How to Insert Screenshots Directly into Outlook Emails
Outlook for Windows desktop includes a built-in Screenshot tool on the Insert ribbon. It can insert an entire application window or a clipping of part of your screen directly into the email you are writing, with no separate image file to save, find or attach.
How to insert a screenshot
- 1Open a new email.
- 2Select Insert.
- 3Choose Screenshot.
- 4Choose either Available Windows or Screen Clipping.
- 5Select the required window, or drag over the area you want to capture.
- 6The screenshot is inserted automatically into the email body.
Available Windows inserts a whole open application window. Screen Clipping dims the screen and lets you drag over just the area you need.
Good practice
- Crop unnecessary areas.
- Avoid confidential information.
- Highlight the important area.
- Keep images readable.
- Do not include passwords or personal information.
Screen captures can pick up other windows, notifications and background content. Check the image before you press Send.
Where to use it
- IT support
- Customer service
- Training
- Project work
- Feedback
- Software demonstrations
Common questions
Why can’t I see Screenshot?
The command appears on the Insert ribbon of classic Outlook desktop for Windows. If you cannot see it, you may be using Outlook on the web, the new Outlook where the feature is unsupported, or a version that arranges the ribbon differently.
Why doesn’t it exist in Outlook on the web?
Browser-based Outlook cannot capture other application windows in the same way as the desktop app. On the web, capture the screen with the Windows Snipping Tool (Windows key + Shift + S) and paste the image into the email instead.
Can I resize the image?
Yes. Select the inserted image and drag a corner handle to resize it while keeping its proportions.
Can I annotate it afterwards?
Outlook offers basic picture formatting, such as borders and cropping, from the Picture Format tab. For arrows, highlights or callouts, annotate the capture in another tool first and paste the finished image into the email.
Plain-English Takeaway
If you use Outlook on Windows, try inserting screenshots directly into your emails instead of creating separate image files. It is quicker, keeps conversations clear and makes explaining problems much easier.
Downloadable guide
Download the Outlook Screenshot Quick Guide
A one-page printable guide with the six steps, good-practice tips and common uses.
Download PDFFree download. No email address required.
Want the full business explanation?
The Technology Intelligence article covers why this matters, where it helps and what to watch out for.
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