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How to Insert a Watermark in Microsoft Word (Or Remove One)

The humble Microsoft Word watermark says a lot about a document. The most frequently used “Draft” watermark tells everyone that this is an early copy. The “Confidential” mark alludes to something hush-hush.

A watermark is just a faint or washed-out text or a picture behind the text. It can be a branding or a warning.

That it can say a lot sitting behind the main content suggests its importance. It is so easy to insert watermarks in Word. Let’s learn how.

The screenshots below are from Microsoft Office 365.

Insert Watermark in Word

Word supplies four default watermarks like “Confidential”, “Urgent”, “ASAP”, and “Do Not Copy” in text form. If they are all you use, then it’s almost a single-click operation to insert them in your document.

1. Launch Microsoft Word. Select the Print Layout from the three icons at the bottom right of Word.

2. Go to the Ribbon > Design tab.

3. Click on Watermark in the Page Background group to expand the options under it.

Insert watermark in Word

4. Choose any of the default watermarks from the choices Word provides, but do make sure it is appropriate for the document.

5. Word places the faded watermark on the document just behind your text. Again, the watermark is only visible in the Print Layout view.

An inserted watermark in Word

How to Use a Custom Watermark

The default watermarks are there when speed and convenience matter. But there may be occasions when the limited choices on Word don’t work for you. You can use make your own watermark and use it with the document.

Custom watermarks are of two types:

  • Text watermark
  • Picture watermark

Follow the same steps as above but choose Custom Watermark under the dropdown menu.

Insert custom watermark in Word

How to Insert a Custom Text Watermark

Custom watermark ideas can include your organization’s logo, your name, a copyright symbol, or anything that’s relevant to the document.

Here’s how to create a text watermark.

The Printed Watermark Window in Word

  1. The Printed Watermark window opens.
  2. Choose the Text Watermark option. The fields are self-explanatory
  3. Type the text you want to use as a watermark into the Text box. Configure the options for language, font, size, color, and orientation. Select the Semi-transparent box if you want a lighter shade of the text, or de-select it if you want to go darker.
  4. Click Apply and OK when you’re done.

How to Insert a Picture Watermark

You can get really creative with picture watermarks because images used well can say a thousand words. For instance, with casual documents, you can use a funny image or the number of minutes it will take to read the page.

You can even make a pattern that repeats across the whole page. Set it up with these steps.

Use a Picture Watermark in Word

  1. In the Printed Watermark window, select the Picture Watermark option and then click on the Select Picture button.
  2. You can upload an image file from your desktop, search Bing for an image, or source it from your OneDrive folder on the cloud.
  3. Click on Insert if you upload an image from your computer. For the other two online options, just click on Apply to use the watermark.
  4. You can tweak the appearance of the watermark. The “Scale” is set to automatic by default, but you can use the dropdown to select a specific percentage.
  5. The Washout option displays a watermark the way it is supposed to be—faded into the page. You can disable this to bring out the actual image, but it can overpower the text on top of it.

Select and Customize Your Watermark

Just adding your own text or a picture isn’t the only way to customize your watermark. The basic ones are all pale gray. Word also allows you to click the appearance by changing its color, size, and position on the page manually.

But how do you select the watermark when it is in the background?

The watermark is part of the header in the document even though it appears in the middle of the page or repeats across the entire page. All you have to do is open the header by double clicking somewhere near the top of the page.

With the header section open, click the watermark to select it like any other object on the page. Move the cursor over the watermark until the cursor turns into a four-headed arrow.

Select and Customize Your Watermark

Then, you can customize it in four ways after selecting it:

  • Drag the watermark to any part of the page.
  • You can add different watermarks to the different sections in your document.
  • If it’s a text watermark, you can use the WordArt Tools tab to customize the text.
  • If it’s a picture watermark, you can use all the options in the Picture Format tab to adjust the image or apply effects.

Change one watermark and the customization will automatically reflect in all the pages of your document.

How to Remove a Watermark

There are two ways to remove a watermark.

  • Open the Header and Footer area as explained above. As the image or text watermark is now editable, you can select it and hit the Delete key.
  • Go to the Design tab > Click the Watermark button > Select the Remove Watermark option.

Just like moving or resizing a watermark, deleting one removes it from every page of your document.

A Few More Tips on Word Watermarks

There are a couple of more things you can do with watermarks to speed up your productivity in any documents that follow.

1. Save a watermark to the gallery and reuse. You can customize a watermark and select it. Then from the Watermark menu in the design tab, just select Save Selection to Watermark gallery. Give the watermark a name, and click OK.

Save Watermark Gallery

Try this out: On a blank Word page, insert your own text and customize its size and appearance. Select and save it to the watermark gallery.

Select it under General in the gallery of watermarks and apply it to any other document. 

2. Insert watermark in Word on just one page. Word automatically places a watermark on all pages of your document. If it’s an overkill, just apply the watermark to the first page of your document.

Place your cursor on the right page. Go to Design > Watermark > Right click the watermark you want >SelectInsert at Current Document Position. The watermark is displayed within a text box which you can then move, rotate, or resize.

Insert watermark at current document position

Use Watermarks for Both Work and Personal Use

A watermark can be just one of those little things that amp up the professional look of your document. But as we suggested above, don’t let that stop you from using it on personal documents.

It is one of those overlooked features in Microsoft Word


10 Hidden Features of Microsoft Word That’ll Make Your Life Easier




10 Hidden Features of Microsoft Word That’ll Make Your Life Easier

Microsoft Word wouldn’t be the tool it is without its productive features. Here are several features that can help you every day.
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that make makes your life easier.



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How to Insert a Picture or Other Object in Microsoft Office

Microsoft Office Logo

Whether you’re using Microsoft Word, Excel, or PowerPoint, adding images and other objects adds visual appeal to your document, spreadsheet, or presentation. Here’s how to do it.

Inserting Images from Your Computer

Office applications allow you to insert images stored on your computer’s hard drive. To do so, place the cursor in the location that you would like the image to appear and select the “Pictures” option, found in the “Insert” tab.

In Word or Excel, this option can be found in the “Illustrations” group.

Insert a Picture in Word or Excel

In PowerPoint, it’s found in the “Images” group.

Insert a Picture in PowerPoint

File Explorer will open. Navigate to the location of the image file, select it, then select “Insert.”

Selecting the picture from File Explorer

The image will now be inserted.

RELATED: How to Position Images and Other Objects in Microsoft Word

Inserting Images from the Web

If you don’t have the image you want to insert stored locally on your computer, you can pull one from the web directly from the Office app. To get started, in Word and Excel, click on the “Insert” tab, locate the “Illustrations” group, and select “Online Pictures.”

Online pictures in Word or Excel

In PowerPoint, go to the “Images” group within the “Insert” tab. From there, select “Online pictures.”

Online Pictures in PowerPoint

Bing’s Image Search will appear in a separate window. Input the search terms in the search bar and select the image that you want to insert. Once selected, click “Insert.”

Search for online pictures

You can also select and insert multiple images at once using this method.

RELATED: How to Automatically Size Pictures in PowerPoint

Inserting Charts

Charts are a good resource for displaying trends in data over a set period. If charts are what you’re looking for, you can find the option in the “Illustrations” group of the “Insert” tab in Word and PowerPoint.

Select Chart option

Selecting the “Chart” option will open the “Insert Chart” dialogue box. Select a category on the left-hand side, click the chart you want to use, then choose “OK.”

Select and insert chart

The chart will be inserted.

RELATED: How to Create a Flowchart in Word

With one of the major purposes of Excel being to display data trends, Microsoft gave it a dedicated “Charts” section—along with a “Tours” and “Sparklines” section—for quicker access to the selection of charts available in Office.

Charts in Excel

Taking and Inserting Screenshots

Office has a built-in snipping tool that allows you to take screenshots and place them directly in your document. This option can be found in the “Illustrations” group on Word and Excel of the “Insert” tab.

Screenshot in Word, Excel

In PowerPoint, you’ll find the option in the “Images” group.

Screenshot in PowerPoint

Once you select the “Screenshot” option, a drop-down menu will appear. It will display a snapshot of any window you currently have open on your computer. If you wish to insert one of those, simply clicking it will do the trick. If you want to take a screenshot of a specific portion of the screen, you can select “Screen Clipping.”

Screenshot tools

Once selected, all you need to do to capture part of your screen is click, drag, and release. The portion you captured will automatically appear in your document.

RELATED: How to Use the Snipping Tool in Windows to Take Screenshots

Inserting Shapes

Sometimes a simple shape is all you need to illustrate a point. If a shape is what you’re looking for, select “Shapes” found in the “Insert” tab’s “Illustrations” group on Word, Excel, and PowerPoint.

Insert Shapes

A drop-down menu will appear, showing a library of shapes. Select the one you wish to insert.

If you want to tweak a shape a little, you can do so by using its edit points. Alternatively, you can draw and edit your own shape if you can’t find the shape you’re looking for.

Inserting Icons

You can also help illustrate your point by using symbols and icons. By selecting “Icons” in the “Illustrations” group of the “Insert” tab on Word, Excel, and PowerPoint, you’ll find a generous selection of icons to choose from.

Select Icons

In the new window that appears, you can browse through the selection of icons provided by Microsoft. Once you find the one you’re looking for, select “Insert.”

choose and insert icon

The icon will now appear in your Office app.

Inserting 3D Models

Office offers a selection of 3D models, providing a unique resource for users wanting to rotate an object to see it from all angles. This option can be found in the “Illustrations” group of the “Insert” tab.

3D Models

Selecting “3D Models” will open a new window. Here, navigate through the different models available and choose the one you wish to use. Once selected, click “Insert.”

select and insert 3D model

The 3D model will now be inserted. To rotate the model, click and drag from the middle of the image.

Rotating Cow GIF

RELATED: How to Add Alternative Text to an Object in PowerPoint

Inserting SmartArt

SmartArt provides a collection of diagrams, lists, charts, and so on. To insert a SmartArt graphic, select “SmartArt,” found in the “Illustrations” group of the “Insert” tab in Word, Excel, and PowerPoint.

Select SmartArt option

The “Choose a SmartArt Graphic” dialogue box will appear. Select a category from the list on the left-hand side. Next, choose your graphic, then select “OK.”

select and insert smartart

Your SmartArt will now be inserted.

RELATED: How to Build a PowerPoint Organizational Chart With Excel Data





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How to Insert a PDF Into Excel

excel logo

Excel provides a plethora of features for organizing, manipulating, and handling your data. One of these unique features is inserting a PDF directly into Excel. The good news is it only involves a few simple steps to do it. Here’s how.

Inserting a PDF Into Excel

In the Excel file, head over to the “Insert” tab and then click the “Object” button.

Insert Object

In the Object window that appears, switch to the “Create from File” tab and then click “Browse.”

Create from File

Browse to the location of your file, select the file, and then click “Open.”

browse to PDF location

Back at the “Object” window, you’ll see the file path of your PDF. Now, you need to tell Excel how you want the file to appear in the spreadsheet. There are a few different options here. If you select “OK” without taking any further action in the “Object” window, the PDF file appears in Excel showing the contents of the PDF in its entirety.

Image of PDF

Alternatively, you can check the box next to “Display as icon” for a less intrusive option. This method, as the name suggests, inserts an icon that represents the contents of your file. Double-clicking the icon opens the file in your computer’s default PDF viewer.

display as icon

Another solution would be to check the “Link to file” option. This option, as with the others, places the content of your PDF into Excel. The difference here is that it creates a link to the source file, making it a live document. Any changes to the source file would be reflected in your document.

Also keep in mind that you can select both the “Link to file” and “Display as icon” options, creating a less intrusive method of accessing a live document.

Once you’ve selected the option that works best for you, click “OK.”

Link to file option

Your PDF will now be inserted into Excel as an icon.

PDF icon in excel

You’ll notice that once inserted, the PDF takes on an “In front of text” layout style and hovers above the cells. If you want to anchor the PDF to (and format with) a specific cell, then right-click the icon and select “Format Object” from the drop-down menu.

Format object

The “Format Object” window will now appear. There are several different things you can do here, including changing the size and color, cropping, and even adding alt text to the object. What we’re particularly interested in here, though, is object positioning.

First, select the “Properties” tab. You’ll find a few options concerning the positioning of the object. Here, select “Move and size with cells” and then click “OK.”

Note: If you don’t want the icon to appear in the printed version of the sheet, untick the “Print object” checkbox.

move and size with cells

Now any changes made to the cell, including hiding or resizing, will also apply to the icon.

resize object GIF

Repeat these steps to insert multiple PDF files in your Excel sheet.





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