Microsoft Windows: How to Capture a Screen and Save a Screenshot to a PDF Document

Microsoft Windows: How to Capture a Screen and Save a Screenshot to a PDF Document

December 8, 2019 0 By Kailee Schamberger


I’ve recently been asked by several
clients how they can capture a screenshot and then save it as a PDF. Let’s look at how to do this using the
built-in features in Microsoft Windows and Microsoft Office. Hi, I’m Dawn Bjork, The Software Pro and a Microsoft
Certified Trainer. In Windows, there are two ways to be able
to easily capture a screen. One is using the snipping tool and
the second is with keyboard shortcuts. Let’s say that I want to capture this
list of files for an upcoming Excel training class. I’ll begin
by going down to the taskbar. From here I have Search. Your search
might look a little different, but we can simply click in
here and begin typing snip. Here I’ll see the display options
including the snipping tool. Now that will launch and you might
also see that the snipping tool will eventually become Snip & Sketch with
future updates of Microsoft Windows. At this point though, we’ll continue with the snipping
tool and I’ll simply choose New. So this is going to be a snip or
screenshot of the active window. When we select New, the screen gets blurred and now look
for your mouse, which is a crosshair. Now click and hold and drag and outline
exactly what you want to capture when you release your mouse. This will
then be added to the snipping tool. From here you have
several different options. One might be that you
simply want to save it, so under the File menu you could save
this using a variety of different graphic formats. That way it could be inserted into other
programs or it could be an attachment to an email. Another option is to copy it. This would put the image
into the clipboard so that
you could paste it into an email message or perhaps into a Word
document and that’s what I’ll do at this point. Additionally, take a little
bit of a tour of the snipping tool. For instance, we could change this
so that it was a Free-form Snip, so this means that you would actually be
drawing to select exactly what you want to capture. If it will take a few seconds for you
to set up the screen in a way that will work for you, you can
build in a delay here. You have your Save and Copy options and
additionally we have some options for notations or annotating
your screen capture. Pen choices or the highlight perhaps. These are the key files that I really
want to highlight and make sure are visible in that list and I’ll
go ahead and copy this again. Next, I’ll bring it into a Word
document. As that was copied, all I need to do is Paste and I’ll do
that with a keyboard shortcut CTRL+V for Paste. This might be all we need
to do, but as it’s selected, notice that we have the markers as we
would with other images and I could move to that and actually make it bigger. So the screen capture fills the
available space in that document. If I had a landscape orientation, then it could even be bigger and notice
that this is still very high quality even if I have it as a fairly large image. And some examples of screenshots
might be a portion of your screen, a dialog box, or maybe it’s an error message you
want to share with your IT department. Let’s look at the keyboard options. If
I wanted to capture the entire screen, the way to do this is to
hit the Print Screen key, and this will be abbreviated in different
ways depending upon your keyboard, whether it’s a desktop or laptop,
but that becomes one way. However, you might like the snipping tool better
so you can control exactly what that area is. Now if it’s a
specific dialog box or window, we have another approach.
Let’s say for instance, I want to share some paragraph
settings in Microsoft Word, so first of all, I’ll move into
the paragraph dialog box in Word. I can simply right-click and left-click
on Paragraph and if these are settings that I want to share with someone or I
have other dialog boxes that I’d like to share, the keyboard shortcut for that is to
press ALT and the Print Screen key. Now let’s see what happens here.
I’ll go ahead and paste that in. And once again, we can either do our keyboard shortcut
CTRL + V or you could right-click and choose your different paste options here. So I’ll go ahead and just paste that in. And here is that dialog box without
anything else on the screen. So that keyboard shortcut was able to
isolate exactly what I wanted in that case. So that becomes a quick, easy
way for us to do a screen capture. And both of these options, whether
it’s a snipping tool, Snip & Sketch, or the keyboard shortcuts, these are
all built into Microsoft Windows. Now let’s take it a little bit further. I want to be able to now capture this
into a document or could be a PDF. Now if it was just a
document, I already have this, I could save it and I’ll go ahead and
do that and then I could share it. But if I do want this
to actually be a PDF, maybe to share it without assuming that
someone else is working with Microsoft Word, then the option in Word is, I simply will go to File>Export. Now in some earlier versions of Word,
this will be found under Save & Send, but here we have the built-in
option to be able to create a PDF. So we don’t need to have
Adobe Acrobat for this, but this makes it much more
shareable and viewable, including preserving all that content. So I’ll simply choose that choice
and save it to a working area. Notice automatically, it’s a
.PDF and I will publish the file. So I’ll have the Word
document, I’ll have the PDF, but I have a way to be able to create
documentation for whatever the instances. It could be for training, it could
be to share with our IT support. It could be to simply share
information with an external party. Now you’ve seen how to easily create
screenshots and Windows and then save them as a PDF document using Microsoft Office. For and more tips on being
productive with Windows and Office, head to TheSoftwarePro.com/Tips. If this training was helpful, please like and comment on this
video and subscribe to this channel. This is Dawn Bjork The Software
Pro. Thanks for watching. [high energy music]