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What Preview can do when you sign a PDF
Preview adds your signature as a markup element on top of the PDF. You can move the signature, resize it, and keep the annotation editable if you save the document normally. Preview is not a full PDF text editor: Apple’s documentation says it cannot edit the underlying text of a PDF. If a recipient requires a certificate-backed digital signature, or has rules about which kinds of electronic signatures it accepts, confirm those requirements before relying on a Preview signature.
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Apple’s instructions for this workflow are in Fill out and sign PDF forms in Preview on Mac and Annotate a PDF in Preview on Mac.
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- Have the PDF saved somewhere you can open, such as your Mac’s Downloads folder, iCloud Drive, or another local folder.
- Use a Mac with Preview available. The usual capture choices use the Mac’s built-in trackpad or camera, or an existing nearby iPhone or iPad.
- If you plan to sign with an iPhone or iPad, make sure the device meets Apple’s Continuity requirements and is nearby when Preview asks you to choose it.
- Decide whether you need to fill in typed fields as well as add a signature. A PDF may support direct form entry, or you may need Preview’s form-filling toolbar and a text box.
How to sign a PDF in Preview
- Open the PDF. Double-click it, or open Preview and choose File > Open, then select the document.
- Show the Markup toolbar. If the annotation controls are not visible, click Show Markup Toolbar in the Preview window.
- Choose Sign. Click the signature icon in the Markup toolbar. Preview displays any signatures already saved on the Mac and offers options for creating another one.
- Create or select a signature. Choose Trackpad, Camera, or a nearby iPhone or iPad, depending on the input you want to use. If a suitable signature is already listed, click it instead of creating a new one.
- Place the signature. After you choose or create it, click the signature if necessary, then drag it to the signature line or other intended location.
- Set the size. Drag the handles around the selected signature until it fits the available space. Check that it does not cover nearby instructions, dates, initials, or other required fields.
- Save the PDF. Use File > Save to keep the signed document. If you need a separate copy, use File > Duplicate or File > Export before saving so the original remains unchanged.
The signature capture, placement, resizing, and saving sequence is described in Apple’s Preview guide at support.apple.com/en-ca/guide/preview/prvw35725/mac.
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Choose a way to create the signature
Preview gives you three documented capture methods. The best choice is the one that matches the hardware and input method you already have.
| Method | What you do | Best when | Important setup detail |
|---|---|---|---|
| Trackpad | Draw your signature with a finger on the Mac trackpad, then press a key and choose Done. | You want the fastest method and are comfortable signing directly on the Mac. | On a Force Touch trackpad, pressing more firmly can produce a darker line. |
| Camera | Write your signature on white paper, hold it in the camera window, align it with the blue guide line, and choose Done. | You prefer a handwritten mark or find trackpad signing awkward. | Use a dark, clear signature and keep the paper level with the on-screen guide. |
| Nearby iPhone or iPad | Select the nearby device when prompted, sign on its screen, and tap Done. | You want to write naturally on a touchscreen or use Apple Pencil on an iPad. | The device must satisfy Apple’s Continuity requirements and remain nearby. |
Create a signature with the trackpad
- In Preview’s Sign menu, choose Create Signature > Trackpad.
- Follow the on-screen prompt and draw your signature with one finger on the trackpad. Use a steady, deliberate motion; you can cancel and try again if the result is poor.
- Press any key when you finish, then choose Done.
- Select the new signature from the Sign menu to insert it into the PDF.
A Force Touch trackpad can respond to pressure. Pressing more firmly may make the captured line darker, but a lighter touch is usually easier to control while you are learning the gesture.
Create a signature with the Mac camera
- Open the Sign menu and choose Create Signature > Camera.
- Write your signature on a clean sheet of white paper. Use a pen that produces a clear line and leave enough white space around the mark.
- Hold the paper in front of the camera. Keep it level with the blue guide line shown in the camera window.
- When Preview recognizes the signature, choose Done. If the preview is skewed, too faint, or incomplete, reposition the paper and try again before accepting it.
- Choose the saved signature from the Sign menu and place it in the document.
The camera method is useful when you want the shape of a familiar handwritten signature without drawing on glass. Good lighting and a flat, uncluttered background make recognition easier.
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Create a signature on a nearby iPhone or iPad
- In the Sign menu, choose Create Signature, then select the nearby iPhone or iPad option when it appears.
- Pick the device you want to use if Preview lists more than one.
- Sign on the device’s screen. On an iPad, Apple Pencil can be used as the writing tool, although it is optional.
- Tap Done on the iPhone or iPad. Preview transfers the signature to the Mac.
- Select the transferred signature and drag it into place in the PDF.
If the device does not appear, check that it is nearby and compatible with Apple’s Continuity requirements. This method uses an existing device; Apple does not require a separate purchase for the normal Preview workflow.
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Position and resize the signature accurately
After insertion, the signature behaves like a selected markup object. Click it if its selection box is not visible, then drag the object to the intended line or box. Drag a corner or side handle to adjust its dimensions. Keep the aspect ratio visually natural, and inspect the page at normal reading size before saving.
- Place the signature on the designated line rather than over labels or instructions.
- Leave room for a date, printed name, initials, or witness information if the form asks for them separately.
- Check every page if the document contains multiple signature locations; adding one signature does not automatically complete other fields.
- If you accidentally place it incorrectly, select it and drag again before saving.
Preview’s signature is an annotation, so its position and size can remain adjustable while the PDF is saved in an editable form.
Fill out the rest of the PDF
When the PDF has interactive fields
Click a field and type when the PDF supports direct form entry. Move through the fields and verify that the text appears in the correct boxes before adding your signature. Some forms constrain the font size or prevent typing in areas that only look like fields.
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- Show Preview’s Markup controls.
- Choose Show Form Filling Toolbar.
- Add a text box where you need to enter information.
- Type the required content, then drag the text box into alignment with the printed field.
- Repeat for each non-interactive field and check the result at 100% or normal viewing size.
Enhanced AutoFill for contact information is available in macOS 14.2 or later, but Apple cautions that not all PDFs support it. If AutoFill does not populate a field, use the form’s direct entry support or add a text box instead.
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Save an editable copy or flatten the annotations
Keep the signature and text boxes editable
Use File > Save, or export a copy in Preview’s normal PDF format. This preserves markup objects such as the signature and text boxes so they can be adjusted later in Preview. Save to a new filename if you want to retain an untouched original.
Flatten the annotations into a new PDF
To create a PDF in which the annotations are incorporated into the page content, choose File > Print, then choose Save as PDF in the print dialog. Printing to PDF creates a flattened copy; the signature and other markups are no longer separate objects that you can move independently in Preview.
Keep the editable version until you have checked the final result and confirmed that the recipient accepts the format. Use the flattened copy only when you specifically need a fixed rendering or the recipient’s workflow requires it.
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Reuse a saved signature
Open the PDF, show the Markup toolbar, and choose Sign. Select one of the signatures listed there, then place it in the document. Preview can retain signatures for later use, which avoids recreating the same mark each time.
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Apple says saved signatures are available on other Macs when iCloud Drive is enabled. That convenience also means a signature stored through iCloud Drive can appear on more than one Mac using the same setup, so consider who can access those devices and accounts.
Delete a saved signature
- Open any PDF or image in Preview.
- Show the Markup toolbar and choose Sign.
- Point at the signature you want to remove.
- Click the X that appears.
Deleting a signature affects apps that use Markup on that Mac. When iCloud Drive is enabled, Apple says the deletion also affects other Macs using the synchronized signatures.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Troubleshooting common problems
The Markup toolbar is missing
Click Show Markup Toolbar in the Preview window. The Sign control is part of that toolbar; it will not be available from the document page alone when the controls are hidden.
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The Sign button is not visible
Make sure the PDF is open in Preview rather than another application, then reveal the Markup toolbar. If you are viewing a protected or specially constructed document, its permissions may restrict some actions. Try saving a working copy first so you do not overwrite the original while testing.
The camera does not capture the signature cleanly
- Use white paper and a dark pen.
- Hold the paper level with the blue guide line.
- Move the paper into even light and avoid glare or strong shadows.
- Keep the sheet steady until Preview recognizes the mark, then choose Done.
The iPhone or iPad does not appear
Keep the device nearby, unlocked and ready when Preview opens the device picker. Confirm that the Mac and device meet Apple’s Continuity requirements. If the device still does not appear, use the trackpad or camera method instead.
The signature is too large, small, or in the wrong place
Click the signature to display its handles, drag it to the correct location, and resize it. If it is difficult to select, click an empty area first, then click the signature again. Review the whole page before saving.
I cannot type into the form
The PDF may not contain interactive fields. Use Show Form Filling Toolbar and add a text box, or ask the sender for a fillable version. Enhanced AutoFill is limited to macOS 14.2 or later and is not supported by every PDF.
I need to change the PDF’s existing wording
Preview can add annotations but cannot edit the underlying PDF text. Request a corrected source document or use a PDF editor designed to modify text if you have permission to do so.
Check the finished file before sending
- Open the saved copy again in Preview.
- Confirm that the signature is on the correct page and does not cover required text.
- Check typed fields, dates, initials, and any additional signature boxes.
- Make sure the filename and destination are the ones you intend to send.
- Decide whether the recipient needs editable annotations or a flattened PDF, then send the appropriate copy.
- Verify the recipient’s signature policy. Apple’s instructions explain how to insert a Preview signature but do not establish that every recipient accepts it or that it satisfies requirements for a certificate-backed digital signature.
Can you sign a PDF without printing it?
Yes. Preview’s trackpad, camera, and nearby-device tools let you create and place a signature digitally, then save the PDF. Printing is only needed if you choose a paper-based process or if a recipient specifically requires a physical signature. You can also print to PDF when you need to flatten annotations into a fixed copy.
Frequently Asked Questions
Can I use an iPhone or iPad to sign a PDF in Preview on my Mac?
Yes. Choose the nearby iPhone or iPad option from Preview’s Sign menu, select the device, sign on its screen, and tap Done. The device must meet Apple’s Continuity requirements and be nearby.
Will my Preview signature count as a legally accepted digital signature?
Preview inserts a signature as a PDF markup. Whether that is accepted depends on the recipient’s policy and the document’s requirements; check with the recipient if a certificate-backed or otherwise specialized signature is required.
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