Top 3 Ways to Insert Screenshots in Microsoft Outlook

Screenshots can be very useful when transmitting certain information through messages or social networks. For example, when sending an email asking for technical support, a screenshot of the problem would suffice instead of trying to figure out how to communicate the problem in words. Now, when using Microsoft Outlook, users can insert screenshots in various ways.

Screenshots can be inserted in the body of the email or included as an attachment. This will only make things easier to explain or share with your team or anyone else. Here are three of the best ways to do it:

Using the screenshot feature on the Outlook ribbon

Microsoft Outlook has a screenshot feature which you can find in the Insert tab. With this feature, users can take a screenshot of a particular window on their desktop and insert it into an email. This is how it works:

Step 1: Launch Microsoft Outlook.

2nd step: If you are creating 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 will see two options. Select the appropriate image from Available Windows if you want to include a screenshot of an open window on your desktop. But, if you want to include a window clipping, select Screen Clipping.

Step 6: Once you take the above action, the screenshot will automatically fit into your post. Place your cursor over the edge of the image to adjust the size.

Using the Windows Capture Tool

Another way to insert screenshots in Outlook is to use the window capture tool. This tool was first added to Windows Vista. Here is how to use the Windows capture tool to insert screenshots in Microsoft Outlook emails:

Step 1: Launch the Windows Capture Tool.

2nd step: On the Snipping tool ribbon, click New.

Step 3: When your mouse pointer changes to a + sign, select the window you want to capture.

Step 4: Once you have made your selection, a new window will open displaying the screenshot. Click File on the ribbon, then click Send To.

Step 5: Choose one of the Email recipient (email body) or Email recipient (attachment) options. You can also decide to save the screenshot and manually add it to your email.

To note: The Windows capture tool offers different modes: freeform, rectangular, window, and full screen capture. You can choose any of these options before taking your screenshot depending on your current needs.

Using the Windows Snip & Sketch Tool

The Snip & Sketch tool was introduced in Windows 10 as a replacement for the Snipping tool. Thus, with Windows 11, Snip & Sketch can continue to exist but will eventually be replaced by the Snipping tool.

You can use this tool to create screenshots, copy them to your clipboard, and paste them into Microsoft Outlook emails. The steps below will guide you on how to use the Windows Snip & Sketch tool:

Step 1: Launch the Windows Snip & Sketch tool by simultaneously pressing Windows + SHIFT + S on your keyboard or by searching for the tool in the Start menu.

2nd step: Select the screenshot mode you prefer by clicking on one of the options on the bar. Options include Freeform, Window, Rectangle, and Full Screen.

Step 3: Drag the mouse pointer over the part of your screen that you want to capture to select it. The screenshot is automatically copied to your clipboard.

Step 4: Paste the screenshot into the Outlook message window by placing your cursor over the window and simultaneously pressing CTRL + V on your keyboard. You can also right-click in the message window and select Paste.

Step 5: Once you take the above action, the screenshot will automatically fit into your post. Place your cursor over the edge of the image to adjust the size.

Saving screenshots in PDF format

Using any of the above methods should help you insert a screenshot into your Outlook email. Screenshots can also be saved as PDF files using default Windows applications.