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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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  • 00:04 In this lesson, I'd like to tell you about screenshots.
  • 00:07 A screenshot is simply a little clip of the screen you're working on or
  • 00:11 section of a screen that you'd like to work on.
  • 00:14 In this example, I'd like you to have two Microsoft Word documents open.
  • 00:19 Maybe this exercise file, and then open a second one,
  • 00:22 a blank file in the background by clicking this little piece of paper or
  • 00:25 pressing control n will bring up a new one.
  • 00:28 N for new.
  • 00:30 Alright, if you click on your insert ribbon,
  • 00:32 Right over here you have an option that says screenshot.
  • 00:35 When I click screenshot it shows me the available windows.
  • 00:38 I have a PowerPoint screen open, and I have a second Word screen open.
  • 00:42 I'm gonna go ahead and click on my PowerPoint screen, and
  • 00:45 watch what happens on the paper.
  • 00:48 It actually takes a snapshot of that PowerPoint window and
  • 00:52 just copies and pastes it right on my document.
  • 00:56 I didn't have to do anything special for
  • 00:58 that to happen, it just happened on it's own.
  • 01:00 I'm going to go ahead and click on that and delete it.
  • 01:04 Now we're going to do it a different way.
  • 01:05 This time I'm going to go insert, screenshot And instead of choosing one
  • 01:10 of the two available screens, and here's where that second word document comes in,
  • 01:15 I'm gonna go to this bottom option that says screen clipping.
  • 01:18 When I click screen clipping, it actually reduces that window that I had open.
  • 01:24 My entire screen has gone gray here.
  • 01:26 Notice it looks like it's got a foggy cloud over the top of it.
  • 01:30 My mouse is turned into a cross bar.
  • 01:33 What I can do here is actually click and drag and
  • 01:36 select any section of that window that I want.
  • 01:39 This is how you get a screen clipping of tool bars to land inside your documents.
  • 01:46 The moment I did a click and drag over that and let go, here is that portion of
  • 01:49 the ribbon that I had clicked and dragged over on the other screen, and
  • 01:55 After it came up it is highlighted, and it has little white handles around it and
  • 02:00 notice it has a picture tools ribbon up on top.
  • 02:03 So now I can adjust this.
  • 02:05 I can change the position of it.
  • 02:07 I can apply an effect in the background of it.
  • 02:10 This one in particular is a nice effect cuz it gives it a little
  • 02:14 shadow border around it, makes it look raised on the page.
  • 02:17 Anyway, when you're clicked on these you can do all your
  • 02:20 standard Microsoft Word picture formatting.
  • 02:25 To this.
  • 02:26 I can even crop it if I put too much in there.
  • 02:30 I've got my quick access bar showing.
  • 02:32 I can actually choose crop, and I'll get little crop tools.
  • 02:36 These little black lines, that are inside the handles?
  • 02:39 When you float your mouse on one of those little black lines you can actually crop
  • 02:43 up and adjust how much of that picture's gonna show.
  • 02:46 When I let go and click off of it, there,
  • 02:49 I've just cropped away the quick access bar that was in that little click.
  • 02:53 The screenshot is very useful.
  • 02:55 In my past experience, when I've used it, it's to prove to the IT
  • 03:00 person of the business I work at that, yes I'm having this error on my screen.
  • 03:05 In fact, let me take a screenshot of it and email it to you so
  • 03:09 you can read exactly what this error message is saying.
  • 03:12 So it comes in very handy.
  • 03:14 Just as examples within your documents or
  • 03:16 to prove your point when someone wants exact verbage of an error message.
  • 03:23 Alright, please practice with that it is very useful and
  • 03:25 just knowing about it is going to save you a lot of frustration.
  • 03:29 Thank you.

Lesson notes are only available for subscribers.

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