Top 3 Ways to Add Screenshots in Microsoft Outlook

Screenshots can be very helpful when conveying certain information over messages or social media. For example, when sending an email asking for technical assistance, a screenshot of the problem will suffice, rather than trying to understand in words how to convey the problem. Now, when using Microsoft Outlook, users can add screenshots in various ways.

Screenshots can be attached to the body of the email or attached as an attachment. This will only make it easier to explain or share with your team or others. Here are the three best ways to do it:

Using the Screenshot Feature in the Outlook Ribbon

Microsoft Outlook has a screenshot feature that you can find on the Insert tab. With this feature, users can take a screenshot of a specific window on the desktop and attach it to an email. Here’s how it works:

Stage 1: Start Microsoft Outlook.

Step 2: If you are composing a new mail, select New Email. However, if you are replying to a mail, select the mail and click Reply.

Stage 3: Click the Add tab on the Ribbon.

Step 4: Click Screenshot in the Illustrations group.

Step 5: You’ll see two options from the drop-down menu. If you want to add a screenshot of a window opened on your desktop, select the corresponding image from Available Windows. However, if you want to add clipping of a window, choose Screen Clipping.

Step 6: When you perform the above action, the screenshot will be automatically attached to your message. Move your cursor to the edge of the image to adjust the size.

Using the Windows Snipping Tool

Another way to add a screenshot to Outlook is the Snapshot Tool. This tool was first added to Windows Vista. Here’s how to use the Windows Snipping Tool to attach screenshots to Microsoft Outlook emails:

Stage 1: Start the Windows Snipping Tool.

Step 2: Click New on the Snipping Tool Ribbon.

Stage 3: When your mouse pointer changes to the + sign, select the window you want to screenshot.

Step 4: After making your selection, a new window opens with a screenshot. Click File on the Ribbon and then Submit.

Step 5: Choose either Email Recipient (the body of the email) or Email Recipient (as an attachment). You can also decide to save the screenshot and attach it manually to your email.

Note: The Windows Snipping Tool has different modes: Freeform, Rectangle, Window, and Fullscreen Snipping. You can choose any of these options before taking your screenshot depending on your current need.

Using the Windows Citation and Drawing Tool

The Snip & Sketch tool was introduced in Windows 10 to replace the Snipping Tool. So Snip & Sketch may still exist in Windows 11, 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 following steps will guide you how to use the Windows Snip & Sketch tool:

Stage 1: Launch the Windows Snip & Sketch tool either by pressing Windows + SHIFT + S keys simultaneously on your keyboard or the tool seeker in the Start menu.

Step 2: Select your preferred screenshot mode by clicking any of the options in the bar. Options include Freeform, Window, Rectangle, and Fullscreen.

Stage 3: Drag the mouse pointer over the part of your screen 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 your cursor over the window and pressing the CTRL + V keys simultaneously on your keyboard. Alternatively, you can right-click the message window and select Paste.

Step 5: When you perform the above action, the screenshot will be automatically attached to your message. Move your cursor to the edge of the image to adjust the size.

Saving Screenshots as PDF

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