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About this lesson

Learn how to capture a picture of your screen and use in a document.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2013, 2016, 2019/365.

Exercise files

Download the ‘before’ and ‘after’ Word documents from the video tutorial and try the lesson yourself.

Screenshots .docx
63.5 KB
Screenshots - Solution.docx
111.4 KB

Quick reference

Screenshots 

Learn how to capture a picture of your screen and use in a document.

When to use

This is a useful tool to take screenshots of anything on your screen you would like to share or keep as a record, for example sending an error message to your IT department.

Instructions:

Open a second Word document or a 2nd Microsoft program, for example Excel, Outlook or PowerPoint. Maybe even an internet session.

  1. Click Insert, Screenshot and observe the available screens. Click one and it will insert a “clip” of that screen into your document.

  1. Click Insert, Screenshot and click SCREEN CLIPPING. 
    1. The Word window that you have open will minimize and show any second window on the screen. Observe how the screen looks faded, almost list a fog cover, and your mouse has changed to a black crossbar.
    2. Click and drag over a section of the ribbon and when you let go of the mouse button, that “clip” or “screenshot” will appear on your original document.

This is a useful tool to take screenshots of error messages if you need to email an IT person about a problem on your computer.  You would simply copy the error message screenshot and paste it into an email.

  1. Use the CROP tool on the Picture Tools ribbon to remove portions of the clip.

 

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  • 00:05 Hello, in this lesson I wanna teach about screenshots.
  • 00:08 It's a little known feature that's been in the last couple versions of Word.
  • 00:11 First of all they are on the Insert ribbon, and if I float my
  • 00:15 mouse right here on Screenshot you can see a little description.
  • 00:18 But before we do that let's make sure you have everything ready to practice this.
  • 00:22 So open up a second Word document, and also,
  • 00:25 open up a second Word program like Excel or PowerPoint or Outlook.
  • 00:30 And then, what we're gonna do is place our insertion point where we
  • 00:33 actually want the screenshot to land.
  • 00:36 All right.
  • 00:36 So, here we go.
  • 00:37 Go ahead and click on Inserts.
  • 00:39 And then on Screenshots,
  • 00:40 what will happen is I’ll show you the second Word program that I have open,
  • 00:44 Word document, and, the PowerPoint program that I have in the background.
  • 00:48 So, that’s the one I’m gonna use for this example.
  • 00:50 It’s going to take an entire screenshot corner to corner, so
  • 00:53 click and watch what happens, there it is.
  • 00:57 I didn't have to do anything special.
  • 00:59 I didn't have to know any super secrets of computers to do this,
  • 01:03 I just had to know the screenshot.
  • 01:05 Now another thing that happens is our picture tools and our format ribbon
  • 01:08 came up so I can re-color this, I can put frames on it, I can put borders on it,
  • 01:13 wrap text around it, align it, and I can even change the size of it.
  • 01:18 So I'm just going to type in 2, for 2" right here, and
  • 01:21 when I click on to the next box, as you can see, it auto-resized itself.
  • 01:26 Now let me see here.
  • 01:28 There we go. When I clicked back to it,
  • 01:29 you can see it went, when I typed 2", it changed the width to 3.15".
  • 01:34 Pretty great for not having to do too much work.
  • 01:37 So how about that for putting a screenshot of an example in your document?
  • 01:41 All right, let's roll down, let's do a screen clipping this time.
  • 01:44 So under number 2, again place my insertion point.
  • 01:49 And this time, I'm going to go to Insert, and hit Screenshot again.
  • 01:54 But further down, we have Screen Clipping.
  • 01:57 Now, when I hit Screen Clipping, what's gonna happen is you can see my second
  • 02:02 document open, but it looks like a grey fog has been laid over my screen.
  • 02:06 So at this point, I'm just going to click and
  • 02:08 drag a section of the screen of the toolbar.
  • 02:13 And let go and there it is.
  • 02:15 That little section.
  • 02:16 Now please, imagine with me that this is an error message that you need to send
  • 02:21 to your IT department to prove to them that you are having this error.
  • 02:25 You don't have to retype it or waste any of that kind of time.
  • 02:29 Just go in, hit Insert, screen clipping,
  • 02:32 grab a picture of the error message and done.
  • 02:34 Put that in your email.
  • 02:35 All right, let's go a step further.
  • 02:37 I've got a message down here about cropping.
  • 02:40 So, if ever you get a screenshot in there or
  • 02:43 a screen clipping that you now wanna crop, please notice your Picture Tools format.
  • 02:47 We do have the cropping button right over here.
  • 02:49 When I activate that, I get these little black bars.
  • 02:52 I can just float my mouse on the black bar and
  • 02:54 just crop out the section that I don't need to show.
  • 02:57 And when I click off of it, that section will vanish.
  • 03:00 There you go.
  • 03:01 And one more step, if you do wanna put a frame on this, click on screen clipping.
  • 03:07 Picture tools format, and go ahead and
  • 03:09 choose any of the frames that are available right in here.
  • 03:13 And so that's it.
  • 03:15 A little bit of magic buried on the insert screenshot section.
  • 03:19 Please use it.
  • 03:20 It is awesome.
  • 03:21 Thank you.

Lesson notes are only available for subscribers.

Basic Use of Shapes
04m:04s
Headers and Footers
04m:25s
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