How To Add Watermark When Printing Documents?

Ever wanted to add a subtle yet unique touch to your printed documents, photos, or designs? A watermark is a great way to do just that. Adding a watermark can safeguard your intellectual property, like business proposal, academic paper, or creative work. But how do you add a watermark without compromising document quality? This guide from True Image will walk you through the process, ensuring your work remains distinctly yours. We'll explore easy, step-by-step methods to integrate watermarks into your prints, enhancing both professionalism and security.

Common Document Types Can Be Watermarked

Watermarks can be applied to a variety of document types to be used in different contexts and serve unique purposes, making the application both necessary and beneficial. The most common types include:

  • Word Documents: Used extensively for reports, letters, and various types of written communication.
  • PDF Files: A universal format for sharing documents that retain formatting across different devices and platforms.
  • Excel Spreadsheets: Often used for data analysis, financial reports, and budgeting.
  • PowerPoint Presentations: Widely used for business meetings, educational lectures, and seminars.

Each of these document types can have watermarks added through different software tools and methods. The following sections will detail how to add watermarks to each type.

How To Add Watermark When Printing Documents

How to Add Watermark in Word?

Microsoft Word is one of the most commonly used word processors, and it provides a straightforward way to add watermarks to your documents.

1. Open the Word Document: Open the Word document that you want to add a watermark to.
2. Navigate to the Watermark Option: Go to either the "Design" tab. In the "Page Background" group, look for the "Watermark" button. It is usually located towards the right side.
3. Select a Predefined Watermark: Word provides several predefined watermark options, such as DRAFT, CONFIDENTIAL, or DO NOT COPY. Select the watermark you want to add to your document. The watermark will immediately appear on the document.
4. Customize the Watermark: If you want to create an exclusive watermark, slide to the bottom of the watermark gallery, and you will see "Custom Watermark." After clicking it, a new window will open where you can choose between the "Text" and "Picture" watermark options.

  • Text Watermark: Type the text you want as a watermark. You can adjust the font, size, color, and layout (diagonal or horizontal).
  • Picture Watermark: Select an image file from your computer to use as a watermark. Adjust the scale and whether to wash out the image.

5. Apply the Watermark: After customizing the watermark, click on "OK" to apply the watermark to your document.
6. Preview and Adjust: Preview the watermark on your document to see if the watermark shows in the page background. If needed, you can always go back and make adjustments.
7. Save the Document: Finally, save your document with the unique watermark.

How to Add Watermark in PDF?

Adding a watermark to a PDF can be done using various software tools, including Adobe Acrobat and online services. Here, we will focus on Adobe Acrobat, a widely used tool for managing PDFs.

1. Open the PDF File: Open Adobe Acrobat and select the PDF file you want to add a watermark to.
2. Locate the Watermark Tool: In the menu bar, select the "Tools" tab. Then, find and click on the "Edit PDF" option in the tool panel. Then, find the "Watermark" in the toolbar.
3. Add a Watermark: In the Watermark tool panel, click on the "Add" button. It will open a watermark settings dialog box.
4. Set Watermark Properties: In the watermark settings dialog box, you also have text and image watermark options.

  • For a text watermark, enter the desired text in the text box and set the font, size, color, and other properties.
  • For an image watermark, select the "file" option and use the "Browse" button to select an image from your computer. You can also adjust the watermark's size, position, and opacity.

5. Specify Watermark Display Options: In the watermark settings dialog box, you can specify options for displaying the watermark. For example, you can choose whether to show the watermark when printing or only on the screen and adjust page ranges in "Page Range Options" in the top right corner.
6. Apply the Watermark: After setting the watermark properties, click on the "OK" button. The watermark will then be added to the specified pages or the entire document.
7. Save the File: Once the watermark has been added, save your PDF file.

How to Add Watermark in Excel?

Adding watermarks in Excel is slightly different due to the grid structure of spreadsheets. But don't worry; some details steps guide you to make it in Excel:

1. Open the Excel Worksheet: Open the Excel worksheet where you want to add the watermark.
2. Insert Text Or Image: Go to the "Insert" tab and click on "Header & Footer." If you want to watermark a picture, click on "Picture" in the header section and insert the desired image. If you want to watermark with some words, just enter the text in the header section.
3. Format the Watermark: For the image, double-click to show the image in the header and open the "Format Picture" pane in the "Insert" tab. You can adjust the brightness, contrast, and color to make the image look like a watermark. Optionally, you can set the image to "Washout" or "Grayscale" to make it less intrusive. For text, you can adjust the font weight, color, size, and so on on the "Home" page.
4. Exit Header Editing: Click anywhere outside the header to exit editing mode.

How to Add Watermark in PowerPoint?

Now we come to the final part, which is watermarking PowerPoint slides, which can protect your presentation and indicate its status.

1. Open Your Presentation: Start Microsoft PowerPoint and open the presentation to which you want to add a watermark.
2. Access the Slide Master: Go to the View tab. Then, click on Slide Master. It allows you to apply changes to all slides.
3. Insert the Watermark: Select the first slide layout, and go to the "Insert" tab, click on "Text Box" or "Shapes" to insert your watermark text or image.
4. Adjust the Watermark: You can change the text attributes for text watermarks. For image watermarks, adjust the size and transparency by right-clicking the image and selecting "Format Picture."
5. Apply and Close Slide Master: After configuring the watermark, close the Slide Master view. The watermark will now appear on all slides using the selected layout.
6. Save Your Presentation: Save the presentation to retain the watermark.


Watermarking documents is essential for protecting sensitive information, ensuring authenticity, and maintaining professionalism. Whether it is for Word, PDF, Excel, or PowerPoint, each document type benefits from watermarks to indicate confidentiality, ownership, or draft status. By following the outlined methods, you can effectively safeguard your documents before printing.

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