How to Sign a PDF on Windows: A Complete Guide

When it comes to managing and editing documents, one of the most common file types is PDF. PDFs are widely used for their ability to retain formatting and are easily shareable. However, when it comes to signing PDF documents, many people struggle with the process.

In this article, we will explore how to sign a PDF on Windows, breaking down the process into 12 easy-to-follow steps. We will also provide explanation for each step to assist with comprehension. Additionally, we will provide tips and tricks along the way to help streamline the process even further.


Step 1: Open the PDF

The first step to signing a PDF on Windows is to open the document you want to sign. Locate the PDF file on your computer and double-click to open it.

Pdf Tip #1: Save a Copy

Before adding a signature to a PDF, it’s always a good idea to save a copy of the original document in case you need to reference the original later.

Step 2: Click “Fill & Sign” in Acrobat

Once the PDF is open, you will need to click the “Fill & Sign” option located in the right-hand pane. This will open up the Fill & Sign toolbar.

Pdf Tip #2: Shortcut Key

You can also use the shortcut key “Ctrl+6” to open the Fill & Sign toolbar in Adobe Acrobat.

Step 3: Add Signature

On the Fill & Sign toolbar, click the “Sign” button, then select “Add Signature”. This will allow you to add a signature to the PDF.

Pdf Tip #3: Signature Options

If you have previously saved a signature, you can select it by clicking “Add Signature” and choosing “Use Existing Signature”.

Step 4: Create a New Signature

If you don’t have a saved signature, you can create a new one by clicking “Add Signature” and then selecting “Draw Signature”. You can use your mouse or touchpad to draw your signature or upload an image of your signature.

Pdf Tip #4: Upload an Image

If you prefer to use an image of your signature, you can select “Image” when creating a new signature and upload a scanned version of your signature.

Step 5: Place the Signature

Once you have created or selected your signature, you will need to place it on the document. Click where you want to add the signature and it will appear in that location.

Pdf Tip #5: Signature Appearance

You can change the appearance of your signature by clicking “Appearance” in the Fill & Sign toolbar.

Step 6: Resize the Signature

If the signature is too large or small, you can resize it by clicking and dragging the corners of the signature box.

Pdf Tip #6: Aligning Your Signature

If you need to align your signature with other text or images on the page, you can use the alignment tool in the Fill & Sign toolbar.

Step 7: Save the Document

Once you have added your signature to the PDF, you will need to save the document. Click “File” in the top left corner of the screen, then select “Save” to save the document with the digital signature.

Pdf Tip #7: Save a Copy

It’s always a good idea to save a copy of your signed document with a different file name in case you need to reference the original later.

Step 8: Send the Document

Once you have saved the document with the signature, you can send it to the intended recipient via email or another file-sharing service.

Pdf Tip #8: Password Protect

If the document contains sensitive information, you can add a password when sending the document to secure the PDF.

Step 9: Verify Signature

After the document has been sent, it’s important to verify that the signature is valid. Open the document and check that the signature is visible and has not been tampered with.

Pdf Tip #9: Digital Signatures

Digital signatures use encryption to provide additional security and verification. Look for digital signatures in the signature panel to ensure the document is authentic.

Step 10: Add Text

If you need to add additional text to the document, you can use the “Add Text” option in the Fill & Sign toolbar.

Pdf Tip #10: Text Formatting

You can change the font, size, and color of the text by clicking “Format” in the Fill & Sign toolbar.

Step 11: Edit Text

If you need to edit text that has already been added to the document, click on the text box and make your changes.

Pdf Tip #11: Undo and Redo

If you make a mistake, you can use the “Undo” and “Redo” buttons in the top left corner of the screen to undo or redo your last action.

Step 12: Save Changes

Once you have made all necessary changes to the document, save the changes by clicking “File” in the top left corner of the screen and selecting “Save”.

Pdf Tip #12: Final Proofread

Before sending the document, be sure to do a final proofread to verify that all changes have been made correctly.


In summary, signing a PDF on Windows can seem like a daunting task, but by following these 12 simple steps, it can be accomplished with ease. The Fill & Sign toolbar in Adobe Acrobat provides all the tools necessary to add a digital signature to a PDF document. In addition to adding signatures, users can also add text and make edits to the document. With the tips and tricks provided, users can streamline the process and ensure that their signed PDF documents are secure and authentic.

We hope this guide has been helpful in providing a step-by-step approach to signing PDFs on Windows. As always, it’s important to be aware of how security plays a role in document management. By using Adobe Acrobat’s Fill & Sign tools, users can ensure that their signed documents are secure and verifiable.

Whether you’re signing contracts or adding signatures to important documents, being able to sign PDFs on Windows is an essential skill in today’s digital age. So, take the time to learn and master this process, and your document management skills will be all the better for it.

Advantages and Disadvantages of Signing PDFs on Windows

PDF is a widely used file format for documents that need to be shared online. In many cases, it is necessary to sign PDF files to ensure their authenticity and integrity. Signing a PDF on a Windows computer is a convenient and reliable way to do this, but like any technology, it has its advantages and disadvantages. Let’s take a look at some of them:


  1. Convenience: Signing a PDF on a Windows computer is incredibly convenient, especially if you already use Windows as your primary operating system. You can use a variety of tools to sign documents, including Adobe Acrobat, which is the most popular PDF editor.
  2. Security: Digital signatures are tamper-proof and secure, ensuring that your documents remain authentic and unchanged. This is especially important when dealing with legal or sensitive information.
  3. Time-saving: In the digital age, time is money, and signing PDFs on Windows can help save you a lot of time. You can sign and send a document to someone within minutes, rather than waiting days for a physical signature to be mailed.
  4. Portability: Signed PDFs can be easily shared and accessed on various devices, making them an ideal choice for collaborative projects or remote work.
  5. Reduced paper use: Signing PDFs electronically reduces the need for paper, which is environmentally-friendly and cost-efficient.
  6. Accessibility: Electronic signatures on PDFs are accessible to people with disabilities, making it easier for everyone to sign documents.
  7. Retention: Signed PDFs can be retained for future reference, maintaining an accurate record and avoiding the possibility of lost or misplaced documents.
  8. Customization: Most PDF editors on Windows offer customization options, allowing you to sign documents with your own unique signature or create reusable templates.
  9. Legally-binding: In many jurisdictions, electronic signatures are legally-binding, making them a valid alternative to physical signatures.
  10. Authentication: Digital signatures can verify the identity of the signer, ensuring that the document has been signed by the intended person.


  1. Costly: Some PDF editors on Windows, such as Adobe Acrobat, can be quite costly, depending on the subscription plan.
  2. Learning curve: Signing PDFs on Windows may require some technical knowledge or training, which can be a challenge for beginners or those unfamiliar with digital signing.
  3. Compatibility: Some PDF editors may not be compatible with certain versions of Windows or require a higher-end computer to run smoothly.
  4. Security risks: Like any digital document, signed PDFs can be vulnerable to cyber threats, such as hacking, malware, or phishing attacks.
  5. Unauthorized access: If your computer is hacked or stolen, signed PDFs may be accessed by unauthorized individuals, compromising your personal or confidential information.
  6. Legal enforcement: While many jurisdictions recognize electronic signatures, there may still be legal challenges or disputes regarding the validity or enforceability of electronic signatures.
  7. Third-party software: Some PDF editors may require you to use third-party software to sign documents, which may lead to compatibility issues or security risks.
  8. Human error: Like any task, there is always the risk of human error, such as forgetting to sign a document or signing the wrong document.
  9. Need for internet access: Some PDF editors may require an internet connection to verify the validity of electronic signatures, which can be a challenge in areas with poor connectivity.
  10. Loss of handwriting: Electronic signatures on PDFs may lack the tactile experience of physically signing a document and may lose the personal touch of a handwritten signature.


1. What is a PDF?

A PDF stands for Portable Document Format and is a file format used to present and exchange documents independent of software, hardware, and operating systems.

2. Why sign a PDF?

Signing a PDF adds a layer of security to the document to ensure its origin and integrity.

3. Can you sign a PDF on Windows?

Yes, you can sign a PDF on Windows using various methods such as Adobe Acrobat, Microsoft Word, and online signing tools.

4. What is the easiest way to sign a PDF on Windows?

The easiest way is to use Microsoft Word to open the PDF and insert a signature line that can be signed using a mouse or touchpad.

5. Do you need a digital signature to sign a PDF?

No, a digital signature is not necessary. You can sign a PDF with a handwritten signature or a scanned copy of your signature.

6. Is it possible to sign a PDF without printing it?

Yes, you can sign a PDF digitally without printing it by using Adobe Acrobat or other online signing tools.

7. Can you sign a PDF with a mobile device?

Yes, you can sign a PDF with a mobile device using various apps such as Adobe Fill & Sign or DocuSign.

8. What format should the signature be in when signing a PDF?

The signature can be in various formats such as JPEG, PNG, or PDF. However, it is recommended to use a vector-based format such as SVG for a high-quality signature image.

9. Can you remove a signature from a PDF?

Yes, you can remove a signature from a PDF using Adobe Acrobat or other PDF editors.

10. Can you have multiple signatures on one PDF?

Yes, you can have multiple signatures on one PDF using Adobe Acrobat or other signing tools.

11. Is it legal to sign a PDF document?

Yes, signing a PDF document is legally binding as long as it meets certain requirements such as the signer’s identity and intention to sign.

12. How do you verify a signed PDF?

You can verify a signed PDF by checking the digital signature’s validity and integrity using Adobe Acrobat or other validation tools.

13. Do you have to pay for a software to sign a PDF on Windows?

No, there are free and paid options available for signing a PDF on Windows such as Adobe Acrobat Reader, Microsoft Word, and online signing tools.

How to Sign a PDF on Windows

If you often work with PDF files, you might have encountered situations where you need to sign a document. Whether it’s a legal contract, a job offer letter, or a bank statement, signing a PDF is a necessary step to authenticate your agreement and confirm your identity. In this article, we’ll guide you through the steps of how to sign a PDF on Windows using the built-in features of Adobe Acrobat Reader DC.

Conclusion and Closing

Signing a PDF on Windows is a straightforward process, thanks to the intuitive interface of Adobe Acrobat Reader DC. By following the steps outlined in this article, you can sign any PDF document with ease and efficiency, regardless of its content and size. Keep in mind that signing a PDF is not only a legal obligation but also an act of responsibility towards the recipient and yourself. Always read and understand the terms of the document before signing it, and make sure to keep a copy for your records. We hope this article has been helpful, and we wish you all the best in your PDF signing endeavors. See you soon!