How to Add, Remove, and Print Background in Excel

In this Excel tutorial, you will learn how to:
– Add image to Excel background
– Change the default background color
– Add color to the cell background
– Change the theme background from black to White
– Remove the background image and color
– Change the print background
– Add background image watermark

While preparing this article, we used Microsoft 365 for applying all operations but they are also applicable in all Excel versions.

The Excel background serves as a canvas for the spreadsheet data. It enables users to add watermarks, logos, or color schemes for branding purposes. We use Excel background to improve professionalism in reports or presentations.

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⏷What Is Excel Background?
⏷Add Background Image
 ⏵Use Page Layout Tab
 ⏵Use Keyboard Shortcut
 ⏵Use Insert Tab
⏷Change Background Color from Cell Styles
⏷Add Cell Background by Changing Its Color
 ⏵Use Fill Color Option
 ⏵Apply Cell Styles Option
 ⏵Use Conditional Formatting
⏷Change Background Theme from Black to White
⏷How to Remove Background
 ⏵Remove Background Image
 ⏵Remove Background Color from Worksheet
 ⏵Remove Background Color from Cell
⏷Change Print Background
 ⏵Insert Shapes to Change Print Background
 ⏵Add Image to Change Print Background
⏷Add Background Image Watermark
 ⏵Insert Image in Header & Footer
 ⏵Use WordArt Feature
⏷Things to Remember
⏷Frequently Asked Questions
⏷Excel Background: Knowledge Hub

What Is Excel Background?

Excel background or spreadsheet background refers to the color or pattern applied to the entire worksheet or selected cells. This feature allows users to customize the visual appearance of their spreadsheets.

Users can insert a picture related to the dataset or company logo as a background image in Excel. They can change the background color and cell styles or add patterns or shading to the cells of a worksheet. This is useful in improving data readability, highlighting specific information, or creating more visually appealing reports and presentations.

How to Add Background Image in Excel

We can add a background image from the Page Layout tab or by using a keyboard shortcut. The images can be existing pictures from your computer storage or online pictures. We can also add an image from the Insert tab and reduce its transparency to use it as a background image.

1. Insert Background Image from Page Layout Tab

You can insert images both from your device or from online.

• Go to the Page Layout tab > select the Background option.

• From the Insert Pictures window, choose any option (File/Online/OneDrive) to insert pictures.

• We insert Ocean > Choose an image > click Insert.

• Excel inserts the image as the background of the worksheet.

2. Use Keyboard Shortcut to Add Background Image

Press ALT + P + G from the keyboard to open the Insert Pictures dialog box.

The next steps are similar to the previous method.

3. Add Image as Background from Insert Tab

The Insert tab in Excel allows you to insert images. By changing the transparency of the inserted image, we can use this image as the background.

• Go to Insert tab > click dropdown of Illustration icon > click Pictures drop-down > choose from where you want to insert picture (Device/Stock/Online).

• I have chosen Online Pictures.

• Select a picture from the Online Pictures window and click Insert.

• Select inserted image > go to Picture Format tab > click dropdown of Transparency option > choose a transparent version of the image.

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• The transparent image now shows itself as a background.

How to Change Background Color in Excel from Cell Styles

You can add a different color to change the default background color of Excel from the Cell Styles section.

• Go to Home tab > Styles group > click drop-down of Cells Styles > Good, Bad and Neutral section > right-click on Normal > select Modify option from drop-down.

• In the Style dialog box, click Format.

• The Format Cells dialog box appears.
• Go to the Fill section > choose a color > click OK.

• Click OK on the Style dialog box to close it.

• Excel inserts the selected color in the background.

Read More: How to Change Background Color in Excel

How to Add Cell Background by Changing Its Color in Excel

We can add a cell background by applying Fill Color, Cell Styles, or Conditional Formatting options.

1. Use Fill Color Option to Add Cell Background

Select cell C8 > Home tab > click the dropdown of the Fill Color option > select a fill color to apply to the selected cell.

2. Apply Cell Styles Option to Change Cell Background

Cell Styles allow you to quickly format cells to match a specific look.

Select cell E5 > Home tab > click dropdown of Cell Styles icon > select a style to change color.

3. Use Conditional Formatting to Change Background Color Based on Value

In our dataset, we have some sales values in the range E5:E11. We want to change the background color of the cells in this range that have values less than 100.

• Select range E5:E11 > Home tab > click the dropdown of the Conditional Formatting icon > select Highlight Cells Rules > More Rules.

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• Select the Format only cells that contain field.
• Apply a condition in the Format Only Cells with field to format cell values less than 100 > Click Format.

• In the Format Cells dialog box, select a color from the Fill tab > click OK.

• Close the New Formatting Rule dialog box by clicking OK.

• Excel changes the background color of cells whose values are less than 100.

How to Change Background Theme from Black to White in Excel

If you find the theme of your Excel background theme in dark mode or black, you can change it to white. This method also works for white to black.

• Go to the File tab.

• Select Account from the menu > notice Office Theme section.
• Change the theme from Black to White from the dropdown.

• Now Excel’s background theme changes to White mode.

Read More: How to Change Background from Black to White in Excel

How to Remove Background in Excel

If a worksheet contains a background image, then we can delete the background image to remove the background. To remove the background color from worksheets or cells, we have to clear the fill color formats.

1. Remove the Background Image in Excel

Go to the Page Layout tab > Delete Background.

This command removes the background image from the worksheet window.

Read More: How to Remove Background in Excel

2. Remove the Background Color from an Excel Worksheet

• Go to Home tab > Styles group > click drop-down of Cells Styles > Good, Bad and Neutral section > right-click on Normal > select Modify option from drop-down.

• In the Style dialog box, click Format.

• The Format Cells dialog box appears.
• Go to the Fill section > choose White color > click OK.

• Click OK on the Style dialog box to close it.

• As a result, Excel removes the background color.

Read More: How to Remove Background Color in Excel

3. Remove the Background Color from an Excel Cell

Select cell C8 > Home tab > Editing group > click Clear drop-down > select Clear Formats.

Excel removes the cell background color.

How to Change Print Background in Excel

We can insert shapes or add a background image in worksheets to change the print background.

1. Change Print Background by Inserting Shapes

We will insert a shape and change its transparency to change the print background in Excel.

• Go to Insert tab > click drop-down of Illustration icon > drop-down of Shapes > select the rectangular shape.

• The cursor will convert into a plus (+) sign.
• Left-click the mouse > hold and drag it over the area you want to insert the shape.

• Right-click on the inserted shape > select Format Shape from the context menu.

• The Format Shape pane will appear on the right side of the worksheet window.
• Go to Shape Options tab > Fill section > select Solid fill > increase the Transparency from 0 to a certain percentage so that the dataset is visible.

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• Press CTRL+P and see that the printable background has changed.

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2. Add Image to Change Print Background

We have learned how to add image as background before. This inserted image also acts as a printable background. Press CTRL+ P to see the Print Preview.

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How to Add Background Image Watermark in Excel

Excel has no direct options to insert watermarks. But you can mimic the watermark in Excel 2013 and later versions using Header & Footer and WordArt features.

1. Insert Image in Header & Footer to Create Watermark

• Go to Insert tab > Text group > click Header & Footer option.

• Click on left/right/center on Header dropbox. I select the center box.
• Go to Header & Footer tab > Header & Footer Elements group > click Picture.

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• In the Insert Pictures window, choose Bing Image Search to insert an image from online.

• From the Online Pictures window, select a picture > click Insert.

• In the Header selection box, you will see &[Picture] text.
• Click below the header to make the image visible.

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• Now, you will see the image in the worksheet.

• You can resize the inserted picture.
• Go to Header & Footer tab > Header & Footer Elements group > click Format Picture.
• The Format Picture dialog box will appear.
• You can change the height and width of your image from here.

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2. Use WordArt Feature to Create Watermark

• Go to Insert tab > Text group > click drop-down of WordArt feature > select a style.

• This inserts a WordArt text box with Your text here title.

• You can modify the text in the text box of WordArt.
• Select text in the box to change the font style, size, and color.
• You can rotate the textbox with the rotating arrow.

• To format the text, right-click on the textbox and select Format Shape from the context menu.

• The Format Shape pane appears on the right side of the worksheet.
• In the Text Options section, select No fill as Text Fill > Solid line as Text Outline > Increase Transparency by 50%.

• Hence the text shows itself like a watermark.

Which Things You Have to Remember?

• If you wish to change the transparency of the image, then insert the image from the Insert tab. The Background option doesn’t allow changing the transparency.
• A combination of dark font color and light background color is more suitable to make the worksheet readable.
• Removing gridlines while inserting background improves the presentation of the dataset.
• To change the background color based on cell value in conditional formatting, use relative references.

Frequently Asked Questions

1. How do I change the size of the background image in Excel?

Ans: Tap on the image and drag the pointer at the bottom-right corner of the image to resize it.

2. Can I Insert multiple background images in the same worksheet or workbook?

Ans: Excel allows you to insert multiple background images in the same workbook.
But if you need to insert multiple images in the same worksheet, you have to add images from the Insert tab. The Page Layout tab doesn’t allow you to insert multiple images in the same worksheet.

3. What is the shortcut to fill the background with color in Excel?

Ans: Shortcut for fill background color: ALT + H + H.

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Conclusion

The Excel background serves as more than just a visual customization option. This article describes how to add images and change the color of the background. You can remove the background if you wish to switch back to the previous state. You will also be able to know the process to change the print background and watermark after reading this article.

Excel Background: Knowledge Hub

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