How to Use Microsoft Word’s Built-In Screenshot Tool

Microsoft Word’s built-in screenshot tool allows you to easily capture screenshots and insert them directly into Word documents. This saves you time compared to the traditional copy-paste workflow, and provides additional options like capturing non-active windows. In this comprehensive tutorial, we’ll cover everything you need to start taking full advantage of this useful but under-utilized Word feature.

Overview of Word’s Built-In Screenshot Capabilities

The screenshot tool in Word provides the following key capabilities:

• Insert screenshots of entire windows – Simply select the window you want from the thumbnail list.
• Take rectangular screenshots – Use the “Screen Clipping” option to drag your mouse to select a specific region to capture.
• Take freeform screenshots – Screen Clipping also allows you to draw a custom lasso region with your mouse or touchscreen.
• Edit screenshots – Inserted screenshots can be edited or formatted just like regular images in Word.
• Works the same way on Windows and Mac – The screenshot tool works consistently across Word for Windows and Word for Mac.

These features allow you to quickly insert relevant screenshots into Word documents like tutorials, instruction guides, presentations, reports, and more.

Step 1: Locate the Screenshot Tool in the Ribbon

The screenshot tool is conveniently located right on the main Insert tab in the Word ribbon:

1. Click on the Insert tab in the ribbon.
2. In the Images section, click the Screenshot dropdown button.

![Location of screenshot tool]

When you click the Screenshot button, you’ll see two main options:

• Screen Clipping – For taking custom screenshots
• Available Windows – For inserting thumbnails of open windows

Next we’ll cover how to use each of these options.

Step 2: Insert a Screenshot of an Entire Window

Inserting a screenshot of an entire application or browser window is the quickest way to add a screenshot using the built-in tool.

Here’s how it works:

1. Click the Screenshot button on the Insert tab.
2. Hover over the Available Windows section.
3. Click the thumbnail image of the window you want to capture.

![Insert window screenshot thumbnail]

That’s all there is to it! The full window screenshot will be inserted automatically into the Word document.

If you have a lot of windows open, use the scrollbar on the right side of the Available Windows section to locate the specific window you want.

Step 3: Take a Custom Screenshot with Screen Clipping

The Screen Clipping option allows you to take more flexible and customized screenshots. There are two methods you can use:

Rectangular Screen Clipping

1. Click the Screenshot dropdown on the Insert tab.
2. Select Screen Clipping. Your screen will dim, and the Screen Clipping toolbar will appear.
3. Drag your mouse diagonally to select the part of your screen you want to capture.
4. Release the mouse button when your desired area is selected.
5. The screenshot will appear automatically on your Word document.

Freeform Screen Clipping

1. Follow steps 1-3 above to launch the Screen Clipping interface.
2. Position your mouse pointer at the starting point of the area you want to capture.
3. Click and drag your mouse to “draw” a custom lasso region around the target area.
4. When finished, release the mouse button and the selected screenshot will be inserted automatically.

The freeform tool allows you to capture non-rectangular areas like website sections or irregular program windows.

![Screen clipping custom screenshot]

Step 4: Edit a Screenshot (Mark It Up)

Screenshots inserted into Word using the built-in tool can be formatted and edited just like regular images. Here are a few ways you can edit screenshots:

• Resize – Click and drag the sizing handles on the corners and sides of the image to resize to desired dimensions.
• Add borders – Use the Picture Styles gallery on the Picture Format tab to add colored borders and styling.
• Annotate – Use the Text Box tool to place caption boxes, callouts, arrows, and other annotations over your screenshots.

This allows you to use screenshots effectively in Word documents by highlighting specific areas and adding explanatory text boxes.

Use Case Examples

Now that you know how to use Microsoft Word’s screenshot tool, here are just a few examples of how you can apply it:

• Create software tutorials – Insert annotated screenshots to illustrate steps in a tutorial.
• Develop training guides – Use screenshots to depict interfaces and examples.
• Explain issues – Annotated screenshots help show context for troubleshooting, bugs, errors.
• Compare interface changes – Place old and new UI screenshots side-by-side.
• Enhance reports – Insert relevant screenshots as visual aids.
• Build presentations – Screenshots often communicate better than words for tech topics.

Keyboard Shortcuts

Here are a few handy keyboard shortcuts you can use with the screenshot tool:

• Windows
  • Windows + Shift + S – Launch rectangular Screen Clipping
  • Windows + Alt + R – Start recording screen video
• Mac
  • Command + Shift + 3 – Take full screenshot
  • Command + Shift + 4 – Launch rectangular Screen Clipping
  • Command + Shift + 5 – Screen recording options

Refer to these shortcuts to help speed up your screenshot workflow.

Conclusion

Learning how to leverage the built-in screenshot capabilities in Word removes friction from documenting visual concepts, unlocks new use cases, and makes it easier to illustrate tasks and workflows.

The tool provides the flexibility to quickly grab entire application windows or specify custom areas. And inserted screenshots integrate seamlessly with Word’s robust image editing tools.

So next time you need to use screenshots in a Word document, tutorial, report or presentation, don’t open your usual graphics editor – use the handy screenshot options baked right into Microsoft Word instead!

: https://i.imgur.com/q5mbMVR.png “Location of screenshot tool”: https://i.imgur.com/f0D6qly.png “Insert window screenshot thumbnail”: https://i.imgur.com/r7ChHMk.png “Screen clipping custom screenshot”