Working with
Screen Captures

Email: training@vpha.ufl.edu
http://training.health.ufl.edu
Working with Screen Captures
1 hour
This workshop assumes some knowledge of computers and graphics. Learn to take
images from the screen and modify for use in documentation. This workshop will use
Microsoft Paint and Microsoft Word.
Topics:
 Microsoft Paint
 Clipboard
o Cut, Copy, Paste
 Print Screen
o Alt-Print Screen
 Microsoft Word
Worksheets:
Using Print Screen .............................................................................................................. 1
Working with Screen Captures ........................................................................................... 2
Wrapping Text in Word 97 ................................................................................................. 4
Wrapping Style ............................................................................................................... 4
Wrapping Text in Word 2000 ............................................................................................. 5
Wrapping Style ............................................................................................................... 5
Sample Documentation – Word: Save As .......................................................................... 6
Pandora Rose Cowart
Training Specialist
Information Technology Center
Health Science Center
PO Box 100152
Gainesville, FL 32610-0152
E-mail: prcowart@vpha.ufl.edu
http://training.health.ufl.edu
Page 1
Using Print Screen
To copy the entire screen to the clipboard, press the Print Screen button on the keyboard
(usually found in the top right corner). As with an ordinary copy nothing appears to happen, but
when you open a program and paste, yow will see a mini image of the screen.
To copy just the active window, such as the open dialog box shown above, use the shortcut key
Alt-Print Screen.
Page 2
Working with Screen Captures
Every version of Microsoft Windows has a simple drawing program called Paint. To quote
Microsoft:
Paint is a drawing tool you can use to create simple or elaborate drawings. These
drawings can be either black-and-white or color and can be saved as a bitmap file.
You can print your drawing, use it for your desktop background, or paste it in
another document. You can also use Paint to view and edit scanned photos.
You can open Paint from the Start 
Programs  Accessories  Paint.
I use this program to paste and crop my
screen captures. Bitmaps tend to be
large, but are compatible with most
programs, and Paint will be on almost
every computer with Windows.
If an image does not have to be cropped,
for example, you want the whole screen
capture, or the active window screen
capture it’s probably better to just paste
directly into the application you want to
use the image in.
Paint does give you the option to save the
picture as a different format. By default,
all Paint files are bitmap images. You
can also save as a JPEG or a GIF file.
The GIF file is the smallest but will often lose most of its colors, because GIF are 256 colors.
JPG files are smaller than BMP files, but
strangely enough the opposite affect
happens when the images are inserted
into Microsoft Word.
Notice the files on the right. The screen
capture above was copied with Alt-Print
Screen, then pasted into Paint saved as a
BMP file and as a JPG file. Each image
was inserted into a blank document and
saved (including simply pasting).
Page 3
If the document size is not large enough when you paste a screen capture into Paint you will get
a message stating “The image in the clipboard is larger than the bitmap. Would you like the
bitmap enlarged?” Yes No Cancel
Yes will resize the window to exactly the size of your screen capture. No will paste the screen
capture in the current sized window and Cancel will stop the paste altogether.
Which should you choose? Well it all depends on what you want. If you want the whole screen
capture, or active window screen capture, then Yes you do want to resize the window. However,
if you want just part of that screen capture, such as a particular button or toolbar, then you
probably want No.
If you choose No, you will see the upper left corner of your screen capture appear in the window.
You will also see the dashed line surrounding the image (showing that it is selected). The entire
screen that was copied had been pasted, so before you loose the selection you can click and drag
the image so that you can see the part of the screen that you desire.
Moved Up
If your press the Esc key on the keyboard (upper left corner), Paint will release the selection and
set you inside the window.
Notice that sizing handles
(little squares in the corners
and middle of each side)
appear. Now if you try to
move the image you will
only be moving exactly
what is shown within this
window. (you will have to
select the image first – Edit> Select All).
You can then use the sizing handles to resize
the window to better fit your image.
Page 4
Wrapping Text in Word 97
In Microsoft Word the flow of text around graphics and drawing objects can change. To access
this feature, you must first select the object. If you are working with a graphic, you will get the
picture toolbar, from here you can choose the Text Wrapping button ( ). You can also choose
Format Object/Picture from the short-cut (right-click) menu, from the Format menu, or from
the Format button ( ) on the picture toolbar.
Wrapping Style
Square - wraps text around all sides of the square bounding box for the
selected object.
Tight - wraps text tightly around the edges of the actual image, or rather its
wrap points.
Through - is supposed to behave like Tight, but it wraps inside any parts
of the object that are open. I have never seen this work.
None - removes text wrapping from the selected object, and allows the text
to flow over or under the image, depending on the Order.
Top and Bottom - wraps text around the top and bottom of the selected
object (excludes the text from the sides). Text stops at the above the
object, and restarts below the object.
Edit Wrap Points - Displays the vertexes so you can change the textwrapping perimeter around the selected object. To reshape the perimeter,
drag the vertex. To add a vertex, click once on the red line and a new
vertex should form. Text will wrap to these points when using Tight or
Through.
Page 5
Wrapping Text in Word 2000
In Microsoft Word the flow of text around graphics and drawing objects can change. To access
this feature, you must first select the object. If you are working with a graphic, you will get the
picture toolbar, from here you can choose the Text Wrapping button ( ) or choose Text
Wrapping from the Draw menu. You can also access this feature through the layout properties
by choosing Format Object/Picture from the short-cut (right-click) menu, from the Format
menu, or even from the Format button ( ) on the picture toolbar.
Wrapping Style
Square - wraps text around all sides of the square bounding box for the selected object.
Tight - wraps text tightly around the edges of the actual image, or rather its wrap points.
Behind Text - removes text wrapping from the selected object, and allows the text to flow
over the image.
In Front of Text - removes text wrapping from the selected object, and allows the text to
flow under the image.
Top and Bottom - wraps text around the top and bottom of the selected object (excludes the
text from the sides). Text stops at the above the object, and restarts below the object.
Through - is supposed to behave like Tight, but it wraps inside any parts of the object that
are open. I have never seen this work.
Edit Wrap Points - Displays the vertexes so you can change the text-wrapping perimeter
around the selected object. To reshape the perimeter, drag the vertex. To add a vertex, click
once on the red line and a new vertex should form. Text will wrap to these points when
using Tight or Through
Page 6
Sample Documentation – Word: Save As
In order to keep a document you have created in Word, you need to save it. If you have already
saved the file, such that it has a name and a location, the Save feature will keep any changes that
you have made. From the File menu, choose Save, or click on the Save button on the standard
toolbar ( ), or use the shortcut key Ctrl-S.
If you want to save your file with a different name and/or location, from the File menu, choose
Save As… This will open a dialog box such as this one:
If you have never saved this document before, any method you choose to save will activate the
Save As dialog box.
Let’s look a little closer at the tool bar available in the SaveAs window, notice it’s the same as
Open window Toolbar.
1
2
3
4
5
6
7
1. This button allows you to go back to the last folder you were just in.
2. This button allows you to move Up One Level, out of the folder you are currently in.
3. This button is to Search the Web, it will open your default internet web browser.
4. This button will allow you to delete the selected file(s).
5. This button will allow you to create a new folder.
6. This drop down button will allow you to choose which file view you would like to
see, display the files as icons, List, Details, Properties, Preview. It will also allow
you to arrange the icons.
7. This last button is a list of Commands (such as open read only).