Дигитално потпишување документи во MS Office. Digital signing of documents in MS Office

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1 Дигитално потпишување документи во MS Office Digital signing of documents in MS Office Упатство Manual Верзија: 3.0 Датум: КИБС АД Скопје 2016 КИБС АД Скопје, сите права задржани

2 УПАТСТВО Дигитално потпишување документи во MS Office Верзија: 3.0 Датум: КИБС АД Скопје 2016 КИБС АД Скопје, сите права задржани

3 Дигитално потпишување документи во MS Office Содржина 1. Вовед 3 2. Дигитално потпишување документ со невидлив потпис 4 3. Дигитално потпишување документ со визуелен потпис 5 2 / 7

4 Дигитално потпишување документи во MS Office 1. Вовед Во ова упатство опишана е постапката за дигитално потпишување на документи подготвени во следните програми од пакетите Microsoft Office 2010/2013/2016: Word, Excel и PowerPoint. Пред започнување на постапката за потпишување документ потребно е да ги направите следните подготовки: Доколку Вашиот сертификат е на PKI токен, потребно е да го приклучите токенот во компјутерот Доколку Вашиот сертификат е генериран на хард диск, потребно е да проверите дека истиот се наоѓа во складот на Internet Explorer. Во Internet Explorer кликнете Tools->Internet Options->Content->Certificates. Во картичката Personal треба да е излистан вашиот сертификат (Слика 1). Во случај сертификатот да го нема во листата, треба да го импортирате во Internet Explorer според упатството Како да пренесам Верба К1 / Верба Про1 сертификат во друг интернет прелистувач?. Конечната верзија од документот кој сакате да го потпишете да е зачувана на Вашиот хард диск. Откако дигитално ќе го потпишете документот понатаму не смеете да правите измени во истиот. Секоја направена промена во дигитално потпишан документ го брише дигиталниот потпис, со што истиот ќе треба одново да го потпишете. Документите може да бидат потпишани со невидлив дигитален потпис или визуелно прикажан дигитален потпис. Слика 1 3 / 7

5 Дигитално потпишување документи во MS Office 2. Дигитално потпишување документ со невидлив потпис Постапката за потпишување документ во Word, Excel и PowerPoint со невидлив потпис е идентична и се состои од следните чекори: 1. Се отвора документот кој треба да биде дигитално потпишан. Од менито се избира File->Info-> Protect Document и се кликнува на Add a Digital Signature (Слика 2). Слика 2 2. Се отвора ново прозорче како на Слика 3. Во полето за текст може да се внесе причина за потпишување на документот, но тоа не е задолжително. Во долниот дел од прозорот треба да е наведен сертификатот со кој треба да се потпише документот. Доколку имате повеќе сертификати, со кликнување на Change може да го пронајдете и изберете сертификатот со кој сакате да го потпишете документот. Потоа се кликнува на Sign. Слика 3 4 / 7

6 Дигитално потпишување документи во MS Office 3. Се појавува прозорче кое дава потврда дека документот е успешно потпишан и предупредување дека доколку документот се промени, потписот ќе стане неважечки (Слика 4). Кликнете ОК. Слика 4 4. По потпишување на документот се добива информација дека истиот е означен како конечен и е дигитално потпишан (Слика 5). Доколку од менито изберете Home, во горниот дел ќе се појави жолта лента со предупредување дека документот е назначен како конечен и не треба да се менува. Во долниот лев агол прикажана е иконата за дигитален потпис (Слика 6). Слика 5 Слика 6 3. Дигитално потпишување документ со визуелен потпис Визуелен дигитален потпис може да се додаде само на документи од Word и Excel со следење на следните чекори: 1. Се отвора документот кој треба да се потпише. Покажувачот од глувчето се поставува на местото каде што треба да се додаде потписот. Од менито се избира Insert, и во делот Text се кликнува Signature Line (Слика 7). 5 / 7

7 Дигитално потпишување документи во MS Office Слика 7 2. Се појавува ново прозорче каде што може (но не мора) да се внесат податоци за лицето кое ќе го потпише документот: име и презиме, титула, електронска адреса. Има можност да се избере дали да се прикаже датумот на потпишување на документот. Се кликнува ОК (Слика 8). Слика 8 3. Во документот се појавува т.н. линија за потпис со претходно внесените податоци. За да се потпише документот се кликнува десното копче од глувчето врз сликата и се избира Sign (Слика 9). Слика 9 4. Се отвора ново прозорче како на Слика 10. Во полето до X треба да го внесете Вашето име или доколку имате слика со Вашиот рачен потпис, може да ја поставите сликата со кликнување на Select Image. Во долниот дел од прозорчето треба да е наведен сертификатот со кој треба да се потпише документот. Доколку имате повеќе сертификати, со кликнување на Change 6 / 7

8 Дигитално потпишување документи во MS Office може да го пронајдете и изберете сертификатот со кој сакате да го потпишете документот. Потоа се кликнува на Sign. Слика Се појавува прозорче кое дава потврда дека документот е успешно потпишан и предупредување дека доколку документот се промени, потписот ќе стане неважечки (Слика 11). Кликнете ОК. Слика По потпишување на документот, потписот изгледа како на Слика 12. Исто така во горниот дел се појавува жолта лента со предупредување дека документот е назначен како конечен и не треба да се менува. Во долниот лев агол се појавува иконата за дигитален потпис (Слика 13). Слика 12 Слика 13 7 / 7

9 MANUAL Digital signing of documents in MS Office Version: 3.0 Date: KIBS AD Skopje 2016 KIBS AD Skopje, all rights reserved

10 Digital signing of documents in MS Office Table of contents 1. Introduction 3 2. Digital signing of documents with a visually invisible signature 4 3. Digitally signing documents with a visually visible signature 5 2 / 7

11 Digital signing of documents in MS Office 1. Introduction The procedure for digital signing of documents in the following application from Microsoft Office 2010/2013/2016: Word, Excel and PowerPoint is outlined in this manual. Before starting the procedure for signing a document it is necessary to make the following requesties: If your certificate is on a PKI token, it is necessary to stick the token in a PC If your certificate is generated on a hard disk, it is necessary to check whether it is in the Internet Explorer certificate store. In Internet Explorer click on Tools->Internet Options->Content->Certificates. Your certificate should be listed in the Personal tab (Figure 1). In case the certificate is not listed, you have to import it in Internet Explorer, following the manual for How to transfer Verba K1/Verba Pro1 certificate to another web browser? The final version of the document you wish to sign is saved on your hard disk. After you digitally sign the document, you should not make changes any further. Every change you make in a digitally signed document erases the digital signature, which in turn means that you will have to sign the document again. The documents can be signed with a visually invisible digital signature or a visually visible digital signature. Figure 14 3 / 7

12 Digital signing of documents in MS Office 2. Digital signing of documents with a visually invisible signature The procedure for signing a document with a visually invisible signature in Word, Excel and PowerPoint is identical and should follow the next steps: 5. The documents that need to be digitally signed needs to be open. From the menu choose File->Info-> Protect Document and click on Add a Digital Signature (Figure 2). Figure A new window opens, as shown on Figure 3. In the text field you can enter the reason for signing the document, but this is not mandatory. In the lower part of the window, the certificate with whom the document will be signed should be listed. If you have multiple certificates, by clicking on Change you can find and choose the certificate with whom you wish to sign the document. Then click on Sign. Figure 16 4 / 7

13 Digital signing of documents in MS Office 7. A window appears which confirms the document has been successfully signed and warns that if the document changes, the signature will be invalid (Figure 4). Click OK. Figure After signing the document, a notification is received that it is marked as final and digitally signed (Figure 5). If you choose Home from the meny, in the upper part a yellow stripe will appear with a warning that the document is marked as final and that it should not be changed. In the lower left corner, the icon for a digital signature is shown (Figure 6). Figure 18 Figure Digitally signing documents with a visually visible signature A visually visible digital signature can only be added on Word and Excel documents, by following the next steps: 7. You open the document which needs to be signed. The mouse pointer is inserted on the plece where you need to add the signature. From the menu select Insert, in the Text frame click on Signature Line (Figure 7). 5 / 7

14 Digital signing of documents in MS Office Figure A new window appears where you can (not mandatory) enter information about the person who will sign the document: name and surname, title, . There is an option to display the date of signing. Click OK (Figure 8). Figure The signature line appears in the document, with the previously entered information. To sign the document, right click on the figure and select Sign (Figure 9). Figure A new window opens, as shown on Figure 10. In the field next to X you should enter your name or if you have a Figure with your handwritten signature, you can place it by clicking on Select Image In the lower part of the window the certificate used to sign the document should be listed. If you have multiple certificates, by clicking on Change you can find and choose the certificate you like to sign the document. Then click on Sign. 6 / 7

15 Digital signing of documents in MS Office Figure A window appears which confirms that the document is successfully signed and a warning that if the document is changed, the signature will be invalid (Figure 11). Click OK. Figure After signing the document, the signature should look like on Figure 12. Also, in the upper part a yellow stripe appears with a warning that the document is marked as final and that it should not be changed. In the lower left corner, the icon for a digital signature appears (Figure 13). Figure 25 Figure 26 7 / 7

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