What a watermark does and why you might want one

A watermark is text or an image that appears behind or across your document — visible but not part of the main content. In Microsoft Word, watermarks typically show words like "DRAFT" or "CONFIDENTIAL" in large, semi-transparent letters across every page. You control whether the watermark appears on screen, in print, or both.

Watermarks serve a few practical purposes. They signal the document's status to anyone who reads it — marking something as a draft tells readers not to treat it as final. They can also discourage copying or sharing: a document stamped "CONFIDENTIAL" or with your company name makes it visibly yours. Unlike passwords or encryption, a watermark is not a security measure — someone determined can remove it — but it is a visible boundary that works on the honor system.

If you are sharing documents with others or want a quick visual way to mark versions, a watermark takes seconds to add and requires no special software beyond Word itself.

Key Takeaways

  • Word's built-in watermark tool is in the Design tab under Page Layout (Word 2016 and later) or the Design tab itself (Word 365), and takes about 30 seconds to add.
  • You can choose from preset watermarks like "DRAFT" or "CONFIDENTIAL", or create a custom text watermark with your own words.
  • Watermarks appear on every page of the document and show in Print Preview, but you can turn them off for screen viewing only if you prefer.
  • Removing a watermark is as straightforward as adding one — you go back to the same menu and select "Remove Watermark".
  • A watermark is visible to anyone who reads or prints the document, but it does not prevent copying or protect the file — it is a label, not a lock.

How to add a text watermark in Word 365 or Word 2016

Open your document in Word. At the top of the screen, click the Design tab. On the left side of the ribbon, you will see a Watermark button. Click it.

Word shows you a dropdown menu with preset options: "CONFIDENTIAL", "DRAFT", "DO NOT COPY", and a few others. Click whichever one matches what you need. The watermark appears when ready across every page of your document, behind the text. If none of the presets fit, scroll down to the bottom of the menu and click Custom Watermark.

In the Custom Watermark dialog box, select Text watermark (the radio button on the left). Type whatever text you want in the box — your name, your company, a project code, anything. You can also adjust the font, size, and color if you want the watermark darker or lighter. Click OK when you are done. The watermark now appears on every page.

Adding an image watermark instead of text

If you want to use a logo or image instead of text, the process is similar. Go to Design > Watermark and click Custom Watermark at the bottom of the menu. In the dialog box, select Picture watermark (the radio button on the right).

Click Select Picture and browse to the image file on your computer. The image should be a logo or graphic that will look good faded in the background — a high-resolution file works better than a small one. Once you choose the file, Word shows you a preview. You can adjust the scale (how large the image appears) and choose whether to make it "washout" (very faint) or leave it at full opacity. Click OK.

Image watermarks work the same way as text ones — they appear on every page and show in print. Keep in mind that a very detailed image can make your document harder to read, so test it in Print Preview first to see how it looks on the page.

Viewing your watermark and checking print preview

When you add a watermark, it shows up in your document when ready. However, if you are working in Word and the watermark looks very faint on your screen, that is normal — Word displays watermarks at a reduced opacity so you can still read your text easily. The watermark will be more visible when you print or export the document to PDF.

To see exactly how the watermark will look in print, click File > Print. The Print Preview pane on the right shows your document as it will appear on paper, including the watermark at full visibility. This is the best way to check whether the watermark is the right size and darkness before you actually print.

Turning off the watermark for screen viewing only

If you want the watermark to appear only when the document is printed or exported to PDF, but not on your screen while you work, you can hide it. Go to Design > Watermark and click Remove Watermark. This removes it entirely.

Word does not have a built-in option to show a watermark only in print and hide it on screen. If you need that behavior, you have two workarounds. The first is to add the watermark only when you are ready to print or share the document, then remove it afterward. The second is to use the header and footer area to insert a text box with your watermark text, which gives you more control over visibility — but this is more complex and requires manual setup.

Removing or changing a watermark

To remove a watermark entirely, go to Design > Watermark and click Remove Watermark at the bottom of the menu. It disappears from all pages when ready.

To change the watermark to something different, you do not need to remove the old one first. Just go to Design > Watermark, choose a new preset or click Custom Watermark to edit the text or image. The new watermark replaces the old one on every page.

What watermarks do not do

A watermark is a visual marker, not a security feature. Anyone who opens your document can see it, but they can also remove it just as easily as you added it — by going to Design > Watermark > Remove Watermark. If you need to prevent someone from copying, editing, or sharing your document, a watermark alone will not stop them.

For actual document protection, Word offers password-protected files and restricted editing modes. Those are separate features found under File > Info > Protect Document. A watermark works best as a courtesy label — a way to signal "this is a draft" or "this belongs to my company" — not as a lock.

Frequently Asked Questions

Can I make the watermark visible only on certain pages?

No, Word applies the same watermark to every page of the document. If you need different watermarks on different pages, you would have to split the document into separate files, add the appropriate watermark to each, and then combine them — which is impractical for most uses.

Will the watermark show up if someone opens my document in Google Docs or another program?

It depends on the program. Google Docs will display a Word watermark when you open the file there, but some older programs or online viewers may not show it. The safest assumption is that watermarks created in Word show up in most modern document editors, but not all. If the watermark is critical to your document, test it in the programs your readers will actually use.

Can I use a watermark and a password at the same time?

Yes. A watermark is purely visual and does not interfere with password protection or other security features. You can add a watermark for visibility and then separately password-protect the file under File > Info > Protect Document if you want to restrict editing or opening.

What is the difference between a watermark and a header or footer?

A watermark appears behind your text across the entire page, while a header or footer sits at the top or bottom margin and is part of the page layout. Headers and footers are better for page numbers or document titles; watermarks are better for status labels like "DRAFT" that you want visible across the whole page.