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Practical guide

Electronic signature of an Excel file

A quote, purchase order or dashboard in Excel format needs to be signed? Here's how to give it legal value in just a few minutes, without installing any software.

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Legal value & compatibility

Yes, a document from an Excel file can be electronically signed with full legal value. In practice, you don't sign within the spreadsheet itself: you convert or export the file to PDF, then apply an electronic signature to that PDF via a dedicated platform. The signature obtained is recognized throughout the European Union under the eIDAS regulation.

To move from theory to practice, discover the Certyneo electronic signature solution and its offer dedicated to your sector — eIDAS compliant, no installation required.

  • Electronic signature has the same value as a handwritten signature (article 25 of the eIDAS regulation).
  • Excel does not have native eIDAS electronic signature: you go through a signed PDF on a compliant platform.
  • Each signature is timestamped and sealed, which guarantees the integrity of the document after signing.
  • A proof file (signer identity, date, file fingerprint) is kept and can be used as evidence in case of dispute.

Common use cases

Quotes and commercial proposals prepared in a spreadsheet.
Purchase orders and delivery notes to be validated by a customer.
Project tracking sheets requiring formal approval.
Price grids and pricing conditions attached to a contract.
Timesheets and expense reports to be signed by an employee.
Reconciliation statements or financial statements to be validated internally.

How to sign an Excel file in 4 steps

  1. 1

    Export your file as PDF

    From Excel, choose "Save As" or "Export" then PDF format. Verify that the layout fits on the correct pages before exporting.

  2. 2

    Import the PDF to the platform

    Create a free account, then upload the PDF obtained. The file is ready to receive one or more signatures.

  3. 3

    Place the fields and invite signatories

    Position the signature, date or initials zones, then indicate the email addresses of the people who need to sign.

  4. 4

    Sign and retrieve the document

    Each signatory receives a link, signs online, and you retrieve the signed PDF accompanied by its proof folder.

Frequently asked questions

Can you sign directly in Excel?
Excel offers a "signature line" but it does not constitute an eIDAS electronic signature with legal effect. For a legally binding signature, export your file as PDF then sign it on a dedicated platform.
Do you need to install software?
No. Signing is done online from your browser. You simply export your Excel file as PDF before importing it.
Is the formatting of my table preserved?
Yes, the PDF export freezes exactly the layout of your spreadsheet. Remember to check page breaks before exporting.
Can multiple people sign the same file?
Yes, you can invite multiple signatories and define the order in which they sign the document.
Can the signed file be edited afterwards?
No. Once signed, the PDF is sealed: any subsequent modification would invalidate the signature, which guarantees its integrity.
→ Electronic signature guide · → How to sign a document · → Understanding the eIDAS regulation

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