Digitally Signing the Documents

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Digitally Signing the Documents
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Digitally signing a open office document
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Open Office Document

• Before you enable the digital signatures feature
  in OpenOffice.org, you must obtain a digital
  certificate.
• A digital certificate is a password-protected
  file that includes a variety of information,
  including the name and email address of the
  certificate owner, encryption key, issuing
  authority, and expiration period.
• After obtaining a digital certificate you will
  have to install it on your machine.
• Edit -gt Preferences -gt Advance -gt View
  Certificates
• -gt Import.

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Open Office Document
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Open Office Document
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Open Office Document
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Open Office Document

• To sign an OpenOffice.org document using the
  created certificate, choose
• File -gt Digital Signatures
• Press the Add button, select your certificate,
  and press OK to close the dialogs and sign the
  document.
• You should see a tiny Seal icon in the Status
  bar, which indicates that the document has now
  been digitally signed. Other users can view the
  certificate by double-clicking on the Seal icon
  and pressing the View Certificate button.

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Open Office Document
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Open Office Document
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Open Office Document

• The Seal icon indicates that the document has
  not been altered in any way. Modifying a signed
  document on your machine automatically removes
  the digital signature, and you must sign the
  document again once you're done editing it.
• Using the digital signature feature, you can
  sign not only OpenOffice.org documents, but also
  OOoBasic macros. This allows the end users to
  verify the authenticity of a macro before
  executing it. There are two ways to sign a macro.
  You can either choose Tools -gt Macro -gt Digital
  Signature, or choose File -gt Digital Signatures

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Open Office Document
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Digitally signing a word document
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Signing word document

• To add a signature line to a document
• 1. Place your pointer in the location in your
  document where you want to add a signature line.
• 2. On the Insert tab, in the Text group, point to
  the arrow next to Signature Line, and then click
  Microsoft Office Signature Line.

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Signing word document

• 3. In the Signature Setup dialog box, type
  information about the person who will be signing
  on this signature line. This information is
  displayed directly beneath the signature line in
  the document. Do any of the following
• Type the signer's name in the Suggested
  signer box.
• Type the signer's organizational title (if
  any) in the Suggested signer's title box.
• Type the signer's e-mail address (if any)
  in the Suggested signer's e-mail address box.

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Signing word document

• 4. If you want to provider the signer with any
  instructions, type these instructions in the
  Instructions to signer box. These instructions
  are displayed in the Signature dialog box that
  the signer uses to sign the document.
• 5. If you want the signer to be able to add
  comments along with the signature, select the
  Allow the signer to add comments in the Sign
  dialog check box.
• 6. If you want to show the date when the
  signature is added in the signature line, select
  the Show sign date in signature line check box.
  Click OK.

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Signing word document
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Digitally signing a pdf document
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Signing pdf document

• In Acrobat, choose Edit gt Preferences gt General.
  Select Digital Signatures in the left pane, and
  choose Acrobat Self-Sign Security as your default
  signature handler in the right pane. Acrobat
  includes the Acrobat Self-Sign Security signature
  handler, which is easy to use and offers moderate
  security.

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Signing pdf document

• Step 2 Create a user profile.
• Choose Tools gt Self-Sign Security gt Log In, and
  then
• click New User Profile. In the Create New User
  dialog
• box, enter details for your profile and a
  password
• containing at least six characters. Then save
  your profile.

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Signing pdf document

• Step 3 Distribute your PDF document for approval.
• Send it as an e-mail attachment or storing it in
  a shared network folder. Ask the reviewer to
  approve your document by choosing Acrobat
  Self-Sign Security as the signature handler,
  creating a user profile, and digitally signing
  your document all using Acrobat.

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Signing pdf document

• Step 4 Obtain user certificates.
• Ask the reviewer to return your document to you
  along with their user certificate, a separate
  file exported from Acrobat used for verifying
  their signature. Then save the certificate to a
  location on your hard drive. Route the document
  to additional reviewers as needed.
• Tip To export a user certificate, tell the
  reviewer to choose Tools gt Self-Sign Security gt
  User Settings. Select User Information in the
  list on the left, and then click Export to File.
  In the Export Certificate As dialog box, select a
  file location, and click Save.

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Signing pdf document

• Step 5 View information about signatures.
• In Acrobat, open the signed PDF document. Choose
  Window -gt Signatures to display the Signatures
  palette. Click the symbol to the left of a
  signature to expand it.
• The Signatures palette lists all the signatures
  in the document with their name, date, and
  verification status. Icons next to signatures
  readily indicate their verification status. A
  question mark icon indicates an unverified
  signature, while a checkmark icon indicates a
  verified signature.

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Signing pdf document
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Signing pdf document

• Step 6 Build a list of trusted user certificates.
• Now that youve obtained the user certificates of
  your reviewers, you can build a list of trusted
  certificates. To add a certificate to the list,
  choose
• Tools -gt Self-Sign Security -gt User Settings.
• Select Trusted Certificates in the list on the
  left, and then click Import from File. In the
  Import Certificate dialog box, select the Acrobat
  FDF file for the desired certificate, and click
  Open.
• The Verify Identity dialog box displays
  information about the certificate. Confirm the
  fingerprint information with the certificate
  owner, and then click Add to List

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Signing pdf document
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Signing pdf document

• Step 7 Verify signatures.
• To verify a signature, select the signature in
  the Signatures palette, and choose Verify
  Signature from the Signatures palette menu. To
  verify all signatures at once, choose Verify All
  Signatures from the Signatures palette menu.
• In addition to using digital signatures to get
  your documents approved, you can use them to
  track changes between signings. You can easily
  retrieve an earlier signed version of a document,
  as well as compare two signed versions
  side-by-side in tiled windows and have Acrobat
  automatically highlight even the most subtle
  changes.

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Signing pdf document