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How do I insert an electronic signature in Gmail?



How do I insert an electronic signature in Gmail?


You’ve probably received emails from people who want you to sign their documents. Maybe they’re contracts that need your approval before signing, or maybe it’s just something they sent out themselves and don’t mind them being printed. The problem with these signatures is that they are usually either illegible (because of poor penmanship) or hard to write (if you have arthritis).

Instead of using one of those pre-written signatures, there are plenty of ways for you to easily add a personal touch by creating your own eSignature—which means adding your name, title, company, phone number, and other details about yourself.

If you use Google Chrome as your primary web browser, then we will show you how to take advantage of this popular browser extension called Hello Sign — which allows you to quickly create a custom signature without any technical knowledge required. It also lets you attach files to your messages, send faxes, and more. You can even invite others to join the service so they too may customize their own signatures.

But first things first...how does one go about inserting an electronic signature into Gmail?

How do I create my own digital signature?

Creating your own digital signature doesn't require much effort at all. To start off, simply open up your default mail client such as Apple Mail on Mac OS X or Windows Live Hotmail/Outlook Express on PC, or GMail if you're a Linux user. Then compose a new message, click on "Mail" menu item and select “Compose & Send Message." This brings up the familiar window where you type in your recipient's address, subject line, and content. At the very bottom right corner of the screen you should see a box labeled “Attach Files," followed by another box below entitled “Insert Signature Here.” Clicking on Insert Signature Here opens up a small popup window. After clicking OK, you'll be able to enter whatever you would normally include within your email signature. If you choose not to put anything here, Gmail automatically adds some basic options including your full name, job position, mobile phone number, website URL, etc. But why stop there when you could really get creative with what you include? Read on!

What is the easiest way to create a digital signature?

The most common method for generating a signature involves downloading software to your computer, but Hello Sign makes doing this unnecessary. However, you still might prefer a different solution depending upon what operating system you run on. For example, while macOS users won't find an option via the application itself, you can download it directly through Safari. Simply follow the link above and drag and drop HelloSign onto your desktop. Once installed, launching the program will allow you to begin entering everything you'd typically want included in your signature.

Hello Sign supports over 100 countries worldwide for international customers, meaning no matter where you live you'll always be able to access it without having to worry about local laws regarding online privacy and security. In addition, Hello Sign gives you complete control over what data is collected. By providing only your name, email address, and country code, you remain anonymous. All communications between you and HelloSign stay encrypted end-to-end with 256 bit SSL encryption. They never store your credit card numbers and expiration date, nor do you ever provide us with your social security number. We are committed to keeping our customer's private information secure.



How can I create a free digital signature?

When choosing whether to purchase HelloSign, many potential buyers ask if they can try it for free. Unfortunately, we cannot offer this due to legal restrictions. While we hope to expand our services further down the road, until that time comes, anyone wishing to test drive HelloSign must subscribe to the premium version ($9 per month or $99 annually).

For those interested in trying it anyway, please note that there are several methods available for creating a free virtual signature. One option includes uploading your existing signature file (.eps/.ai/.pdf), copying and pasting text from websites, or importing text from Word or Excel documents. Another great feature of HelloSign is its ability to recognize images embedded within documents, allowing you to place photos next to your signature without needing to upload them separately. When selecting images, make sure to check the boxes indicating you wish to use them as icons rather than actual photographs. Finally, you can embed video links within your document by highlighting them and hitting the button located near the top left corner of the interface. Your video is uploaded along with your signature.

In order to view your signature once it has been created, you will need to log into your account and click on Show My Avatar. From there, you can edit it, delete it, save it, print it, export it as HTML, or copy it.

How do I create a digital signature in PDF?

While many companies now primarily accept electronic signatures in Adobe Portable Document Format (PDF), sometimes it becomes necessary to convert your signature to.JPEG format in order to comply with certain business requirements. Fortunately, converting signatures isn't difficult thanks to tools already provided by HelloSign. Go to Preferences > Settings, and under the General tab, select Convert Signature and hit Save. Now whenever you receive a signature request in PDF form, simply switch back to the Conversions section and pick JPEG Conversion instead.

After you've finished creating your signature, you can import it straight into Gmail by going to Tools & Options and then Privacy & Security. Next, scroll down to the Email Communications heading and look for the area marked With Digital Certificates. Click on Edit Certificate and you can browse through the list of supported certificates. Select whichever certificate best suits your needs and proceed forward. As soon as you finish, the changes should immediately appear on your profile page.

Now that you know how easy it is to create your signature, let's move on to other useful features offered by HelloSign. First among these is the ability to share signatures across multiple accounts. So say you work for both ABC Corp and XYZ Inc - wouldn't it be nice to maintain one signature that works for both? No problem. Just head into Preferences and click on Account Management. Under the Manage Accounts header, locate the + icon and you can generate additional login credentials. Fill out your desired username and password combination and you'll be ready to use it wherever you need it.

Another handy function is the ability to schedule automatic signatures. Say you travel frequently and you often forget to update your status during meetings. Or perhaps you're running late and you don't want to miss important calls because your voicemail was turned off. Whatever reason you may have, you no longer have to worry about forgetting to set up automatic signatures. Instead, simply visit Preferences again and navigate to Scheduled Signatures. Scroll down to the Automatic Signatures section and you can mark specific times throughout each day when signatures should automatically trigger. These signatures will appear after you input your regular ones.

Finally, for businesses looking to streamline workflow processes, Hello Sign provides unique integration capabilities. Using this tool, organizations are able to manage signatures from one central location. And since every aspect of interaction stays fully controlled by employees, privacy concerns become far less prevalent. Take a closer look at these features by visiting Preference & Integrations.

If you're not using it already, you should start incorporating e-signatures into all of your online correspondence. The convenience is hard to beat — it's the same as signing something with pen and paper, but without having to worry about ink smudges and whether you've written everything down correctly.

The most common form of digital signatures are those that use one service provider (e.g., PayPal) or require you to sign up for yet another account (e.g., Evernote). If you want to avoid any extra accounts, however, we recommend looking at services like DocuSign, which integrate directly into Gmail. Here’s how.

Is there a free version of DocuSign?

Yes! There is a free version of DocuSign called Docusign Express. You can download the app from the App Store or visit docsifn.com/express to get started. It allows users to create documents such as letters, contracts, agreements, invoices, etc., then send them off electronically via email. They will receive notification emails when they open these files so they don't need to go hunting for them later. This saves time by making sure both parties agree on what was discussed before sending anything over. Plus, since this is done through email, no physical copies of papers are being sent around.

You also won't be charged if someone else receives the document because it automatically charges their card instead.

Docusign also offers professional plans for businesses that allow companies to manage more than just documents. For example, customers may upload spreadsheets, images, videos, audio recordings, presentations, photos, PDFs, Word documents, Excel sheets, PowerPoints, drawings, logos, business cards, newsletters, whiteboards, meeting minutes, agendas, and other content types.

This means that even if you work remotely, you can still incorporate some level of security and privacy into your interactions while keeping things simple. With DocuSign, you only pay once per month regardless of how many people you want to add to your team.

To learn more about its features, check out our guide here.

Download: Docusign Express for iOS | Android (Free)

Does Google Docs have DocuSign?

No, unfortunately, you cannot embed DocuSign within Google Drive or Google Docs. However, you could always use DocuSign outside of either platform. As mentioned above, you could simply attach a file containing your signature to an email. Alternatively, you could log onto docusign.com and type in your address where you would like to view your signature. Then, click "Save Signature" and choose between printing or saving your signature to your computer. A small disclaimer says it's currently available for U.S. residents who access the site using English language keyboards.

Another option is to install the Chrome extension. Once installed, whenever you select the "Send Email Now" button inside Gmail, a pop-up window will appear asking you to enter your details. All you'll need to do next is drag the box with your signature into the body of the message. When you finish composing your email, hit Send. Your recipient will see a link to input his or her name and scan the code provided after clicking it. Finally, the two of you will now each possess a copy of your signed contract.

Note: In order to make the process smoother, ensure that your browser has cookies enabled. Otherwise, the website might think it isn't secure enough to display your signature. Also, keep in mind that anyone viewing your signature could potentially take a screenshot. So, unless you trust everyone involved, we suggest leaving this feature turned off.

Download: DocuSign Extension for Chrome [Broken URL Removed]

Can you do a signature on Google Docs?

While it doesn't offer integration with Gmail itself, Google does provide several helpful tools that let you easily create and share legally binding documents. To begin, under File & New Document, scroll down until you find the Create new document section. Click Signing forms here. From there, you can select various templates depending on what you'd like to accomplish. After choosing one, you can customize the fields to fill out to suit your needs.

For instance, if you plan to write a letter, you can select Letter template. Or, if you're interested in creating an agreement, pick Agreement Template. Each page provides options for adding names, dates, signatures, initials, comments, attachments, and much more. And, best of all, you can edit every part of whatever document you end up creating. Simply double-click anywhere on the screen to change font size, color, background image, paragraph style, indentation, and more.

As far as security goes, Google encrypts data during transmission and keeps all communication private. That said, if you prefer to use a third party, it's possible to connect DocuSign to Google Sheets. But again, this comes with certain risks. Another potential issue with doing this is that your spreadsheet gets saved locally rather than uploaded to Google Drive. So, if you accidentally delete it, you lose it forever. Additionally, since it's stored on your personal device, it's vulnerable to theft. We highly encourage against doing this.

On top of all that though, if you decide to stick with DocuSign, there are plenty of useful tips and tricks tucked away in the Help Center. One particularly handy tip is to enable Auto-Renewal for recurring payments. By default, this setting is set to Off, meaning that you must manually renew your subscription each year. If you leave auto renewal On, however, you can save money by paying annually. Just remember to disable this setting right before billing ends so your credit card isn't billed twice for the duration of your membership.

Lastly, if you ever run across a problem, Google has created a Community Forum filled with answers to questions from other users. Check it out first if you haven't found help elsewhere.

Is DocuSign for Google Docs free?

Unfortunately, yes. While there are ways to automate the entire process of inserting your signature, those methods often involve installing additional software on your PC or Mac. Since this increases risk, we discourage you from trying them. Instead, we advise utilizing the tools offered by DocuSign themselves.

Here are a few examples of situations where integrating your signature into your Gmail account makes sense:

1. Company newsletter

2. Annual report

3. Sales presentation

4. Invoice

5. Real estate purchase agreement

6. Lease

A little bit of caution regarding #3, however. Some employers ask employees to include their own individualized signatures on company materials. Therefore, if your employer requires this kind of action, there is a good chance they wouldn't approve of you attaching your signature to a generic document.

Also, if you're working alone or with others, it's likely that multiple signatures will be required in different scenarios. That's why we strongly recommend getting familiar with the DocuSign interface. Doing so will give you confidence knowing exactly how to navigate the menus and buttons needed to complete your tasks efficiently and accurately.

So, now you know how easy it is to incorporate your signature into your Gmail account. Next stop? Making the transition completely seamless.

So you’ve got the perfect signature. You want to send it via email and know that whoever receives it will be able to read what you wrote—but how can you make sure they see exactly what you mean without printing out this masterpiece of written prose?

You could just attach it as an attachment (though people might not always look at those), but there are other ways too. If you have access to Google Docs on the web, here's how to add an e-signature with ease.

First off, if you don't already have one set up for yourself online, go ahead and do so now by following our guide to creating a strong password. Once that’s done, we'll show you three different methods of adding signatures using Gmail.

How do I create a scanned signature in Gmail?

If you’re sending emails from your phone, or maybe need to include multiple signatures depending on who you're talking to, scanning them into your computer is probably more convenient than pasting them directly into an email message. This method works best when attaching PDFs instead of images, since most mobile devices won't let you select a specific area within an image file to copy.

To scan something into your computer, first open up whatever program you use to write and save documents. For example, Microsoft Word has a handy tool called "Insert" which lets you choose any part of an existing document (or even type some new stuff) and automatically copies it over to wherever you've selected. With LibreOffice Writer, click File & Open Document then Next to import your document. Then simply highlight everything you'd like to sign, right click anywhere inside the selection, and hit Copy Text From Selection. Now paste wherever you'd like to place it. In my case I placed mine under “I agree...” because I wanted to keep both signatures separate.

Now you should have two files saved to your desktop: One named after your name, and another that contains all your personal details (like birthday). To actually get these things signed, however, you’ll still need to head back online. First, log into Gmail. Click the gear icon in the upper left corner of the screen, hover over Settings, scroll down and click Manage Accounts. Select Create Account next to Other Mail Providers. Choose whether you’d prefer a free account or paid subscription service, then enter your address info. When you’re finally ready to start composing messages, click Compose next to the envelope icon in the top bar. Hit New Message and follow the prompts until you reach the compose window where you’ll find fields for Subject line and body text. The bottom half of the page includes tabs labeled Attachments, Links, Media, and Signature. Here you’ll find options to upload documents from your hard drive, browse through cloud services and social media sites, and pick images and videos from sources including Dropbox, Facebook, Flickr, Picasa and YouTube. Simply drag and drop your chosen file onto whichever tab says “Signature” and you’ll instantly receive instructions on how to proceed.

Once you’ve clicked Send, your recipient will likely only see a link leading to the download location of the attached file. They may also encounter security warnings about potentially dangerous software being sent along with it. Don’t worry though, clicking on either of these links will take care of that problem.

This process is pretty straightforward and makes for easy sharing of large attachments. However, if you really need someone else to view your signature before it goes live (perhaps you’re writing letters to several companies or organizations, or working on a business proposal for others), you can print out a physical copy of your signature. Just click Print Preview next to the title field containing your name, and then hit Print. It takes a few minutes to finish processing, but once it does your recipients will be greeted by this printed version of your signature:

How do I create a scanned signature?

In addition to uploading documents from your computer, you can also connect your Gmail account to popular scanner apps such as CamScanner and Scanbot. These tools allow you to digitize paper documents and turn them into editable.JPGs which you can then upload straight into Gmail. What’s nice about doing this is that you can control precisely which parts of each letter, bill or invoice come across in order to avoid accidentally highlighting sensitive information while signing.

Using CamScanner, for instance, you can define areas of interest manually rather than having the app try to guess which portions contain important data. Doing this gives you more flexibility in terms of what gets captured, making it easier to focus specifically on what needs to be included in your final version.

CamScanner instructions vary slightly between platforms, but generally speaking you’ll need to install the application, register an account, then give permission for it to run whenever you launch it. After connecting to your Gmail account, you’ll be prompted to choose a folder to store scans made with CamScanner. Make sure to check the box marked Include cover pages and blank sheets! By default, this option isn’t turned on. Finally, ensure you enable AutoSave Documents, otherwise every time you close the application your latest creation will disappear forever.

When you’re happy with what you’ve taken a picture of, you can preview it and decide if you’d like to delete anything unnecessary. Highlighted sections appear blue, whereas unselected ones remain black. At this point you can also resize individual elements, rotate photos, change color settings, etc., if you wish. Once you’re satisfied with the results, press Finish. A pop-up menu appears asking if you’d like to share your scans with friends and family, or post them publicly on Twitter, Tumblr, Instagram, Pinterest or Facebook. Press Share Scans. Depending upon how many items you capture, this step might take awhile to complete, so sit tight.

Afterwards, you’ll notice small thumbnails representing each item in your collection appearing beneath your profile photo in your inbox. Hover over each thumbnail and click Edit. This opens up a tiny popup which allows you to customize your newly created signature. As mentioned earlier, you can adjust its size, rotation angle and background colors, but there’s also a spot below your name for inserting additional bits of info. Feel free to fill this space with extra text, numbers or arrows pointing towards various buttons or actions.

Here's an example of what a finished product looks like:



How do I create a premade signature in Gmail?

If you’re running short on ideas or would rather skip the tedious work of selecting and editing individual pieces of your signature, you can opt to use premade templates instead. There are dozens available throughout the Web, allowing users to quickly plug their own names, addresses, cell phones, birthdays, company logos, website URLs, social network profiles and much more into custom signatures. All you have to do is swap out standard phrases with your own preferences. Using one of these prewritten templates is especially useful for anyone who signs numerous contracts or forms.

One site worth checking out is Sigil.io, whose template library boasts hundreds of user-generated designs, plus professional looking offerings from big brands like LinkedIn, PayPal and Square. Each design features customizable boxes for entering information, and comes with detailed descriptions explaining what kind of content belongs in each section. To use Sigil’s templates, you’ll need to provide your name, email address and date of birth. After you submit this basic information, the rest of the steps are automated.

Sigil offers three pricing levels based on the number of signatures you plan to generate per month. Basic accounts cost $19/month, Medium plans ($39/month) and Pro accounts ($49/month) offer increased storage capacity, support for multi-user licenses and premium branding opportunities.

How do I create a digital signature?

For those concerned about privacy issues surrounding digitally generated signatures, you can rest assured knowing that nothing you put into any of the aforementioned applications leaves your device’s memory. That said, it doesn’t hurt to double check the source code of any given template to make sure no nasty surprises await you later. Also, remember that although these programs may help automate the entire process for you, they aren’t infallible. Sometimes certain words, lines or paragraphs end up getting cut during transmission due to insufficient bandwidth, faulty internet connection speed or other technical problems.

Aside from downloading and printing your own signatures, you can also purchase special hardware designed to accommodate signatures specifically. While pricier than DIY solutions, these gadgets often feature higher quality screens and better resolution, meaning less chance of missing crucial details. Unfortunately, these tend to be quite expensive unless you happen to win one in the raffle at your local coffee shop.

Have trouble figuring out how to integrate your signature into Gmail? Check out this video tutorial for Chrome:

http://www.youtube.com/watch?v=3cUWp8oXGrc&list=PLbZ9kC0uB7KxlEqFnjrD5MV_QR6T2yf

Did we miss any tricks for incorporating electronic signatures into Gmail? Tell us about them in the comments.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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