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Set Up a Digital Signature Block in Adobe Acrobat
First-time setup and repeat signing workflow for Windows
This guide shows how to create a self-signed Digital ID, add an image of your handwritten signature, and use the saved appearance to sign PDF files. Complete the setup once; future signing takes only a few steps.
Before you begin
- Use the desktop version of Adobe Acrobat on Windows.
- Have a tightly cropped PNG or JPG of your handwritten signature ready.
- Confirm that the recipient accepts a self-signed Digital ID; some workflows require an organization-issued certificate.
1 Open the certificate tool and place the signature field
Open the PDF, select All tools and then Use a certificate. Select Digitally sign and drag a box where the signature should appear.
Choose Use a certificate from All tools
If Acrobat displays a placement message, select OK. You may also select Do not show this message again before continuing.
Confirm the signature placement message
2 Start the Digital ID setup
In the Sign with a Digital ID window, select Configure New Digital ID.
Select Configure New Digital ID
3 Create a new Digital ID
Select Create a new Digital ID and then select Continue.
Choose Create a new Digital ID
4 Save the Digital ID in Windows
Select Save to Windows Certificate Store and then select Continue. Use Save to File only when your organization requires a portable Digital ID file.
Save the Digital ID to the Windows Certificate Store
5 Enter the identity details
Enter your name, organizational unit, organization name, email address, and country or region. Review the information carefully because it can appear in the signature block. Keep the security settings at their defaults unless your organization instructs you otherwise, and then select Save.
Complete the self-signed Digital ID information
6 Select the new Digital ID
Select the Digital ID you just created. If several IDs are listed, verify the name, issuer, and expiration date or use View Details. Then select Continue.
Select the Digital ID to use for signing
7 Open the signature appearance editor
Review the preview in the Sign as window and select Edit to customize how the signature block will look.
Select Edit to customize the signature appearance
8 Add the handwritten signature image
In Customize the Signature Appearance, select Image and then Browse. Choose your PNG or JPG signature file. Select the name, date, and other text fields that your organization wants displayed.
Choose Image and browse for the signature file
9 Review and save the appearance
Confirm that the signature image is clear and that the displayed text is correct. Enter a descriptive Preset name if desired, and then select Save.
Review the completed signature appearance and select Save
10 Sign and save the PDF
Review the final preview and select Sign. When prompted, choose a filename and location for the signed PDF. Use a new filename if you need to keep an unsigned copy.
Select Sign after reviewing the final appearance
Important before signing. Do not select Lock document after signing if anyone else still needs to sign or do anything else with the PDF. Once selected, the document cannot accept additional signatures or changes. If it is locked too soon, the document must be recreated and signed again by all parties.
The next time you sign
1. Open the PDF and select All tools then Use a certificate.
2. Select Digitally sign and draw the signature field.
3. Choose your saved Digital ID and select Continue.
4. Choose the saved appearance from the Appearance list.
5. Select Sign and save the signed PDF.
If something does not look right
- Blurry or distorted signature image: Crop the source image tightly and use a clear, horizontal PNG or JPG.
- Wrong identity information: Create a new Digital ID with the correct details; changing the appearance does not change the certificate identity.
- Different menus: Acrobat wording may vary by version. Look for Use a certificate or Certificates in the tools list.