OmniDocHow to add an electronic signature image to an Excel table
Explain the complete method of placing electronic signature images in Excel-type tables, including how to prepare the signature image, where to place it, how to verify it after insertion, and the alternative route of using PDF signatures when the form does not support illustrations.
Key points of this article
- It is recommended that the signature image be a PNG with a transparent background, crop it until only the signature itself is left, and resize it after inserting to avoid covering the text next to it.
- The signature should be placed in the cell area corresponding to the signature column, and ensure that the position does not shift after printing or exporting.
- The signature inserted in the form is just a picture and does not equal a legally valid electronic signature. Contract documents must be signed according to the other party's requirements.
- If you cannot find the function to insert pictures in the form, you can save the form as PDF and then sign it using the signature function in the PDF editor.
Many people need to sign in Excel forms, such as quotations, expense reimbursement forms, attendance sheets or project confirmation forms. After filling out the forms, a picture of their signature must be placed in the signature column. If you paste a screenshot directly, the background will often be white and the size is wrong. After printing, the text next to it will be covered. This article talks about how to put the signature image into the form and make it correctly positioned on the screen and in the printed result.
This article is mainly written for people who need to add signatures to form documents but don’t want to go through the extra hassle of Word or PDF processes. After reading, you will know how to prepare a signature image, where it should be placed, how to check it after insertion, and which alternative route to take when the form does not support illustrations.
The form function of OmniDoc is in the desktop client, called UniCell form. You can download the desktop client from download.omnidoc.top. The following operations are based on the desktop client; if you cannot find the entrance to insert pictures in your version, there are alternatives later.
How to make electronic signature in excel? Choose the location first and then the illustration, one sentence conclusion
When adding a signature to a form, the core is to first determine where the signature should be placed and in what form, and then insert a picture. To put it simply, for forms that only require signatures and are used for internal archiving, you can directly insert the signature image; for files that need to be submitted externally and the other party requires a fixed format, it is recommended to export the form to PDF first, and then use PDF to sign, so that the format is more stable.
| your situation | Recommended practices | reason |
|---|---|---|
| Internal reimbursement forms and attendance sheets only require signatures and traces | Insert a signature image with a transparent background directly into the signature column of the form | Less operations, signature and data are in the same file |
| The quotation and confirmation letter need to be sent to the other party and kept in format. | First complete the content in the form, save it as PDF, and then use the PDF editor to sign | The layout of PDF is more stable than table, and the position will not change after the recipient opens it. |
| A form signed by multiple people in sequence | Each person inserts a picture in their respective signature column and indicates the date of signing on the form. | The signature position is clear, making it easy to check each person. |
| The other party specifies the signing platform or signing format | Sign according to the method required by the other party. The form is only a draft of the content. | Whether the signature is valid depends on the requirements and agreements of the other party |
| There are already a lot of formulas and pivots in the table | Save the backup first, then insert the signature, and finally check that the formula result has not changed. | Inserting pictures itself should not change the data, but backup can prevent misoperation |
Before you start: Confirm these points first
Before taking action, please confirm the following things to avoid many detours.
1. Whether the signature image is clear and the background is transparent. After inserting a signature image with a white background, it will look very abrupt in a table with shading or borders. It is recommended to use PNG format with a transparent background. The color of the signature should be coordinated with the main color of the form. Generally, dark ink will suffice. The resolution of the signature image is too low and will appear blurred after enlargement, affecting verification.
2. The location and size of the signature field. First check which cells are occupied by the signature column. The height of the signature image should not exceed this area, otherwise it will suppress the content of the next line. If there is only one cell in the signature field, the image size should be slightly smaller than the cell, leaving room for the border.
3. Purpose of documents and requirements of the other party. The signature picture in the form can only prove that someone signed here. Its effectiveness depends on the specific scenario and the agreement between the two parties. For contracts, tenders, or documents with formal requirements, you should first ask the other party what form of signature they accept, and then decide which method to use.
4. Are there any formulas or data that need to be protected in the table? Inserting a picture generally does not change the formula, but if the signature column and the data area are very close, dragging by mistake may push the picture onto the numbers. Save a copy before operating so you can go back at any time.
5. Final delivery form. If the form is to be sent to others as an Excel file, the recipient may use different software to open it, and there may be slight deviations in the position of the image. If you have strict format requirements, it is recommended to save it as a PDF before sending it out after confirming it is correct.
Steps to insert signature image into UniCell form
The following steps are for UniCell tables in the desktop client. OmniDoc's forms, PDF, Word and other functions are independent of each other. The signature operation is only completed within the form and does not need to be converted into a Word file first.
- Prepare signature pictures. Use a scanner or mobile phone to capture the handwritten signature, crop off the excess white edges, leaving only the signature itself, and save it in PNG format. If the background is white, you can use a picture tool to remove the white background and make the signature transparent.
- Open the desktop client and enter the UniCell form. Open the form file that requires signature and confirm that the content has been filled in completely to avoid modifying the data after signing and causing the signature position to be readjusted.
- Locate the signature column. Find the cell area where the signature column is located, and note the rows and columns it occupies. The signature image should completely fall within this area.
- Insert picture. Find the function of inserting pictures in the form and select the signature PNG file you just prepared. If you can't find this feature in your version, see the next section for alternatives.
- Adjust the position and size of the picture. Drag the image into the middle of the signature field and hold the control points in the corners to shrink it, making sure it doesn't suppress the border and adjacent text. The height of the signature is generally 70 to 80% of the cell height.
- Check that the data area is not blocked. Scroll the form and make sure the image does not cover numbers, formula results, or other signatures. If there is any obstruction, go back to step 5 and continue adjusting.
- Save the file. Save with a new file name, such as adding "signed" after the original file name, and the original file will be retained for future reference.
- When you need to send it externally, save it as PDF and then sign it. If the form is to be submitted to others, it is recommended to save the file as PDF, then open it with OmniDoc's PDF editor, use the signature function to complete the final signature, and then export and send it.
Cannot find an alternative to the insert image function. If the version you are using does not provide an entrance for inserting pictures, or the position is not ideal after insertion, you can first fill in the content in the form, save the form as PDF (most spreadsheet software supports saving as PDF, this is a common operation), then open it in the PDF editor of OmniDoc, and use the signature function to complete the signature on the signature bar. The advantage of this route is that the signature position is fixed on the PDF page, making it suitable for external sending.
Check each item after completion
After the signature is completed, do not rush to send it out. Check it item by item first, especially the effect after printing and exporting.
| Check items | What do you think? | What if there's a problem? |
|---|---|---|
| Whether the signed picture is complete | Zoom in to the original size to see if the first and last strokes of the signature have been cut. | Go back to the steps of preparing the signed picture, crop and replace it again |
| Whether the signature suppresses the text | Look at the numbers and text near the signature bar line by line and pay attention to the edge | Zoom out the picture, or drag it to the middle of the signature bar |
| Is the background clean? | See if there are white squares or gray edges around the signature | Remake the PNG with a transparent background, and then replace the original picture |
| Whether the data and formula have changed | Spot check the values of several key cells to make sure they are the same as before signing. | Compare with the copy saved before signature to find out the location that has been mistakenly changed. |
| Whether the location is consistent after printing or exporting | After printing preview or converting to PDF, see if the signature is still in the signature bar. | Adjust the position of the picture and export it again, and use the PDF signature route if necessary |
| Is the file name and version clear? | See if the file name is signed and dated. | Save a new version to avoid confusion with the unsigned version |
If you find machine translation or OCR-related content during checking, such as data extracted from scanned parts, be sure to check important numbers and names manually and do not rely solely on the results of automatic recognition.
# frequently asked questions (FAQ)
1. Does the signed picture in the form have legal effect?
Inserting a signed picture itself only leaves a signed image in the file. Whether it is effective or not depends on the scene of the signature, the agreement between the two parties and the relevant regulations. For important contracts or official documents, it is recommended to confirm with the other party an acceptable way of signing.
2. What happens if the signature taken by the phone is inserted directly?
Photos taken by mobile phones usually have an impure background with shadows and stand out when inserted into the form. It is recommended to cut first, and then remove the white background, save as a transparent background of the PNG, the effect will be much cleaner.
3. What if the print position is misplaced after the signature picture is inserted?
First make sure that the signature is still in the signature bar in the print preview. If offset, resize and position the picture to the center of the signature bar, and then preview it again. When the layout is strict, you can save the form as PDF, and then sign in PDF, the position will be more stable.
4. Without a scanner, can you sign with a mouse or a trackpad?
Sure. Write your signature and take a picture with your mobile phone, or write it on a touch-enabled device and then take a screenshot, then follow the previous steps to go to the white background, save it as PNG, and then insert the form. The key is that the picture should be clear and the signature stroke is complete.
5. Can I modify the contents of the form after signing?
Yes, but the modified signature may need to recheck the location, or even re-sign. For documents that have been confirmed, it is recommended to save as a new version before modification, and keep an unmodified version as a record after signature.
# Summary
In the Excel class table Grega electronic signature, the key is to prepare the signature picture with a transparent background, put it into the signature column, and then check the data and print results item by item. The form with internal marks can be directly inserted into the signature picture; for documents that need to be sent to the outside and have strict layout requirements, it is recommended to save as PDF before signing.
