Written by Allen Wyatt (last updated November 24, 2018)
This tip applies to Excel 97, 2000, 2002, and 2003
Tony asked if it was possible to insert a "watermark" type of permanent comment into a group of merged cells. The idea is for the comment to stay behind any entered text.
The short answer is that there is no way of doing this. Excel allows you to use a graphic as a background, but only for the worksheet as a whole, not for a range of cells. Even then, the background won't print—which is why Excel calls it a "background" and not a "watermark." (True watermarks are on physical paper, not on-screen.)
One possible solution—if you want your "comment" to be text instead of a graphic—is to use a text box. Create a text box that is the same size as your merged cells, and position it over those cells. Then, add your comment to the text box, as desired. Format the text box so the font is a light gray, the text box has no border, and the background is transparent.
The background being transparent is important, since you cannot position the text box "behind" the worksheet. The text box is on the drawing layer, which is always over the worksheet. You can arrange objects on the drawing layer, but you cannot move the drawing layer itself.
Now, if people use the Tab key to move into the merged cells, they can type things and it will appear in the cells. You may have to play with colors and appearance, because the gray text in the text box doesn't go away when you enter text in the underlying cells.
You should know that if someone uses the mouse to click on the merged cells, they will, instead, select the text box. You can get around this by selecting the merged cells, making sure they aren't protected, and then protecting the worksheet as a whole. By default, text boxes are protected, so they can't be selected in a protected worksheet. Now, when someone clicks on the merged cell, it is the cell that is selected, not the text box—it cannot be selected in a protected worksheet.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3343) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Inserting a Watermark Behind Merged Cells.
Dive Deep into Macros! Make Excel do things you thought were impossible, discover techniques you won't find anywhere else, and create powerful automated reports. Bill Jelen and Tracy Syrstad help you instantly visualize information to make it actionable. You’ll find step-by-step instructions, real-world case studies, and 50 workbooks packed with examples and solutions. Check out Microsoft Excel 2019 VBA and Macros today!
Want the title of your chart to change based upon what is placed in a worksheet cell? It's easy; just add a formula to ...
Discover MoreGot some images that you want to appear in a worksheet based on the result displayed in a cell? Figuring out how to ...
Discover MoreAdd a drawing object to your worksheet, and at some point you may want to change that object's size. You can easily ...
Discover MoreFREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Comments