How to create a digital signature and sign your online documents
Electronic vs. digital signatures
Before signing anything, you need to know the difference between an
electronic signature and a digital signature. You can use either to sign
legally binding documents, so these terms are often used
interchangeably. However, there is one key difference between them — one
can be easily forged, the other cannot.
Electronic signatures are
any electronic marks made by you with the intent to approve a document.
This could be you your name typed in a different font, a mouse-drawn
sign, or an image of your signature. Electronic signatures can be easily
forged and we would not recommend using them. Just imagine — all
someone has to do to sign a document under your name is print-screen
your signature and paste it in!
Digital signatures are the more
secure alternative, using cryptographic keys to attach your identity to a
document. This lets the receiver to verify that the document was signed
by you and wasn’t altered in transit. Digital signatures are considered
to be as unique as handwritten ones, and they are almost impossible to
forge. As such, banks and corporations often use them to confirm
financial transactions and sign digital contracts.
For the purposes of this blog, we will only talk about digital signatures as they are more secure and more difficult to forge.
How to create your own digital signature
Creating a digital signature for yourself isn’t easy. You will need
some technical know-how to generate cryptographic keys and set them up
on different platforms. However, even then, your signature will not be
considered secure.
Your public key needs to be approved by a Certificated Authority (CA) or a Trust Service Provider (TSP). They need to provide you with a digital certificate that is used to authenticate documents. Without it, the receiver has no way of knowing that the digital signature is really yours, which defeats the purpose of using one.
That’s why many organizations and individuals obtain digital signatures and digital certificates from a CA or a TSP. Once you have yours, you can start signing PDF and Word documents — read on to learn how.
How to create a digital signature in Adobe
How to create a digital signature in Adobe
To sign your PDFs, you need an Adobe Sign subscription with digital signatures enabled by your Adobe Sign administrator. Then:
Open Adobe Sign dashboard, choose Fill & Sign. Open the document you need to sign.
Click Sign and then Add Digital Signature.
Choose how to apply your digital signature. The most convenient way is
to choose Cloud Signature. This way you’ll have to sign in with your
Digital ID provided by a CA or TSP. However, you can also download the
document and sign a PDF using a smart card, a USB token, or a file-based
Digital ID. Then click Next.
If you chose Cloud Signature, select
your Digital ID certificate provider from the drop-down menu, or click
the link to get a new digital ID.
Enter your login details.
Depending on your Digital ID provider, you may be asked for additional
verification, like a PIN or a one-time passcode.
Preview your digital signature and make any edits if needed.
Congrats! You have digitally signed your PDF document.
You can watch the Adobe Acrobat tutorial here.
How to create a digital signature in Word
How to create a digital signature in Adobe
Open the Word document you need to sign and double-click on the signature line.
Instead of X, type in your name.
Then look for Signing as field and the Change button next to it.
If your certificate had been added previously, you should see its
details. If not, click More choices and select your digital certificate.
Once your certificate has been added, tap on Click here to view certificate properties.
The Certificate Details box will pop up. Click on the Details tab,
scroll down, and click on Key Usage. The text below should now say
Digital Signature, Non-Repudiation. If that’s correct, click OK.
You’ll then be asked to sign in to confirm your digital signature — for
example, by entering your passcode or your Smart Card PIN.
A box
will appear confirming that your signature has been added to the
document. From now on, if you or anyone else try to edit the document,
the digital signature will disappear.
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