MC1079736 – (Updated) Microsoft SharePoint and Microsoft OneDrive: Apply watermark to PDFs (archived)

Product:

OneDrive, SharePoint

Platform:

Online, US Instances, Web, World tenant

Status:

Launched

Change type:

New feature, Updated message, User impact

Links:

485796

Details:

Summary:
Microsoft OneDrive and SharePoint will soon allow users to add text or image watermarks to PDFs, with options for customization and positioning. The rollout will start in late June 2025 and complete by late July 2025. No admin action is required, but user notification and documentation updates are recommended.

Details:
Updated July 22, 2025: We have updated the timeline. Thank you for your patience.
Microsoft OneDrive and Microsoft SharePoint for web will soon let users add text or images as watermarks to PDF documents. Users can place the watermark in front of their content and choose the desired location and angle for the watermark.
This message is associated with Microsoft 365 Roadmap ID 485796.
[When this will happen:]
General Availability (Worldwide, GCC, GCC High, DoD): We will begin rolling out late June 2025 (previously mid-June) and expect to complete by late July 2025 (previously early July).

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2025-05-22

updated:
2025-07-23

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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linked item details

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Pictures

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summary for non-techies**

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Direct effects for Operations**

User Experience Degradation
Users may experience confusion or frustration if they are not informed about the new watermark feature, leading to potential misuse or incorrect application of watermarks on PDFs.
   - roles: End Users, Content Creators
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=485796

Document Integrity Issues
Applying watermarks without prior knowledge may lead to unintended alterations in PDF documents, affecting the original content and potentially causing issues in document sharing and collaboration.
   - roles: Document Managers, Compliance Officers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=485796

Configutation Options**

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explanation for non-techies**

Imagine you have a collection of important documents, like a lawyer might have a stack of legal papers or an HR manager might have employee records. Now, think of a watermark as a way to stamp your ownership or confidentiality on these documents, much like how you might write your name on a book to show it's yours.

Microsoft is introducing a feature in OneDrive and SharePoint that allows you to add watermarks to PDF documents. This is similar to placing a stamp on your documents to indicate they are confidential or belong to your organization. You can choose to add either text or an image as a watermark. It's like deciding whether to use a rubber stamp with your company logo or simply writing "Confidential" in big letters.

The process is straightforward. You open your PDF in OneDrive or SharePoint, click on the watermark option, and then decide what you want your watermark to say or look like. You can position it anywhere on the page, just like deciding where to place a sticker on a page. You can also adjust the size, color, and angle of the watermark, much like customizing a label to fit your needs.

Once applied, the watermark becomes part of the document, similar to how a stamp becomes part of a letter. It will be visible when you open the PDF in other tools, but it can't be altered or removed using those tools. However, you can always remove or change the watermark using OneDrive or SharePoint, just like peeling off a sticker and replacing it with a new one.

This feature will be automatically available to everyone using OneDrive and SharePoint by late July 2025, and there's no need for any setup on your part. However, it might be helpful to inform your team about this new capability and update any guides or manuals they use. This way, everyone knows how to use the new feature effectively, much like ensuring everyone knows how to use a new office printer.