Sign PDFs Directly on Your Mac: The Complete Guide

Handling documents is a huge pain when everything depends on printing, signing, scanning and reloading paperwork. But what if you could do it all digitally instead?

In this comprehensive guide, you‘ll learn how to add legally valid e-signatures directly to PDFs on Mac, using only built-in tools.

Here‘s what we‘ll cover:

• Key benefits of digital signatures
• Step-by-step instructions for signing PDFs in Preview
• Annotation tips for filling forms, adding sticky notes
• Ensuring your signatures remain valid
• Comparing Preview vs. Acrobat Pro
• Recent Mac updates improving document workflows

Along the way, you‘ll find data-backed research, expert insights from 5+ years working with paperless workflows, troubleshooting tips and so much more!

So let‘s get started transforming the way you handle documents…

Why Sign Documents Digitally?

Before we dive into the how-to, let‘s look at three of the biggest reasons to start signing documents digitally:

1. It‘s Extremely Convenient

Printing and scanning documents back and forth wastes so much time and effort:

Caption: Keeping track of paperwork and manual processes is a huge headache!

With digital signatures, you can simply approve and sign directly inside PDFs instead.

2. It Facilitates Remote Work

As remote work grows, all-digital processes makes collaboration much smoother:

Remote workers in 2021:
    US - Up 330% since early 2020 
    UK - Up 250%  

Without digital signatures, distributed teams struggle to coordinate paperwork across locations. E-signatures enable seamless remote documentation workflows.

3. It Reduces Environmental Impact

Finally, paperless processes are massively greener.

In the US alone over 23,000 tons of paper daily gets used for documents that could easily be digital instead. Going paperless has huge environmental benefits!

Clearly, digital is the future – so let‘s look at how to make the switch!

Step 1: Open Your PDF in Preview

The Preview app included free with every Mac provides built-in tools for annotating and signing PDFs.

To get started, simply double click the PDF document you want to sign to launch it directly into Preview:

Alternatively, you can open Preview first, then go to File > Open… to select your document.

Either approach works – just get the PDF opened in Preview for signing.

Step 2: Access Annotation Tools

Once your document is open, click the "Markup Toolbar" icon in the top right (circled below) to reveal annotation options:

This toolbar provides shortcuts for adding signatures, text boxes, shapes and more.

Pro Tip: You can press ⌘ + Shift + A as a handy keyboard shortcut to toggle the markup toolbar on/off!

Next let‘s look at actually adding signatures…

Step 3: Create Your Signature

With the markup toolbar enabled, click the signature icon:

A popup appears allowing you to create a signature three ways:

• Trackpad: Draw with your trackpad/mouse
• Camera: Capture your signature on paper
• iPhone: Use your iPhone screen as signature pad

Select your preferred method:

Draw your signature in the box then click Done to confirm when happy with the look.

Now we‘re ready to place it in the document!

Step 4: Place Your Signature

With your signature created, simply click anywhere in the PDF where you want to place it.

Next, drag the corner handles to resize as needed:

Once sized appropriately, click outside the signature to set it in place:

Repeat as needed to add signatures wherever required in the document.

Step 5: Adding Text Boxes and Sticky Notes

Along with signatures, you can also add text boxes and sticky notes:

To fill in blanks on a form, click the text icon, then click a field and start typing.

Sticky notes let you leave reviewed-style comments. Click the sticky icon, then click a spot in the doc to add one and start typing your note.

Pro Tip: Enable the accessibility keyboard from System Preferences for even more annotation options!

Step 6: Save or Export Signed Document

Once added your signatures and other markup, save a final signed copy via File > Export…

Be sure to export a copy rather than directly overwriting your original so you maintain both signed and unsigned versions.

Let‘s quickly recap the 6 key steps:

1. Open PDF in Preview
2. Click markup toolbar
3. Add your signature
4. Place signature
5. Annotate (optional)
6. Export signed copy

And that‘s it – you‘ve now got a digitally signed document from the comfort of your Mac!

Ensuring Your Signatures Are Valid

While extremely convenient, it‘s vital to ensure any digitally signed documents remain legally valid and accepted. Here are three key best practices to follow:

1. Confirm Up Front

Before signing anything, verify that the receiving party accepts digital signatures – especially for official documents.

2. Export Final Copy

Be sure to export a final PDF copy after signing rather than just emailing directly from Preview, as some markup data can be lost in transit otherwise.

3. Retain Originals

Always preserve unsigned original files separately from signed versions. This provides backup validation if a signature is ever disputed or rejected.

Digital signature adoption rates:

    Business documents - 82% 
    Financial forms - 77%   
    Contracts - 63%

As you can see, the vast majority of document scenarios are fair game for digital signatures following basic precautions!

Preview vs. Adobe Acrobat Features

For basic signatures and annotations, Preview handles most lighter tasks. But for advanced features and security, Acrobat Pro is worth considering:

Evaluate your own use case – in many scenarios Preview does the job perfectly well without added costs.

But for advanced workflows, Acrobat brings more sophisticated tools and controls worth considering.

Recent Improvements to PDF Signing on Mac

Apple continually enhances MacOS, bringing recent updates like:

Improved Drawing Precision

precision makes signatures and detailed illustrations much cleaner.

Enhanced Text Recognition

Scanned text detection ensures annotations integrate cleanly without impacting document contents.

Multi-Page Editing

Option-click to apply signatures automatically across multiple pages – a huge time saver!

incremental improvements add up to slicker, smoother document handling overtime.

Conclusion and Next Steps

Thanks for following along in this comprehensive guide to digitally signing PDFs on Mac!

In summary, we covered:

• Key benefits of switching to digital signatures
• Step-by-step instructions on using Preview
• Tips for ensuring your e-signatures remain legally valid
• Comparison of Preview capabilities vs. advanced Acrobat Pro features

With a little practice, you‘ll never have to print and scan documents again thanks to seamless digital workflows!

I‘d love to hear what questions you still have in the comments below. And don‘t hesitate to reach out if you need support incorporating digital signatures into your own document processes.

It‘s easier than ever to move toward real paperless productivity – so what are you waiting for? Go start digitizing those signatures today!