If you’re creating a document, such as a flyer, brochure, calendar, or sign-up sheet, you may want something other than a plain, white background. In Microsoft Word, you can use a solid color, gradient, texture, pattern, or image as the background of your document. This tutorial shows you the different ways to add a background in Word.
advice: You can also insert a PDF document into Word.
How to add a background in Word
When you’re ready to add a background in Word, you can do it in a few steps. The background you choose applies to your entire document.
Go to the “Design” tab to get started and choose one of the options below.
Use a solid color background
You can choose a single color from Word’s color palette or a custom color as your background.
Note: While you can use this and the options below in Word on Windows, a colored background is currently the only available option in Word on Mac. As of this writing, it is not possible to add a background to a document in Word for the web.
- On the “Format” tab, select the “Page Color” drop-down box in the Page Background section of the ribbon.
- If you see the color you want from the base palette, select it to apply it to your document.
- If you prefer to use a custom color, select “More Colors” from the drop-down list.
- Use the “Standard” tab to select the exact color and shade you want. To enter Hex, RGB, or HSL color codes, go to the “Custom” tab. When you see the color you want under “New” in the lower left corner, click “OK.”
- Your document will be updated with your new colored background.
Use a gradient background
You might want to add some color to your background but make it more eye-catching than a single color. Why not use a gradient, which offers a color changing effect?
- In the Page Color drop-down list, select Fill Effects.
- Go to the Gradation tab in the Fill Effects popup. Choose the gradient design using the different sections.
- colors: Use one color, two colors, or a preset theme. Once you select an option, use the drop-down box(es) to the right to select the color(s). If you choose one color, you can also use the slider to make it darker or lighter.
- Shading styles: Select the style you want to use for the gradient, such as horizontal, vertical, or centered.
- versions: After selecting a shading style, select the theme in the “Variants” section.
Note: The transparency and fill rotation settings are not available for page backgrounds.
- When you make the selections above, you’ll see a preview of the gradient under “Sample” in the lower right. Select “OK” when you’re done.
- The gradient background will appear in your document.
Use a textured background
Will your document look good with a textured background, such as wood grain, marble, or paper? Use a built-in textured background or one of your own.
- In the Page Color drop-down list, select Fill Effects.
- Go to the “Texture” tab in the Fill Effects window, then select the texture you want to use in the selection box. You will see a brief description of the texture below the box.
- To use your own texture, click “Other Texture”. Select the location, browse and select your textured image.
- Like the backgrounds above, you’ll see a preview under “Sample” on the bottom right. Click “OK” to apply the background.
Note: The Rotate Fill setting is not available for Page Background.
- Your document background will be updated with the texture you choose.
Use a patterned background
If you want more than a solid color, such as something with dots, lines, or a grid, you can use a pattern background in Word.
- In the Page Color drop-down list, select Fill Effects.
- Go to the “Pattern” tab in the Fill Effects window. Select the template you want to use in the selection box. Its description will appear directly below it.
- You can use the “Foreground” and “Background” dropdown boxes to select the colors for your pattern.
Note: The Rotate Fill setting is not available for Page Background.
- Review the “Sample” in the lower left corner and click “OK” to apply the background.
- The template will appear as the background of your document.
Use an image background
You might want a beach background for your vacation brochure or a musical instrument for your private lesson flyer. You can easily add a background image in Word.
- In the Page Color drop-down list, select Fill Effects.
- Go to the “Image” tab and click the “Select Image” button to locate your image.
- You can use an image from a local file, Bing Image Search, or an image saved in OneDrive.
- Once you’ve chosen the location and found the image, click “Add”.
- A preview of the image will appear at the top with a short description below and a preview below “Sample”. When you’re done, click “OK.”
Note: Locked Aspect Ratio and Rotate Fill Effect settings are not available for Page Background.
- Show your new photo background.
How to change or remove background
If you added a background in Word but want to change it to a new background or just remove it, you can do both easily.
Change background
Return to the “Design” tab and select the “Page Color” drop-down box. Choose a color from the palette, a custom color using “More Colors”, or another gradient, texture, pattern or image by selecting “Fill Effects”.
By selecting a new background, you will automatically and immediately replace the existing background.
Remove background
To get rid of the background completely, go back to the “Design” tab, select the “Page Color” drop-down box and choose “No Color”.
No matter what kind of background you added, it will be removed immediately.
How to print a background in Word
If you plan to print your document, you have the option of printing the background along with it. For items like signs and flyers, this is a great option. Note that you will need to use a color printer if you are using any type of background with color.
- Go to “File -> Options” or “File -> More -> Options.”
- Select “View” on the left and check the “Print background colors and images” box on the right. Click “OK”.
- When you choose “File -> Print”, your background will appear in your print preview and your physical creation when you’re ready to print.
Note: To preserve its formatting, it is best to export your Word document as a PDF file, then print the PDF document.
Common questions
How can I put a background on only one page in Word?
Since the background feature in Word now applies to the entire document, you’ll only need to use a single-page background override solution.
With the cursor on the page, go to the “Insert” tab, open the “Shapes” menu and select the rectangle. Drag to resize the rectangle to cover the entire page. Select the rectangle and use the Shape Fill drop-down menu on the Shape Format tab to add a color, gradient, texture, or image to the shape.
Open the “Text Wrap” menu in the same tab and select “Behind Text” to place the rectangle in the background.
How do I use a watermark background in Word?
You may want a word like “Confidential” or your company logo as a watermark (dimmed background) in your document.
Go to the “Design” tab and select the “Watermark” drop-down menu. Choose a built-in option or “Custom Watermark” to use your own text or image. Read on for full details on how to add a watermark in Word.
How do I change the background of a Word application?
You can change the background of the Word application to dark mode for a different look or make it easier on your eyes.
Go to “File -> Account” and use the “Office Design” drop-down menu to select “Dark Gray” or “Black”. Also see our guide to using dark mode in Word on your other devices.
Image credit: Pixabay. All screenshots by Sandy Writtenhouse.
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