Excel doesn’t have a Watermark button like Word does. Instead, you add a watermark by putting a picture in the sheet’s header, so it appears behind your data on every printed page. You can use a logo, or an image of text such as “DRAFT” or “CONFIDENTIAL.” This guide shows how to add one, fade it, position it, and remove it, plus a few alternatives and fixes for common problems.
How to Add a Watermark in Excel
These steps follow Microsoft’s watermark guide for Excel for Microsoft 365 and Excel 2016 and later on Windows.
Step 1: Prepare Your Watermark Image
Save the logo or text image you want to use as a PNG or JPG file. For a text watermark such as “DRAFT,” create it in Word, PowerPoint, or Paint using large, light gray letters, and save it as a picture. A pale image works best because it won’t hide your data.
Step 2: Open the Header
Go to Insert > Header & Footer (in the Text group). Excel switches to Page Layout view and puts your cursor in the center header box.
Step 3: Insert the Picture
On the Header & Footer tab, click Picture. Choose From a File, browse to your image, and click Insert. The header shows the code &[Picture] instead of the image.
Step 4: See the Watermark
Click any cell outside the header. The picture now appears behind the data on the page.
Step 5: Fade the Picture
Click the header again, then click Format Picture on the Header & Footer tab. On the Picture tab, set Color to Washout. You can also adjust the Brightness and Contrast, then click OK.
Step 6: Resize the Watermark
In the same Format Picture dialog, use the Size tab to set the height and width, or scale it by a percentage. Keep Lock aspect ratio checked so the image doesn’t stretch.
Step 7: Move It Down the Page
Header pictures start at the top of the page. To center the watermark, click in the header just before &[Picture] and press Enter several times. Each line pushes the image lower. Check the result in Page Layout view or Print Preview.
Step 8: Return to Normal View
Go to View > Normal. The watermark is hidden in Normal view, but it’s still there and shows in Page Layout view and when you print.
Where the Watermark Appears
- Page Layout view and Print Preview: Visible.
- Printed pages and PDFs: Visible on every page of that sheet.
- Normal view: Hidden. Excel never shows header pictures in Normal view.
- Other sheets: Not included. Headers belong to one sheet. To add the watermark to several sheets at once, select their tabs with Ctrl before you insert the header picture.
Other Ways to Add a Watermark-Style Background
A Sheet Background Image
Go to Page Layout > Background and choose an image. It tiles behind the cells in Normal view, but it doesn’t print. This is good for on-screen branding, not for marking printed copies.
WordArt or a Text Box
Go to Insert > Text > WordArt, type DRAFT, and set a light fill with high transparency in Shape Format. This shows on screen and prints, but it sits on top of the cells and appears only where you place it, not on every page. It can also get in the way when you click cells.
Mark a PDF Instead
If you only need the watermark on the shared copy, save the workbook as a PDF and add the watermark in a PDF editor. Your Excel file stays clean.
How to Remove a Watermark
Go to Insert > Header & Footer, click the header section that contains &[Picture], select the code, and press Delete. Click outside the header to confirm it’s gone. For the gray “Page 1” text that appears in Page Break Preview, which isn’t a real watermark, see how to remove the Page 1 watermark in Excel.
Tips for Adding a Watermark in Excel
- Use an image with a transparent background so the watermark blends with the page.
- Make the image the same width as the printable area, so it fills the page without being cut off.
- Check Print Preview with Ctrl + P before sending the file.
- If your data has filled cells, the color may cover the watermark. Use lighter fills or no fill.
Troubleshooting
I Can’t See the Watermark
You’re probably in Normal view. Switch to View > Page Layout or open Print Preview.
The Watermark Is Too Dark
Open Format Picture, choose Washout, and lower the contrast. If it’s still too strong, lighten the original image before inserting it.
The Watermark Is Cut Off or on the Wrong Page
The image is too large or pushed too far down. Remove some of the Enter lines before &[Picture], or shrink the picture on the Size tab.
The Picture Button Is Grayed Out
You need to click inside a header or footer section first. The sheet may also be protected; unprotect it under Review > Unprotect Sheet.
Frequently Asked Questions
Can I add text as a watermark in Excel?
Not directly. Save the text as an image and insert it in the header, or use WordArt if you only need it on one area of the sheet.
Will my watermark show when I print?
Yes. Header pictures print on every page of the sheet. A sheet background added with Page Layout > Background does not print.
Can I add different watermarks to different sheets?
Yes. Each sheet has its own header, so insert a different picture on each one.
Can I add a watermark in Excel for the web?
Excel for the web has limited header and footer tools, so it’s easiest to add the watermark in the Excel desktop app.
How do I add a watermark in Word instead?
Word has a built-in Watermark button. See how to add a watermark in Word.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.