We'll click here, right above the word "president." Let's go to our Insert tab now up here.
We'll click Insert. Now we want to actually insert a signature line, so let's go all way over here to the Text group, click this little drop down. You'll see we've got Microsoft Office signature line or Add Signature Services. We want this one here, the default Microsoft Office signature line. Now this little dialogue box will open up and just telling you a little bit about digital signatures, because " Microsoft Office digital signatures combine the familiarity of a paper signing experience with blah, blah..." of all of stuff I just said. So click OK.
Now this little dialog shows up here or we can type in the suggested signer and that should be me, David Rivers, and down here put we'll in "President" and suggested signer's e-mail address. Now president's already in here so I might not need that. I'll take that out and just put in my e-mail address here and let's put in "drivers@eatcake" and let's put in a make believe e-mail address here. All right.
Instructions to the signer do show up here down below. "Before signing this document verify that the content you are signing is correct." We can change those instructions, if we wanted to, but that's good. Allow the signer to add comments in the Sign dialogue. We could enable that but by default, it's not, and Show the date that the signature was made. We'll click OK. Right there, you can see we've got our line. David Rivers, there's President, Eat Cake Patisserie. OK so that's there waiting for us to use it. Let's double-click this block now.
Now the block is, when we click on it, selected by this frame. Double clicking gets us inside. And there's that same dialog box. Now, if you're a know everything there is to know about digital signatures, you can say "Don't show this message again" and click OK. Now because I've double clicked in here and the block is already there, in order to sign this Microsoft Office document, I need a digital ID and I've got two options here. Get one from a Microsoft partner, so if you use a digital ID from a Microsoft partner, other people will be able to verify the authenticity of your signature or you can create your own.
And if you create own, other people will not be able to verify the authenticity of your signature. That's okay for now, we'll click OK. So name, David Rivers, I'm going to type in my e-mail address, the one that I put in earlier as the suggested email address. And if I wanted to, I can add other information that would help me line up with what I was being prompted for. So organization and location were not fields that were recommended when I was setting up the block, so I'm going to leave them blank and just click Create.
And now I can sign, by typing in my name or if I wanted to, if I scanned my signature, select that image, and I'm just going to type in my name here. When I click sign, a couple things happen. I see this dialog box telling me that my signature has been successfully saved with the document and if the document is changed, my signature will become invalid. OK. I'll click OK. There's my name typed in on the signature line, there's the date that we said we wanted in there and there's my Signatures pane over here with valid signatures in here.
So if I needed to, I can click the drop- down, get the details of the signature, that's the stuff we just saw. Also from this drop down, I can set it up or even remove it but that looks good. I click in my document, I know that not only has text appeared in the document, but there's a digital signature attached as well. So that's we call a visible signature data. To add an invisible signature to document, we follow a different set of steps. Let's open up a different document now. We'll go to our Open button under the Office button here and in the lesson 18 folder of your exercise files, we'll open form letter 18B, a version of this document we just signed.
As you scroll down you can see that the block is here with my name, title and the company name there already. So I'm not actually doing a visible one here, it's going to be invisible in the background. Remember what I said, we'll know from the status bar down below, if there is a digital signature. So I'll go up to the Office button, and down to Prepare and Add a Digital Signature. There's that message, we don't need to see that ever again, we click OK. And here you can see we've got the Sign dialogue so we put in the purpose for signing this document.
The purpose might be confirming content, for example. Signing as David Rivers is there. If I needed to change that I could, but I'm just going to click Sign, and it is successful. I see that here from this little note. I click OK. There's my Signatures pane again. I can close that up and looking at this document, you really wouldn't know that there's additional signature except if we look at the status bar. Now there's a new icon down here that says "This document contains signatures." I can click on that to bring open my Signatures pane again.
There's only one signature here, it's David Rivers, and I can close this when I'm done. There you go. Two different ways to sign a document electronically.
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