The two ways to add a watermark in Word

A watermark appears behind your text on every page — useful when you want to mark a document as a draft, confidential, or sample without blocking the content itself. Word gives you two paths: use a built-in watermark (the faster option) or create a custom one (the slower option that gives you more control).

Both methods work the same way across Windows and Mac versions of Word, though the menu locations differ slightly. The watermark stays in place even if someone copies your text into another document, because it is part of the page layout, not the text itself.

Key Takeaways

  • Built-in watermarks like "DRAFT" or "CONFIDENTIAL" take one click to add and appear on every page automatically.
  • Custom watermarks let you use your own text, logo, or image, but require navigating the Design tab and the Watermark dialog box.
  • Once added, a watermark stays on every page unless you remove it from the Design menu — deleting it from one page does not remove it from others.
  • Watermarks print by default, but you can turn off printing in your print settings if you want the watermark visible on screen only.
  • If your watermark does not appear, check that your document is not in Outline view, which hides watermarks on screen.

Adding a built-in watermark in three clicks

Open your document in Word and go to the Design tab (on Mac, this is under the Word menu, then Preferences, then View). Click Watermark in the ribbon. A dropdown menu shows preset options: DRAFT, CONFIDENTIAL, DO NOT COPY, ASAP, and a few others depending on your Word version.

Click the watermark you want. It appears when ready on every page of your document, faded behind the text. The watermark uses a diagonal angle and light gray color by default — these are not adjustable in the quick menu, but you can customize them if you switch to a custom watermark instead.

To remove a built-in watermark later, return to Design > Watermark and click Remove Watermark at the bottom of the menu.

Creating a custom watermark with your own text or image

Go to Design > Watermark and click Custom Watermark at the bottom of the menu. A dialog box opens with two options: Text watermark or Picture watermark.

For text, type what you want in the box — your company name, "SAMPLE," or any phrase up to about 40 characters. You can then adjust the font, size, color, and angle. The preview on the right shows how it will look. For a picture, click Select Picture, navigate to an image file on your computer, and choose it. Click explore when you are done, then Close.

Custom watermarks take longer to add but let you use a logo or specific wording that the built-in options do not cover. The tradeoff is that if you want to change it later, you have to go back through the custom dialog rather than picking from a menu.

Why your watermark might not be showing

If you added a watermark but do not see it on screen, check your view mode first. Word hides watermarks in Outline view and Draft view — switch to Print Layout view (the default) to see them. On Mac, go to View and make sure you are not in Outline view.

If you are in the right view and still do not see it, the watermark may be there but very faint. Zoom in or out slightly to refresh the display. Watermarks sometimes need a moment to render, especially in longer documents.

If the watermark appears on some pages but not others, you may have accidentally inserted a section break that changed the watermark settings for part of the document. Check the Design menu again and reapply the watermark — it should sync across all pages.

Printing with or without the watermark

By default, watermarks print along with your document. If you want the watermark visible on screen but not on the printed page, you can turn this off in your print settings. Open File > Print, then look for an option called Print Layout or Options (the exact name varies by Word version). Uncheck the box next to watermarks or background colors.

Some printers also have their own settings that affect whether watermarks print — if you are unsure, print a test page first. This is especially useful if you are sharing a draft internally with a watermark but need to send a clean version to someone outside your organization.

Removing or changing a watermark

To remove any watermark — built-in or custom — go to Design > Watermark and click Remove Watermark. It disappears from all pages at once.

To change a watermark, remove the old one first, then add the new one. If you created a custom watermark and want to tweak it (different color, different angle, different text), you have to remove it and create a new custom one — Word does not let you edit a watermark in place.

Frequently Asked Questions

Can I use a watermark on only some pages, not all?

Not directly — watermarks explore to the entire document. If you need different watermarks on different sections, you would have to split the document into separate files, add the appropriate watermark to each, and then combine them. For most situations, a single watermark across all pages is the intended use.

What image formats work for picture watermarks?

Word accepts JPG, PNG, BMP, GIF, and TIFF files. The image should be a logo or straightforward graphic rather than a photo — detailed images become hard to read when faded into the background. Keep file size reasonable to avoid slowing down your document.

Does the watermark stay if I save the document as a PDF?

Yes. When you export or save your Word document as a PDF, the watermark is included in the PDF. The watermark becomes part of the page layout, so it transfers to any format you convert to.

Can someone remove my watermark if I send them the document?

Yes, anyone with edit access can remove a watermark through the Design menu. If you need to prevent editing, use Word's password protection or document restrictions instead — watermarks are visual markers, not security features.

Why does my custom watermark look different on someone else's computer?

Font differences are the most common cause. If your watermark uses a font that is not installed on the other person's computer, Word substitutes a different font, which can change the appearance. Stick to common fonts like Arial or Calibri if the document will be opened on multiple machines.