Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Watermarks in Excel.
by Allen Wyatt
(last updated March 24, 2018)
Excel does not have the ability to easily create and print watermarks. Granted, you can use the Background feature of Excel to add a graphic that appears "behind" your worksheet, but that graphic does not appear in Print Preview, will not print on the printer, and doesn't transfer to any Web page you create from the spreadsheet.
This is amazing, particularly since people often use Excel to create and maintain confidential information and including a watermark that indicates confidentiality would be helpful. So how do you create a watermark to show that information is a draft or it is confidential? There are a couple of ways you can work around this deficiency.
First of all, some printers have the ability to produce watermarks and place them on your output. Check out your printer's documentation to see if your printer can do this. If it can, this is definitely the easiest solution.
You can create a watermark using WordArt and then manually place it on each output page, as desired. When creating the WordArt, format the colors to SemiTransparent and use a light gray fill for the art. This approach takes quite a bit of trial-and-error to get exactly what you want, and you must place the graphic on each page of your output.
Another workaround is that you can simply perform two printing passes. Create your watermark in Word and then print it on the page. Then run the paper through the printer again, this time printing from Excel. This may sound convoluted, but it is no more of a bother than any of the other workarounds. It also has the added benefit of a smaller Excel file since you aren't saving graphics with the file.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12579) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. You can find a version of this tip for the older menu interface of Excel here: Watermarks in Excel.
Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel 2013 Data Analysis and Business Modeling today!
The graphics you place in a worksheet can do more than just look pretty. You can also assign macros to a graphic, which ...Discover More
If you use Excel to keep a graphic with each row of data you amass, you may wonder if there is a way to easily delete the ...Discover More
Need to change a shape you previously added to your worksheet? It's easy to do using the graphics tools provided by ...Discover More
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.