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.
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Prerequisites

Before you begin, make sure you have:

  • The Secure Exchanges plug-in for Outlook is installed.
  • The plug-in for defining signature areas in PDF documents
Warning
If any of these plug-ins are missing, consult the installation guide before proceeding.

Here are the 6 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.
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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.

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".
Alert
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):
  1. 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:

Choice
Behavior
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

Notes
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 "Correcting a field assignment" 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


Field type
Description
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

Idea
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

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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 ONLY requires 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(s) to be reassigned.
The selected areas are automatically associated with the active signer.

Step 6 — 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.