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In today‘s fast-paced digital world, electronic document signing has become an essential part of doing business. And when it comes to electronic signatures, PDFs (Portable Document Format files) rule the roost.
Consider these stats:
- The global e-signature market is expected to reach $9.07 billion by 2023. (Source: MarketsandMarkets)
- Adobe estimates there are over 2.5 trillion PDFs in the world.
- PDFs are the most common file type for business-to-business document sharing. (Source: Nitro)
Clearly, being able to quickly and easily sign PDF documents is a skill every professional needs in their toolkit. And if you‘re a Mac user, you‘ve got a powerful PDF signing tool baked right into your operating system: Preview.
In this comprehensive guide, we‘ll dive deep into Preview‘s PDF signing capabilities so you can become a digital signing pro. We‘ll cover:
- How to create a signature in Preview
- Step-by-step instructions for signing PDFs
- Customizing and saving your signatures
- Exploring Preview‘s signature options and tools
- Tips and best practices for PDF signing
- Frequently asked questions about signing PDFs in Preview
Whether you‘re a small business owner, freelancer, or corporate employee, by the end of this guide you‘ll be ready to sign on the digital line with confidence. Let‘s get started!
Creating Your Signature in Preview
Before you can sign a PDF in Preview, you‘ll need to create a digital version of your signature. This is a one-time process – once your signature is saved in Preview, you can use it to sign documents anytime with just a couple clicks.
Here‘s how to add a signature in Preview:
- Open a PDF file in Preview (the contents of the PDF don‘t matter).
- Click the Markup icon in the toolbar or go to View > Show Markup Toolbar.
- Click the Signature button in the Markup toolbar, then choose Create Signature.
At this point, Preview will present you with three signature creation options:
Trackpad Signing
If you have a newer Mac with a Force Touch trackpad, you can sign your name directly on the trackpad with your finger. As you write, your signature will appear on the screen. This method takes some practice to get a natural-looking result.
Camera Signing
For this option, write your signature on a plain white piece of paper, then hold it up to your Mac‘s camera. Preview will digitize the signature and convert it into a transparent PNG image. The key to success with this method is using blank white paper and a bold, dark pen or marker.
iPhone or iPad Signing
If you have an iPhone or iPad, you can choose your device from the menu to sign directly on its screen with your finger or Apple Pencil. Your signature will automatically sync via iCloud and appear in Preview on your Mac. In my experience, this method produces the most natural-looking signatures, especially if you have an iPad and Apple Pencil.
After capturing your signature, you can give it a title (e.g. "Official Signature" or "Initials") and click Done to save it.
Source: Apple Support
Signing PDFs Step-by-Step
With your signature created, you‘re ready to start signing PDFs! Here‘s how it works in Preview:
- Open the PDF you need to sign in Preview.
- Click the Markup icon, then click the Signature button.
- Choose your signature from the menu to insert it into the document.
- Drag the signature to position it in the right spot.
- Use the blue handles to resize the signature if needed.
- Customize the signature color or other properties using the Markup tools.
- Save or duplicate the signed PDF.
That‘s the basic process! Once you‘ve added a signature, you can further customize it using Preview‘s tools.
Signature Customization Options
When you select a placed signature in a PDF, Preview‘s Markup toolbar expands to show you more options:
- Use the Color menu to change the signature‘s color. Sticking with blue or black looks most professional.
- Adjust the thickness of the signature lines with the Line Thickness tool.
- For a transparent signature, uncheck the Fill checkbox.
- To delete a signature, click it and press the Delete key.
One of the most helpful features is the ability to save multiple signatures. This allows you to have different versions of your signature on file – for example, one with your full name, one with just initials, one with a logo, etc.
To manage your saved signatures:
- Click the Signature button in the Markup toolbar.
- Choose Manage Signatures from the menu.
- Use the resulting dialog box to rename, duplicate, export or delete saved signatures.
Source: MacWorld
Exploring Preview‘s PDF Signing Capabilities
Now that we‘ve covered the basics, let‘s take a closer look at what Preview can and can‘t do when it comes to signing PDFs.
What Preview Can Do
- Capture signatures via trackpad, camera, or iOS device
- Place signatures on PDFs as resizable, movable images
- Customize signature colors and line weights
- Save multiple signatures
- Add other annotations like text boxes and shapes to signed PDFs
- Password protect signed PDFs
- Export signed PDFs in various formats like JPEG or PNG
In addition to signing, Preview has a full suite of PDF markup and annotation tools. You can use these to fill out forms, highlight text, add notes, redact sensitive information, and more. It‘s a versatile PDF editing toolkit for everyday business needs.
What Preview Can‘t Do
- Verify signer identities with digital certificates
- Capture biometric data for signatures
- Sign PDFs in bulk or send for others to sign
- Track the signature status and history for a document
- Comply with certain industry security standards and regulations
For these more advanced electronic signature needs, you‘ll need to use a dedicated app like Adobe Acrobat or DocuSign. But for most users, Preview covers all the PDF signing bases nicely.
Tips for Signing PDFs in Preview
To wrap things up, here are some expert tips for getting the most out of Preview‘s PDF signing tools:
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Use consistent signature sizing and placement. Varying the size and position of signatures across documents looks sloppy. Aim for a consistent, professional appearance.
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Choose colors wisely. Stick with neutral signature colors like black, blue, or gray. Avoid light colors that are hard to see.
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Keep original unsigned copies. Before signing, duplicate the PDF so you have an unsigned version in case you need to make changes later.
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Protect signed PDFs with passwords. After signing, you can secure the PDF by going to File > Export and choosing the Encrypt option. This prevents further changes.
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Set Preview as your default PDF viewer. Make sure PDFs open in Preview by default so the signature tools are always at hand. To set this, right-click any PDF file, go to Get Info, and change the Open With application to Preview.
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Back up your signature files. Your signatures are stored in the
~/Library/Containers/com.apple.Preview/Data/Library/Preferencesfolder. Include this in your backup routine.
Sources: iMobie, AppleToolBox
Frequently Asked Questions
Are signatures in Preview legally binding?
While Preview signatures can be used for many common business needs, they do not include the encrypted digital certificates required to make them legally binding e-signatures. For those, you‘ll need to use a service like DocuSign. However, check with your legal counsel for specific requirements.
Can I use Preview to request signatures from others?
No, Preview does not have any collaboration features for collecting signatures from multiple parties. Its signing tools are for adding your own signatures to PDFs.
What if I don‘t see the Markup toolbar?
If the Markup toolbar isn‘t visible, make sure you‘ve opened the PDF in Preview (not another app). Then click the toolbox Show Markup Toolbar button, or go to View > Show Markup Toolbar in the menu bar.
Are Preview signatures secure?
Preview signatures are stored locally in a macOS system folder and are as secure as any other file on your Mac. For additional security, consider password-protecting signed PDFs.
How do I create a signature on Windows?
Unfortunately, Preview is Mac-only software. For signing PDFs on Windows, look at apps like Adobe Acrobat Reader DC, DocuSign, or Foxit Reader.
Start Signing with Preview
We‘ve now covered everything you need to know to become a PDF-signing pro with Preview on Mac.
The research shows that electronic signatures and PDFs are only becoming more critical for business. With Preview‘s intuitive signing workflow, you can quickly and easily add a professional digital John Hancock to any PDF crossing your desk.
The best way to cement your new Preview PDF signing knowledge is to try it out! The next time you receive a digital document that needs your signature, break out your Mac and give Preview a test drive. Once you experience how much easier it is than wrestling with printers and scanners, you‘ll never look back.
Happy signing!