Excel doesn't have a built-in watermark button, but you can add one using the Header and Footer tool

Excel treats watermarks differently than Word does. There's no watermark feature in the ribbon, but you can place text or an image behind your data by inserting it into the header or footer area, or by using a picture as a background. The header-footer method is the most reliable because it stays in place when you print and won't interfere with your actual data.

The steps below show you how to add text that looks like a watermark using the Header & Footer tool. This method works in Excel 2016, 2019, 2021, and Microsoft 365 on both Windows and Mac.

Key Takeaways

  • Excel's header and footer tool lets you add watermark-style text that appears behind your spreadsheet data without affecting the cells themselves.
  • You access the header and footer through the Insert menu, then the Header & Footer button in the Text group.
  • Text you add as a watermark will print on every page of your spreadsheet unless you change the settings for specific pages.
  • If you want an image watermark instead of text, you can insert a picture into the header area or use a picture as the sheet background.

Adding a text watermark using Header & Footer

Step 1: Open the Insert menu. Click the Insert tab at the top of your screen. On the ribbon, find the Text group (usually on the right side). Click the Header & Footer button.

Step 2: Choose where to place your watermark. Excel will switch to Page Layout view and show you three boxes: one for the left header, one for the center, and one for the right. Click the center header box — this is where your watermark text will go.

Step 3: Type your watermark text. In the center header box, type the text you want as your watermark. Common choices are "DRAFT", "CONFIDENTIAL", or "COPY". Keep it short so it doesn't crowd your data.

Step 4: Format the text. While your cursor is still in the header box, select the text you just typed. On the ribbon, you'll see a Header & Footer Tools section with a Design tab. Click the button that looks like an "A" with formatting options to change the font size, color, or style. Make the text large and light-colored so it appears behind your data without blocking it completely.

Switching back to normal view and checking your work

Step 5: Return to normal view. Click the View tab at the top. In the Workbook Views group, click Normal. Your spreadsheet will return to the regular editing view, and you should see your watermark text faintly behind your data.

Step 6: Print preview to see the final result. Before you print, press Ctrl+P (Windows) or Command+P (Mac) to open the print preview. This shows you exactly how the watermark will look on the printed page. If the text is too dark or too light, go back to Insert > Header & Footer, click the center header box again, and adjust the formatting.

Using an image as a watermark instead

If you want a picture watermark instead of text, the process is similar but uses the header area differently. Click Insert > Header & Footer, then click the center header box. On the Design tab that appears, look for a button labeled "Picture" or an image icon. Click it, then browse to select the image file from your computer.

Image watermarks can be company logos, signatures, or any picture you want to appear behind your data. The image will be sized to fit the header area, so test it in print preview first. If it's too large or too small, you may need to resize the original image file before inserting it.

Making the watermark appear on only some pages

By default, your watermark appears on every page of your spreadsheet. If you want it on only the first page or only certain pages, you'll need to use a different approach: insert a text box or picture directly into the sheet instead of using the header.

To do this, click Insert > Text Box (or Picture), then draw the box or place the image where you want it. Right-click it and choose Format Text Box or Format Picture. On the Fill tab, reduce the transparency so it appears faded behind your data. You can then move or copy this object to only the sheets or pages where you want it.

Removing or editing your watermark

To remove a watermark you added through the header, go back to Insert > Header & Footer, click the header box where your watermark is, and delete the text. Click outside the header box and return to Normal view.

If you added a watermark as a text box or picture instead, simply click it and press Delete. The watermark will disappear immediately, and your spreadsheet will return to normal.

Watermarks and different sheet sizes

If your spreadsheet spans multiple pages when printed, the watermark will repeat on each page automatically. This is usually what you want, but if your data is very wide or very tall, test the print preview to make sure the watermark doesn't interfere with important information.

You can also adjust the page setup to control how many pages your data prints across. Click Page Layout > Page Setup, then adjust the scaling or paper size. The watermark will adjust with it.

Frequently Asked Questions

Can I make the watermark appear only when I print, not on screen?

Yes. If you add the watermark through the header and footer, it will be faint or invisible in normal view but will show clearly when you print or view the print preview. This is the main advantage of using the header method instead of inserting a text box directly into the sheet.

Why does my watermark look different on screen than in the print preview?

Headers and footers are designed for printing, so they often appear faint or hard to see in normal editing view. The print preview shows the actual appearance on paper. If it looks wrong in print preview, adjust the font size or color in the header formatting options.

Can I use a watermark in Excel Online?

Excel Online has limited header and footer options compared to the desktop version. You can add text to the header, but formatting options are fewer. For full watermark control, use the desktop version of Excel. If you only have access to Excel Online, inserting a text box directly into the sheet is a simpler workaround.

Will the watermark print if I print to PDF?

Yes. When you print to PDF from Excel, the watermark will appear in the PDF file just as it would on paper. This is useful if you're sharing spreadsheets electronically and want the watermark to be visible to anyone who opens the PDF.

Can I have different watermarks on different sheets in the same workbook?

Yes, but you have to set them individually. Click each sheet tab, then go to Insert > Header & Footer and add the watermark for that sheet. Each sheet can have its own header text, so you can use different watermarks for different sections of your workbook.