Microsoft 365 Word adds SharePoint eSignature feature to eliminate third-party signing tools

Microsoft has made a significant announcement regarding the enhancement of its Microsoft 365 suite, specifically targeting Word users. The company will soon introduce an integrated eSignature feature powered by SharePoint, allowing users to obtain electronic signatures directly within the Word application.

This innovative capability will enable customers to request electronic signatures without the cumbersome process of converting documents to PDF formats or navigating away from the Word interface. As a result, users can anticipate a notable acceleration in their document workflows.

Furthermore, Microsoft’s new eSignature integration facilitates the creation of eSignature templates. This streamlining of document approvals not only eliminates the necessity for physical signatures but also bolsters compliance and security within the Microsoft 365 ecosystem.

For professionals frequently needing multiple signatures on documents, this feature represents a remarkable improvement in user experience. The native integration means that users will no longer have to export documents to PDFs and apply signatures externally. This strategic move positions Microsoft advantageously, as businesses currently relying on third-party signing solutions can now utilize an embedded functionality within Word, thereby enhancing the overall competitiveness of Microsoft’s offerings compared to rival office suites like Google Workspace.

Enhanced Integration for Efficiency and Security

The eSignature feature in Word is designed for seamless integration, making it easy for users to add signature fields and request signatures from others—all within the familiar Word environment. To access this feature, users simply navigate to the Insert ribbon in Word.

When a signature request is sent from Word, the recipient receives an automatically generated PDF version of the document for signing. Once signed, the PDF is stored in the same SharePoint location as the original Word document. This ensures that the entire process remains secure, with documents staying within the Microsoft 365 trust boundary, providing a robust security and compliance framework.

This integration is particularly beneficial for organizations with repetitive signing tasks, as eSignature templates can be easily created for ongoing use.

Additionally, Microsoft has incorporated features such as an audit trail and real-time notifications. Both senders and recipients receive email updates throughout the signing process, and users can track the signing history—identifying who signed and when—within the signed PDF itself.

Moreover, as stated by Microsoft, administrators will have control over the utilization of this feature across their organizations. They can enable or restrict access for specific users through Office group policies or designate particular SharePoint sites for the feature. The SharePoint eSignature capability will also integrate with the Purview Audit log for activity tracking.

A critical aspect of security is the adherence to the Microsoft 365 trust boundary, ensuring organizations can utilize this feature with confidence and minimal risk.

The auto-generation of PDFs is a significant advantage, simplifying the process for users by eliminating the need for manual PDF creation, which, while not complex, can be a time-consuming task.

Ultimately, Microsoft’s eSignature feature promises to enhance operational efficiency for organizations that depend on digital signatures. It offers a secure, expedited signing process alongside valuable features such as activity tracking, making it a comprehensive solution for users.

Availability and Implementation for Organizations

The rollout of SharePoint eSignature into Word has commenced for Microsoft 365 users within the Beta and Current Channels in regions including the United States, Canada, the United Kingdom, Europe, and the Australia-Pacific area. This phase is expected to be completed by early July.

While global introduction of this feature is underway, it will not be universally available immediately. Microsoft aims to reach all users by the end of the year.

To activate this feature, administrators must enable it in the M365 Admin Center by selecting the appropriate Word checkbox under SharePoint eSignature. It is essential for administrators to implement the “Allow the use of SharePoint eSignature for Microsoft Word” policy, which can be activated through Intune, Group Policy Manager, or the Cloud Policy service for Microsoft 365.

After administrator approval, users will be able to access SharePoint eSignatures directly within Word Desktop using the Microsoft 365 Current Channel or Beta Channel.

It’s important to note that the phased rollout means that not all users will receive it at once, and its availability ultimately relies on administrative action.

This new feature is poised to save substantial amounts of time for individuals involved in document signing processes while further encouraging reliance on Microsoft Word for business operations.

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