How do I get a document signed on Outlook using Secure Exchanges?

How do I get a document signed in Microsoft Outlook using Secure Exchanges?

This guide shows you how to send a PDF document for signature directly from Outlook, from A to Z: writing the email, adding the document, configuring the options and placing the signature areas.

Prerequisites

Before you begin, make sure you have:

  • The Secure Exchanges plug-in for Outlook
  • The plug-in for defining signature areas in PDF documents
Warning: If any of these plug-ins are missing, consult How do I install and activate Secure Exchanges for Outlook? before proceeding.

Here are the 5 steps you will follow:

  1. Write the email and add the signatories
  2. Attach the PDF document and send
  3. Choose how to launch the signature
  4. Place the signature areas in the document
  5. Apply and send

Step 1: Write the email and add the signatories

  1. In Outlook, click on "New email".
  2. Write your message as usual.
  3. In the "To" field, enter the email addresses of the people who will need to sign the document.
Note: Understanding the order of the signatories. The signature process is chained, following the order of the addresses entered in the "To" field. Specifically: the first signatory receives the document, signs it, then the document is automatically forwarded to the second signatory, and so on. Each person only receives the document once the previous one has finished. Therefore, remember to enter the addresses in the correct order from the start.
Note: The role of recipients in CC. People added via CC receive a copy of the document once all signatures have been collected, but they do not sign it. If you want a CC recipient to also be a signatory, consult the specific procedure for CC/BCC signatories.

Step 2: Attach the PDF document and send

  1. In the Outlook ribbon, locate the Secure Exchanges section.
  2. Click on the "Signature" button.

  3. Select the PDF document you wish to have signed.
  4. Check your message, then click "Send".
Warning: After sending, the Secure Exchanges window will open automatically. Do not close it, you will need it in the next step.

Step 3: Choose how to launch the signature

In the Secure Exchanges window that just opened, you must perform two actions before accessing the zone definition interface.

3a: Indicate whether you need to sign in addition to your client

If you are one of the signatories (for example, you must countersign the document in addition to your client), check the box "I need to sign the documents". If you do not need to sign, leave the box unchecked.

3b: Access the definition interface

Click the "Define signature areas" button. The area definition interface will open.

Step 4: Place the signature areas in the document

This is where you define precisely who should do what, and where in the document.

If the document already contains PDF fields

Some PDF documents already contain embedded fields (text boxes, checkboxes, signature fields, etc.). If so, Secure Exchanges automatically detects them and offers you a choice of how to manage them:

  • Include all detected fields: all existing zones are imported as is.
  • Select the desired fields: you choose which of the detected fields to keep.
  • Deny detection: existing fields are ignored, you draw everything manually.
Note: If you have multiple signatories and import all detected fields, the fields are often all assigned to the first signatory by default. Check and correct the assignments before continuing (see "Correct the assignment of a zone to the wrong signatory" below).

Place an area manually

Before drawing each area, make sure you select the correct signatory.

  1. In the left column, click on the signer for whom you want to place a zone. Their name must be active (highlighted in orange).

  2. In the document, draw a rectangle where this signatory will need to intervene.
  3. Choose the field type from the menu that appears.

Repeat these three steps for each area to be placed, changing the signer in the list each time necessary.

Available field types

  • Signature: signature area
  • Initials: area for initials
  • Text box: single line text field
  • Text area: multi-line text field
  • Date selector: date selected via a calendar
  • Date of signature: date of signature
  • Number: digital field
  • Checkbox: checkbox
  • Radio button: a single choice among several options
  • Drop-down list: selection from predefined options
  • List of options: multiple selections
Note: Keyboard shortcuts for faster access (displayed at the bottom of the screen): s signature, i initials, t text, z text box, a signature date, d calendar, n numbers, l drop-down list, o options list.

Definition of the "Sign and send" option

This option allows you to sign a document yourself and automatically send the final signed copy to one or more recipients. After placing the signature areas, you sign directly within the interface. Once the signature is complete, the final document is generated and sent to the selected recipients.

Example: you sign a certificate or contract that requires only your signature, you sign at the same time as you define your areas, then the final signed version is automatically sent to your client, supplier or partner.

Correct the assignment of a zone to the wrong signatory

It can happen that an area is associated with the wrong signer, especially after an automatic import of fields, or if you forgot to change the active signer before drawing an area.

To correct this:

  1. In the left column, select the correct signer, the one to whom the area should belong.
  2. Click on the "Zones" button in the top right corner of the screen.
  3. Select the area or areas to be reassigned.

The selected areas are automatically associated with the active signer.

Step 5: Apply and send

Once all the areas are defined and correctly assigned to each signatory:

  1. Click on "Apply" (top left corner of the screen).
  2. Check or adjust the sending settings if necessary.
  3. Click on "Send with Secure Exchanges".

The chain signature process begins. The first signer receives the document by email, signs it, and the document is automatically passed on to the next signer until all signatures are collected. CC recipients receive the final copy once the process is complete.

Need help?

Our team is available to assist you. Write to us at support@secure-exchanges.com