How to Add a Watermark in Microsoft Word

If you are sharing a highly sensitive corporate document, or distributing an unfinished manuscript for peer review, you must ensure that readers understand the context of the file. The easiest way to prevent a rough draft from being mistaken for a final copy is to stamp the word “DRAFT” in giant letters across the background of every single page.

This is called a watermark. Microsoft Word allows you to easily insert faded text or faded images behind your main document. Because the watermark is embedded into the background layer, it will not interfere with your formatting, and readers cannot accidentally delete it while editing the main text.

Method 1: Insert a Text Watermark

Word comes pre-loaded with several standard text warnings (like “CONFIDENTIAL” and “DO NOT COPY”) that you can apply with two clicks.

1. Open your document in Microsoft Word.
2. Look at the Ribbon at the top of the screen and click on the Design tab. (If you are using a very old version of Word, look under the Page Layout tab).
3. Look to the far right side of the ribbon for the “Page Background” section.
4. Click the Watermark button.
5. A drop-down menu will appear showing several visual templates (diagonal text vs. horizontal text).
6. Click on the template you want (e.g., Confidential 1).

The word “CONFIDENTIAL” will instantly appear in faded grey text across the background of every single page in your document.

How to Customize the Text

If you need the watermark to say something specific (like “Property of Acme Corp” or “Version 2.4”), you can easily change the default text.

1. Click the Watermark button again.
2. At the bottom of the drop-down menu, click Custom Watermark…
3. A dialogue box will open. Ensure the radial button next to Text watermark is selected.
4. Find the Text: field. Delete the word “ASAP” or “CONFIDENTIAL” and type your own custom phrase.
5. (Optional) You can also use this menu to change the font, size, and color of the watermark. If you uncheck the “Semitransparent” box, the text will become much darker and bolder.
6. Click OK to apply your custom text.

Method 2: Insert a Picture Watermark (e.g., a Company Logo)

Instead of text, you can use a faded image as your watermark. This is highly recommended for corporate letterheads, where you want your company logo sitting faintly behind the text.

1. Go to the Design tab > Watermark > Custom Watermark…
2. In the dialogue box, select the radial button next to Picture watermark.
3. Click the Select Picture… button.
4. A window will pop up asking where you want to find the picture. Click From a file to search your computer’s hard drive.
5. Find the image file (like a PNG or JPG of your logo) and click Insert.
6. Crucial Step: Ensure the checkbox next to Washout is checked. If you do not check this, the image will be inserted at full brightness, and it will be completely impossible to read any text placed on top of it.
7. Click OK.

Your image will be perfectly centered and faded into the background of the page.

How to Remove a Watermark

If the draft is finally approved and you need to remove the watermark for final publication, do not try to click on the watermark itself to delete it (you can’t).

1. Go back to the Design tab.
2. Click the Watermark button.
3. At the bottom of the menu, click Remove Watermark.

The background image or text will instantly vanish from the entire document.