Screenshots can be very helpful when sharing certain information through news or social media. To the exampleWhen sending an email asking for technical support, a screenshot of the problem would suffice instead of trying to convey the problem in words. Now if you are using microsoft Outlook, Users can insert screenshots in various ways.
The screenshots can either be inserted into the e-mail text or attached as an attachment. It will just make things easier to explain or share with your team or others. Here are three of the best ways to do this:
Using the screenshot function on the Outlook ribbon
Microsoft Outlook has a screenshot function that you can find on the Insert tab. This feature allows users to take a screenshot of a specific window on their desktop and paste it into an email. This is how it works:
Step 1: Start Microsoft Outlook.
Step 2: If you are composing a new email, select New Email. However, if you are replying to an email, select the email and click Reply.
Step 3: On the ribbon, click the Insert tab.
Step 4: In the Illustrations group, click Screenshot.
Step 5: In the drop-down list, you would see two options. Select the appropriate image under Available Windows if you want to insert a screenshot of a window that is open on your desktop. However, if you want to include part of a window, select Screen Clipping.
Step 6: Once you take the above action, the screenshot will be automatically added to your message. Place the cursor on the edge of the image to adjust the size.
Using the Windows Snipping Tool
Another way to insert screenshots in Outlook is done using the Window Snipping Tool. This tool was first added to Windows Vista. How to use Windows Snipping Tool to insert screenshots in Microsoft Outlook Emails:
Step 1: Start the Windows Snipping Tool.
Step 2: On the Snipping Tool ribbon, click New.
Step 3: When your pointer changes to a + sign, select the window you want to take a screenshot of.
Step 4: After you have made your selection, a new window will open with the screenshot. On the ribbon, click File, and then click Send To.
Step 5: Select one of the options E-mail recipient (text of the e-mail) or E-mail recipient (as attachment). You can also save the screenshot and manually add it to your email.
Using the Windows Snip & Sketch Tool
The Snip & Sketch Tool was introduced in Windows 10 as a replacement for the Snipping Tool. With Windows 11, Snip & Sketch can still exist, but at some point it will be replaced by the Snipping Tool.
This tool allows you to take screenshots, copy them to your clipboard and paste them into Microsoft Outlook Emails. The following steps will guide you through using the Windows Snip & Sketch tool:
Step 1: Start the Windows Snip & Sketch tool by either pressing the Windows + SHIFT + S keys on your keyboard at the same time or by looking for the tool in the Start menu.
Step 2: Select the screenshot mode you want by clicking one of the options in the bar. The options include freeform, window, rectangle, and full screen.
Step 3: Drag the pointer over the part of your screen that you want to take a screenshot of to select it. The screenshot is automatically copied to your clipboard.
Step 4: Paste the screenshot into the Outlook Message window by placing the cursor on the window and pressing the CTRL + V keys on your keyboard at the same time. Alternatively, you can right-click in the message window and select Paste.
Step 5: Once you take the above action, the screenshot will be automatically added to your message. Place the cursor on the edge of the image to adjust the size.
Save screenshots as PDF
Using either of the above methods should be recommended when pasting a screenshot in your Outlook E-mail. The screenshots can also be saved as PDF files using standard Windows apps.