Digital Signature Certificates: How to sign PDFs & Word documents By Renoy George - November 23, 2019 Last Updated at: May 27, 2020 0 4562 The Institute of Chartered Accountants of India ( ICAI ) has allowed the use of Electronic Signature for Signing Audit Reports and Certificates. The requirement to mention UDIN is applicable both for manually and digitally signed reports/certificates including certificates uploaded online. Digital Signature Certificates (DSCs) are downloaded and installed on the computer of the assigned individual or signatory. The person or an organization acquires the DSC from a licensed Certifying Authority (CA) How to sign a PDF document with a digital signature? Open the respective file on the Adobe Reader Click on the ‘Tool’ tab located on the top menu bar. Click on the ‘Certificate’ option that appears in the second row. A menu bar will open up with the options – ‘Digitally Sign’, ‘Time Stamp’, and ‘Validate All Signatures’. Click on ‘Digitally Sign’, and then click on ‘OK for the respect confirmation box that pops up. Drag the mouse pointer to the spot on the document where you wish to place the digital signature. Release the mouse button for the ‘Sign Document’ dialog box to appear. Against the ‘Sign as’ button, select the right DSC from the list that is displayed, and then click on the ‘Sign’ button. The system will ask to enter the DSC token, provided by the Nodal Officer at the CA from where you secured your DSC. Enter the DSC token and click the ‘OK’ button. A ‘Save As’ dialog box appears to save the sign PDF document. (The chosen DSC has to match the DSC token, in order for this box to appear. Click on ‘Save’ to save the PDF file with the digital signature. Apply For Digital Signature If the chosen DSC does not match the DSC token, the following message appears, as seen in the below image. You will not be able to move forward until they match. The system will ask to enter DSC token PIN (as provided by the Nodal Officer at the CA and click ‘OK’). Enter the right PIN to place the digital signature on the PDF. If the PIN is wrong, then an error message appears “An incorrect PIN was presented to the Smart card: 3 retries left”. The DSC token is blocked after 3 incorrect attempts. ` How to sign a word document with a digital signature? Open the document file in Microsoft Word. Click on the ‘Insert’ tab on the top menu bar, and then click on the ‘Signature Line’ option available on the menu, as shown in the image below. A dialogue box will appear for confirmation. Click ‘OK’ to proceed. The box for Signature Setup appears. Enter details into the suggested signer text box – signer’s title, and signer’s email ID – and click ‘OK’, as shown in the image below. The details along with the online digital signature line (for the signature) will appear, as shown below. To enter more information or to sign, double-click on the signature line. A dialog box will appear for signature services. Click on ‘OK’ to proceed. Another dialog box appears to enter the signature. You can enter your name or upload a picture in place of your signature. Click on ‘Sign’ to proceed. The system will then ask to enter the smart card/DSC. Please insert and click ‘OK’ The system will ask for the DSC PIN as shown below. Enter the right PIN to place the digital signature on the document. There are a total of 5 attempts to enter the right DSC PIN. An error message appears for the wrong PIN. 5 incorrect attempts will block the PIN. Click ‘OK’ and the name and date of signing appear as shown below. This ‘locks’ the document and prevents any edits or alterations. Attempts to edit makes the document remove the signature.