Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: A Picture Is Worth a Thousand Words.
If you have ever tried to explain computer configuration or processes to someone over the phone, you know the process can be quite frustrating. You are never quite sure if the person on the other end is looking at the same thing on their screen that you are.
A quick way to ease this predicament is to write up your instructions and include pictures. Word, in conjunction with Windows, makes this quite easy. Try this the next time you are faced with this task:
At this point you can e-mail the document to the remote site, or you can transmit it in some other way, such as printing or by disk.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1585) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: A Picture Is Worth a Thousand Words.
Create Custom Apps with VBA! Discover how to extend the capabilities of Office 365 applications with VBA programming. Written in clear terms and understandable language, the book includes systematic tutorials and contains both intermediate and advanced content for experienced VB developers. Designed to be comprehensive, the book addresses not just one Office application, but the entire Office suite. Check out Mastering VBA for Microsoft Office 365 today!
Word allows you to add images to your documents. If you send those documents to others, you may run across a problem that ...
Discover MoreOne of the small graphical features provided with Word is the ability to apply artistic treatment to words or phrases. ...
Discover MoreSmartArt provides a way to add classy presentation graphics to your document. Here's a high-level explanation of what you ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
2021-07-30 00:33:08
Zvi
To Neil Fuller: thanks for the tip. Much faster than the snipping Tool.
2021-06-24 09:00:03
Neil Fuller
I use this all the time for illustrating all sorts of things.
However, I have moved on from Alt+Print Screen to Windows+Shift+S
This gives you far mare options but, importantly, allows you to easily drag a selection window across just the bit of screen you want to clip
2017-06-30 10:45:11
Danny Nicholas
This is a nice tip, but windows tends to make the screen shots larger and more cumbersome than they should be. a useful extra step is to paste the screenshot into paintbrush, crop it, cut it, then paste it into Word. The finish result is cleaner and smaller.
2014-07-04 04:35:02
cadick
I realy want to give a 'like' to the Jaker's answer.
Nowadays, we can also use some chat tools including the same function with Hot-key, which can catch a user-default part of screen and mark it.
2013-03-07 08:52:21
Heather
Or you could use the Screenshot tool on the insert tab to take a screen print or a clipping? Far easier if you're going to paste it into a word document anyway. :-)
2013-03-06 12:56:39
Greta Tiffin
And for those of you who may have been caught by this - turn the F-Lock (function key lock) OFF - it may keep the prtscrn key from functioning.
2013-03-06 10:01:19
E. N. Abbott
Add to the value of your screen capture by adding a callout. (Insert > Shapes > callout), so that you can add comments, notes, instructions relative to a particular point on the screen.
2013-03-06 09:52:25
Jaker
What about CTRL + ALT + PRINT SCRN. By doing this you get just the open window or the open error message. We use this all the time to send errors to IT. Or when building procedures.
2013-03-06 07:54:18
Barry Fitzpatrick
For this kind of exercise I would either screen share using Skype, or use a remote control software such as TeamViewer or LogMeIn.
But the above is useful to document a procedure for use offline.
2013-03-06 07:27:58
John Summers
Don't forget the Snipping Tool, if available to you - it's great for conveying views of a part of a screen display.
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Please Note:
This article is written for users of the following Microsoft Word versions: 2007 and 2010. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: 
Comments