PowerPoint provides built-in tools that allow users to capture screenshots of their computer screen directly within the application. These features are available under the Insert tab in the PowerPoint Ribbon. The primary functions include capturing images of active windows and creating screen clippings of specific areas. The captured images are automatically inserted into the current slide, where they can be saved as individual picture files. This functionality is accessible in various versions of PowerPoint, including PowerPoint 2010 and later releases. The process does not require external software if PowerPoint is already installed on the computer.
Using the Screenshot Feature in PowerPoint
To take a screenshot using PowerPoint's built-in tool, users must navigate to the Insert tab. Within the Images group, there is a Screenshot command. Selecting this option displays a drop-down menu or a grid showing available windows that are currently open on the desktop. These windows represent active programs or applications running in the background.
Users can select a specific window from this list to capture it instantly. The selected window is then pasted onto the slide as an image. If multiple windows are open and maximized, the user can choose which specific window to capture. This method is described as the easiest way to grab a screenshot from currently opened windows.
For users who need to capture a specific portion of the screen rather than a full window, PowerPoint offers a Screen Clipping option. When selected, the PowerPoint application minimizes, revealing the desktop or other open windows behind it. The user can then click and drag the mouse pointer to define the area they wish to capture. Once the selection is made, PowerPoint automatically inserts the captured area into the presentation.
Saving Screenshots as Images
After a screenshot is inserted into a PowerPoint slide, it is treated as an image object. Users can manipulate this image within the presentation, such as resizing or cropping it. To save the screenshot as a standalone image file on the computer, the user must right-click on the screenshot image within PowerPoint. From the context menu, they should select the "Save As Picture" or "Save Media As" option.
A dialog box will then open, allowing the user to choose the file location, assign a file name, and select the desired file format (such as JPEG, PNG, or other common image types). The user then clicks Save to finalize the process. This allows the screenshot to be used outside of the PowerPoint presentation.
Screen Recording Capabilities
In addition to static screenshots, PowerPoint includes a Screen Recording tool. This feature allows users to capture video of their screen activity. To access this tool, users go to the Insert tab and select the Multimedia section, then choose Screen Recording.
A control window appears, offering buttons to start and stop the recording. Users can select a specific area of the screen to record or record the full screen. The tool also provides options to include audio and to capture the mouse pointer in the recording. Once the recording is stopped, the video is inserted into the slide. Users can save the recording by right-clicking on the media file and selecting "Save Media As," then choosing a name and location for the file.
Alternatives for Taking Screenshots
For users who do not have PowerPoint installed or prefer dedicated tools, the source material mentions several alternative screenshot utilities. These include:
- Snipping Tool: A utility available on Windows operating systems.
- ShareX: An open-source tool for taking screenshots, noted for its flexibility and customizable options.
- Greenshot: A free, open-source, and lightweight screenshot software for Windows with various features.
Tips for Using Screenshots in Presentations
When using screenshots in presentations, particularly for instructional purposes or to showcase digital freebies and online offers, visibility is important. If a screenshot contains detailed text or small interface elements, it may not be clearly visible to an audience, especially when projected on a large screen.
One suggested practice is to ensure the image is large enough or to take a printout of the slide to distribute as a handout before explaining the screen. This ensures the audience can follow along with the details. PowerPoint may also automatically resize pasted screenshots to fit the slide, but users should verify that critical details remain legible.