How to Insert a Watermark in Microsoft Word

When you are sharing sensitive business documents, draft proposals, or internal memos, you often need to ensure that the reader understands the context of the file. A simple “CONFIDENTIAL” stamp across the background of the page can prevent accidental leaks or misunderstandings. Learning how to insert a watermark in Word is a straightforward process that instantly adds a layer of professionalism and security to your documents.

In this guide, we will show you how to apply built-in text watermarks, create your own custom text, and even insert a faded company logo as an image watermark.

Using Built-in Text Watermarks

Microsoft Word comes pre-loaded with several standard watermarks that cover the most common business scenarios.

1. Open your document in Microsoft Word.
2. Navigate to the top ribbon and click on the Design tab.
3. Look towards the far right side of the ribbon for the Page Background group.
4. Click on the Watermark button.
5. A drop-down menu will appear featuring a gallery of pre-set options, such as Confidential, Do Not Copy, Draft, and Sample.
6. Click on the one you want, and it will instantly apply to the background of every page in your document.

Creating a Custom Text Watermark

If the standard options do not fit your needs, you can easily type your own custom phrase, change the font, or alter the text colour.

1. Click the Watermark button on the Design tab again.
2. At the bottom of the drop-down menu, click Custom Watermark….
3. In the dialogue box that appears, select the Text watermark radial button.
4. In the Text: field, erase the default word and type your custom phrase (for example, “Internal Review Only”).
5. Use the drop-down menus below to adjust the Font, Size, and Colour. We recommend leaving the “Semitransparent” box checked so the watermark does not obscure your actual document text.
6. Click Apply to preview the change, or OK to save it and close the window.

How to Insert an Image Watermark

For a truly professional touch, you can place a faded version of your company logo in the background of your pages.

1. Open the Custom Watermark dialogue box as described above.
2. Select the Picture watermark radial button.
3. Click Select Picture… and browse your computer to find your logo file.
4. Once selected, ensure the Washout box is checked. This significantly reduces the contrast of the image, making it look like a true watermark rather than a distracting background photo.
5. Click OK.

Frequently Asked Questions

How do I remove a watermark?

If you no longer need the background stamp, simply go back to the Design tab, click the Watermark button, and select Remove Watermark from the bottom of the menu.

Can I put a watermark on only one page?

By default, Word applies watermarks to the entire document. To apply it to a single page, you must separate that page using Section Breaks, unlink the headers between sections, and manually insert WordArt into the header of that specific page.

By taking advantage of this built-in formatting tool, you can clearly communicate the status and sensitivity of your documents with just a few clicks.