Microsoft® Office – Insert a Screenshot (IT Training Tip)

Inserting a screenshot into a Microsoft® WordExcel, or PowerPoint Document can sometimes be a challenge. With Microsoft® Windows, you need to remember the keyboard shortcut (ALT+PRTSCN) and then paste (CTRL+V) your screenshot into your Document. On a Mac, you also need to remember the keyboard shortcut (SHIFT+COMMAND+4) and then insert (Insert, Pictures, Picture from File…) your screenshot file (saved on your Desktop) into your Microsoft® Document. If you need to do any editing, such as cropping or resizing the image, you have to use another application capable of image editing.

In Microsoft® Office 2016 (Windows/Mac) and Microsoft® Office 2013 (Windows), you can easily add a Screenshot of a Window, or you can be selective and insert a Screen Clipping from your Desktop with just a few mouse clicks.

The steps below will focus on using Microsoft® Word, but the steps are similar for Microsoft® Excel and Microsoft® PowerPoint.

Microsoft® Office (Excel, PowerPoint, Word) 2013/2016 – Windows:

  • Launch Microsoft® Office (Excel, PowerPoint, Word)
  • If you are going to take a Screenshot of a Window, you will want to make sure the Window is open on your Desktop and has not been minimized to the Taskbar
  • Click on the Insert tab
  • From the Illustrations group, click on the Screenshot button
  • From the drop-down menu, you can select an active Window from your Desktop, or you can choose to do a Screen Clipping

Selecting an Active Window:

  • To choose an Active Window, just click on the thumbnail image of the Window, and it will automatically be inserted into your document

Selecting a Screen Clipping:

  • To choose a Screen Clippingclick on Screen Clipping from the Screenshot drop-down menu
  • Microsoft® Word will minimize to the Taskbar, and your Desktop will become frosted
  • Using your mouse, select what you would like to clip from your Desktop, and your Screen Clipping will automatically be inserted into your document

Microsoft® Office (Excel, PowerPoint, Word) 2016 – Mac:

  • Launch Microsoft® Office (Excel, PowerPoint, Word)
  • If you are going to take a Screenshot of a Window, you will want to make sure the Window is open on your Desktop and has not been minimized to the Dock
  • Click on the Insert tab
  • From the Illustrations group (third group of buttons), click on the Screenshot button
  • From the drop-down menu, you can select an active Window from your Desktop, or you can choose to do a Screen Clipping

Selecting an Active Window:

  • To choose an Active Window, just click on the thumbnail image of the Window, and it will automatically be inserted into your document

Selecting a Screen Clipping:

  • To choose a Screen Clippingclick on Screen Clipping from the Screenshot drop-down menu
  • Microsoft Word will minimize to the dock, and your Desktop will become frosted
  • Using your mouse, select what you would like to clip from your Desktop, and your Screen Clipping will automatically be inserted into your document

Bonus: Once the Screenshot or Screen Clipping has been inserted into your document, clicking on the image will reveal a contextual tab that will provide you with some additional Picture Formatting tools.

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