Adding a watermark takes three clicks in Word

Open your document in Microsoft Word. Go to the Design tab (or Layout in older versions). Click Watermark in the ribbon. Select DRAFT from the dropdown menu. The word "DRAFT" will appear diagonally across every page in light gray text.

That is the fastest route. If you want to change how the watermark looks — its size, angle, color, or transparency — you can customize it instead of using the preset. The customization option sits at the bottom of that same dropdown menu.

The watermark appears behind your text on screen and prints on every page. It does not affect the actual content of your document, and you can remove it just as quickly by returning to the Watermark menu and selecting Remove Watermark.

Key Takeaways

  • The DRAFT watermark is built into Word and appears in three clicks: Design tab, Watermark button, select DRAFT.
  • The watermark shows on screen and prints on every page, but does not change your document's actual text or formatting.
  • You can customize the watermark's angle, size, color, and transparency by choosing the custom option instead of the preset.
  • Removing the watermark is as straightforward as opening the Watermark menu again and clicking Remove Watermark.

Where to find the Watermark button in different Word versions

In Word 2019, Word 2021, and Microsoft 365 (the subscription version), the Watermark button lives on the Design tab. Click the Design tab in the ribbon at the top of the screen, then look for Watermark in the middle section of buttons.

In Word 2016 and earlier, the button is on the Layout tab instead. The process is identical — click Layout, find Watermark, select DRAFT — but the tab name is different. If you do not see a Design tab, you are using an older version and should look for Layout.

If you are using Word Online (the free browser version at Office.com), the watermark feature works the same way but the ribbon layout is slightly different. Look for the Design tab, and the Watermark option will be there.

Customizing the DRAFT watermark

Click the Watermark button and scroll to the bottom of the menu. Select Custom Watermark. A dialog box will open with options to change the text, font, size, color, and angle of rotation.

You can replace "DRAFT" with any other text you want — "CONFIDENTIAL", "FINAL", or your company name. You can also change the angle (the default is 45 degrees, which is diagonal). Lighter colors and lower opacity settings make the watermark less intrusive if you find the default too dark.

After you make your changes, click explore and then Close. The new watermark will appear on all pages when ready. You can return to Custom Watermark at any time to adjust it further.

Why watermarks do not always print the way they look on screen

A watermark may appear lighter or darker on your printed pages than it does on your monitor. This happens because printers handle light gray text differently depending on the printer model, ink settings, and paper type. The watermark is still there — it is just a limitation of how different devices display the same color.

If you are printing a document with a watermark and the watermark does not show up at all, check your printer settings. Some printers have an option to skip background graphics or images, which can suppress watermarks. Look for a setting called "Print Background Colors and Images" or similar, and make sure it is turned on.

For documents you plan to share digitally as PDFs, the watermark will always appear the same way because PDFs preserve the exact appearance. If you convert a Word document with a watermark to PDF, the watermark transfers over.

Removing or replacing a watermark

To remove a watermark entirely, go to the Design tab, click Watermark, and select Remove Watermark at the top of the menu. The watermark will disappear from all pages when ready.

To replace one watermark with another, you do not need to remove the first one. straightforward select a different watermark from the menu or open Custom Watermark and change the text. The new watermark will replace the old one on all pages.

If you have multiple documents open, each one has its own watermark setting. Changing the watermark in one document does not affect the others.

Watermarks in shared or collaborative documents

If you are working on a document with other people using Word's track changes or co-authoring features, the watermark is visible to everyone. All collaborators see the same watermark on their screens, and it prints the same way for everyone.

If you add a watermark after someone else has already opened the document, they may need to refresh or close and reopen the file to see the updated watermark. The watermark itself is part of the document's formatting, so it syncs like any other change.

Watermarks are not affected by comments, tracked changes, or version history. You can add or remove a watermark without triggering a change notification to other users, though they will see it the next time they open the file.

Watermarks versus headers and footers

A watermark and a header or footer are different things. A watermark is text or an image that appears behind your document content on every page. A header or footer is text or information that appears at the top or bottom of each page, in front of your content.

You can use both at the same time — for example, a DRAFT watermark behind your text and a footer with the date and page number at the bottom. They do not interfere with each other. If you want to add page numbers, a date, or your name to every page, use a header or footer instead of a watermark.

Frequently Asked Questions

Can I make the DRAFT watermark darker or more visible?

Yes. Open the Watermark menu, select Custom Watermark, and increase the opacity or change the color to something darker. The default is light gray at 50 percent opacity, which is intentionally subtle so it does not interfere with reading. You can make it darker, but most people keep it light so the document remains readable.

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

If you export or save the Word document as a PDF from within Word, the watermark transfers to the PDF and appears the same way. If someone else converts your Word file to PDF using a different tool, the result may vary depending on the conversion software.

Can I add an image or logo as a watermark instead of text?

Word's built-in watermark feature works with text only. If you want an image or logo as a watermark, you can insert it into the header or footer and adjust its transparency and position manually. This gives you more control but requires a few extra steps.

What if the watermark appears on only some pages?

Watermarks should appear on every page automatically. If one is missing, check whether that page has a different header or footer setting — Word allows different headers for the first page or for odd and even pages. You may need to adjust those settings to make the watermark consistent across all pages.

Can I password-protect the watermark so others cannot remove it?

Word does not have a built-in way to lock a watermark. Anyone who can edit the document can remove or change the watermark. If you need to prevent editing, you can restrict the document using Word's protection features, but that prevents all changes, not just to the watermark.