Digitally Signing the Documents

1. Digitally Signing the Documents

2. Digitally signing a open office document

3. 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 -> Preferences -> Advance -> View Certificates -> Import. Open Office Document

4. Open Office Document

5. Open Office Document

6. Open Office Document

7. To sign an OpenOffice.org document using the created certificate, choose : File -> 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. Open Office Document

8. Open Office Document

9. Open Office Document

10. 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 -> Macro -> Digital Signature, or choose File -> Digital Signatures Open Office Document

11. Open Office Document

12. Digitally signing a word document

13. 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. Signing word document

14. 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. Signing word document

15. 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. Signing word document

16. Signing word document

17. Digitally signing a pdf document

18. Signing pdf document In Acrobat, choose Edit > Preferences > 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.

19. Signing pdf document Step 2 Create a user profile. Choose Tools > Self-Sign Security > 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.

20. 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.

21. 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 > Self-Sign Security > 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. Signing pdf document

22. Step 5 View information about signatures. In Acrobat, open the signed PDF document. Choose Window -> 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. Signing pdf document

23. Signing pdf document

24. Step 6 Build a list of trusted user certificates. Now that you’ve obtained the user certificates of your reviewers, you can build a list of trusted certificates. To add a certificate to the list, choose Tools -> Self-Sign Security -> 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 Signing pdf document

25. Signing pdf document

26. 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. Signing pdf document

27. Signing pdf document