Introduction

Microsoft Word offers built-in features for capturing and inserting screenshots and screen clippings without requiring external screen capture software. This article explains how to use these features in Word to enhance your documents with visual elements.

Inserting a Screenshot of an Open Window

To capture an entire window that is currently open but not in focus:

1. Position your cursor in the document where you want to insert the screenshot
2. Go to the Insert tab on the ribbon
3. In the Illustrations group, click Screenshot
4. You'll see thumbnails of all currently open windows (except for Word itself)
5. Click on the thumbnail of the window you want to capture
6. The screenshot will be inserted at the cursor position

Creating and Inserting a Screen Clipping

To capture just a portion of a screen:

1. Position your cursor where you want to insert the clipping
2. Go to the Insert tab
3. In the Illustrations group, click Screenshot
4. Select Screen Clipping at the bottom of the dropdown menu
5. Word will minimize and the screen will appear with a white overlay
6. Click and drag to select the area you want to capture
7. When you release the mouse, the selected area will be inserted into your document

Tips for Screen Clippings

• Before initiating a screen clipping, set up your screen to display exactly what you want to capture
• The screen clipping tool captures what is visible on screen at the moment you select the option
• You cannot scroll during the capture process
• For larger areas that require scrolling, consider taking multiple clippings

Editing Screenshots in Word

After inserting a screenshot or screen clipping, you can edit it using Word's picture editing tools:

1. Click on the inserted image to select it
2. The Picture Format tab will appear on the ribbon
3. Use the tools in this tab to:

• Crop the image using the Crop tool
• Adjust brightness and contrast using the Corrections dropdown
• Apply artistic effects using the Artistic Effects dropdown
• Remove the background using Remove Background
• Add a border using the Picture Border dropdown
• Apply picture styles using the Picture Styles gallery

Alternative Methods for Capturing Screenshots

Using Keyboard Shortcuts

You can also use Windows keyboard shortcuts to capture screenshots:

• Press PrtScn (Print Screen) to capture the entire screen to the clipboard
• Press Alt+PrtScn to capture only the active window to the clipboard
• Press Windows key+Shift+S to open the Snipping Tool interface for more precise captures

After using these shortcuts, you can paste the captured image into Word by pressing Ctrl+V or by using Home > Paste.

Using Snipping Tool or Snip & Sketch

Windows includes dedicated screen capture applications:

1. Press Windows key and type "snipping tool" or "snip & sketch"
2. Open the application
3. Use the tool to capture your screen
4. Copy the capture to your clipboard
5. Paste it into Word using Ctrl+V

Best Practices for Screenshots in Documents

• Include only the relevant portion of the screen to keep your document focused
• Consider adding arrows, highlights, or callouts to emphasize important areas
• Add captions to provide context for your screenshots
• Resize screenshots appropriately to maintain document readability
• Be mindful of sensitive information that might appear in screenshots
• For screenshots that will be printed, ensure adequate resolution and contrast

Troubleshooting

Screenshot Option is Grayed Out

If the Screenshot button is not available (grayed out), it could be because:

• There are no other windows open besides Word
• You're working in Protected View
• You're using Word in a restricted environment

Solution: Open another window, exit Protected View, or use an alternative method.

Poor Image Quality

If your screenshots appear blurry or low-quality:

• Check your display settings - higher resolution displays will produce better screenshots
• Avoid excessive resizing of images after capture
• Consider using the Corrections tools to enhance clarity
• For documentation that will be printed, consider using a higher DPI setting

Need Additional Support?

This guide aims to provide useful information, but as technology changes, interfaces or steps might vary. Please use the Comment button to let us know if anything differs from your experience. Your feedback helps us keep this information accurate. Thank you!