Saving screenshots using Office Picture Manager

Many times we want to explain with pictures. When teaching computer skills, most students want to look at the computer as they progress through steps. Illustrative screenshots can improve understanding of step by step instructions when coupled with hands-on learning.

In this module, students will create a screenshot file suitable for viewing online. This optimization process includes capture, cropping, and exporting in the correct dimensions, file format, and resolution.


Upon completion of this tutorial, students will be able to:

  1. Take a screenshot image.
  2. Crop the image in Office Picture Manager.
  3. Export a new file as a .gif.

Paste a screenshot from the spreedsheet into to Picture Manager.If you don’t own Photoshop for Windows and need to crop your image, the Windows accessory called Paint may not provide the tools you need. Office Picture Manager, which comes as part of the Office Suite, provides many easy-to-use editing and exporting options. Follow these steps to capture, crop, and export screenshots to place in your project pages.

  1. Save the file you are working on (perhaps a spreadsheet workbook).
  2. Click the Print Screen button on your Keyboard (windows only).
    • Open Office Picture Manager.
    • Paste.
  3. Double click on the thumbnail picture of your screenshot.
    • Your thumbnail image becomes a large, editable image.
  4. Crop out unnecessary window images.Click Edit Picture from the horizontal menu bar at the top.
    • Read the menu choices on right-hand tool pallette.
      • Choose Crop.
      • Using the corner handles (shaped like an L), click and drag them inword to cut out all the unnecessary parts of your picture. Zero in on the parts of your picture that illustrate the point you’re trying to make. Click OK.
      • For example, if you want to show a small spreadsheet, then crop out the Windows desktop, spreadsheet window, and Picture Manager menus.
  5. Export a.gif file with the original dimensions in a project folder on your hard drive.Export the screenshot to a .gif file with the proper file size and dimensions.
    • Choose Export from the File menu on the horizontal tool bar at the top.
    • Read the options available on the right-hand Export palette.
      • Browse to place your new file in a directory you can find; either in My Pictures or your Project folder on your hard drive.
      • Change the file name to fit the action depicted in your screenshot.
      • Change the default file type from .bmp to .gif.
      • Keep the original size.
        • Screenshots are best viewed at their original resolution (72ppi) and dimensions.
      • Click OK.The most important part of the screenshot is saved in a .gif file.
  6. Now, open the application and file you want to place the screenshot.gif file into. If this is your blog, then login and locate the page you need to place it on. Follow upload instructions.
    • Choose to keep the thumbnail linking to an original-sized image options.

Further Reading

Managing Pictures with Office Picture Manager

Tools for Designing Graphics for Web Sites