How to create a watermark in Excel

Q. I often use watermarks in Microsoft Word to indicate that the document is a “Draft” or “Confidential.” However, the options to create a watermark are not in Microsoft Excel. I want to indicate that the incomplete financial statements saved to our corporate network are “Draft.” Is this possible?

A. It is possible to create a watermark in Microsoft Excel; however, Excel does not have the same built-in watermark capabilities as Microsoft Word.

A watermark in Excel is a faint image or text that appears behind the content of a spreadsheet. Typically, this feature shows ownership or indicates certain documents as confidential or draft versions. In professional settings, adding a watermark can be a subtle yet effective way to label and assert the document’s integrity. Watermarks can also present a company logo or a copyright notice.

Let’s look at a couple of ways to create a watermark in Excel. To follow along, download this Excel workbook. Not one, but two video demonstrations are also available at the bottom of this article on the JofA website.

Note that the walk-through and videos were made using Microsoft Excel 365 for PCs. Other versions of Excel may work differently.

USING THE HEADER AND FOOTER SECTION

This method will show you how to use Excel’s Header & Footer tool to create a watermark by inserting an image into the header or footer of your spreadsheet.

Go to the Insert tab on the Ribbon and click on Header & Footer within the Text group. This will open a new tab called Header & Footer with options for customizing headers and footers. On the Header & Footer tab, click on the Picture icon. A dialog box will appear, allowing you to select an image from sources including your computer, online image searches, and OneDrive.

Common choices for watermarks include logos, symbols, or text saved as images. Make sure the image file is in a compatible format, such as .jpeg or .png. The selected image will be inserted into your chosen location (header or footer). Select Format Picture on the Header & Footer tab to make changes to its size and position. Use the options provided to adjust dimensions and alignment, ensuring that the watermark does not cover any important information in your spreadsheet. Click anywhere outside of the header or footer area to exit editing mode. You should now be able to see your watermark faintly displayed behind your spreadsheet data, indicating that you have successfully created a watermark in Excel.

Within that same dialog box, go to the Picture tab. Go to Picture Color, and choose the option you like. In the same tab, adjust brightness and contrast to ensure that your watermark complements rather than competes with document content. Keep in mind that with watermarks, less is more. As you apply these customizations, click off the header/footer area onto any cell within your spreadsheet to preview changes. Repeat this process until you achieve a satisfactory result.

Please note that as of this writing, Excel had a bug that produced an error when trying to add an image. To see the bug and how to work around it, see the second video walk-through at the bottom of the online version of this article.

USING WORDART

This method allows you to create a watermark in Excel using WordArt. Begin by opening the Excel worksheet where you want to add a watermark. Ensure that the content you wish to label is already in place so you can position the watermark appropriately. Go to the Insert tab on the Excel ribbon. Click on WordArt from the Text group. Choose your preferred WordArt style from the gallery that appears.

After selecting a style, a text box will appear in your worksheet. Type in the text you want to use as your watermark, such as “Confidential,” “Draft,” or your company’s name.

With your text selected, you can change the font size, style, and color to make it look more like a traditional watermark. Watermarks are typically light gray to avoid interfering with the readability of document content. To change these attributes, use the Font group options under the Home tab or right-click on your text and select Format Text Effects.

To make your text appear more like a watermark, you’ll need to adjust its transparency. Right-click on your WordArt text and choose Format Shape. In the Format Shape pane that appears on the right side of your screen, look for the Text Options section. Under Text Fill, move the transparency slider until you reach your desired level of see-through effect.

Click on your WordArt text and drag it to where you want it positioned on your worksheet. If needed, rotate it by selecting the rotation handle at the top of the text box and moving it left or right for diagonal placement.

Watermarks can be important tools in keeping sensitive information safe and maintaining a professional look. Adding a discreet yet visible watermark can establish ownership and discourage unauthorized usage of your files.

About the authors

Kelly L. Williams, CPA, Ph.D., MBA, is an associate professor of accounting at the Jones College of Business at Middle Tennessee State University.

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