How to take a screenshot

Introduction

Screenshots are an essential tool for small business users, allowing you to capture visual evidence of errors, save important information, or share content with colleagues and IT support. This guide covers the most effective methods for taking, saving, editing, and troubleshooting screenshots specifically on Windows 11.

Quick methods

Method 1: Print Screen key

• Full screen: Press Print Screen (or PrtScn). On many laptops you may need to hold the Fn key (e.g., Fn + PrtScn). The image is copied to the clipboard.
• OneDrive auto-save: If OneDrive is running and the feature is enabled, the image is automatically saved to OneDrive\Pictures\Screenshots. To enable this feature, open OneDrive, go to Settings → Backup, and turn on “Automatically save screenshots I capture to OneDrive”.
• Clipboard: If OneDrive isn’t set up, the screenshot is placed on the clipboard. Paste it into any app using Ctrl + V.

Method 2: Windows + Print Screen (saves to file)

1. Press Win + Print Screen (or Win + PrtScn). On laptops you may need Fn + Win + PrtScn.
2. The screen briefly dims to indicate the capture.
3. The file is saved automatically to This PC → Pictures → Screenshots.

Method 3: Snipping Tool (partial screens)

The shortcut Win + Shift + S opens the Snipping Tool in Windows 11. After selecting an area, a notification appears; click it to copy to the clipboard or open the Snipping Tool editor.

Alternatively, launch the full app:

1. Press the Win key, type “Snipping Tool”, and open the app.
2. Click New and choose a mode: Rectangular, Freeform, Window, or Fullscreen.
3. Select the area, then save or copy the screenshot.

Method 4: Xbox Game Bar (games and apps)

1. Press Win + G to open the Game Bar.
2. Click the camera icon, or press Win + Alt + PrtScn for a quick capture.
3. The screenshot is saved to This PC → Videos → Captures.

On Windows 11 tablets or convertible devices you can also use Power + Volume Down to capture the screen.

Clipboard history

Windows 11 includes a clipboard history feature that lets you access recent screenshots and copied items.

1. Press Win + V to open the clipboard history panel.
2. If clipboard history is not enabled, click Turn on.
3. Select a previous screenshot from the list to paste it into your document or email.

Where screenshots are saved

• Win + Print Screen: This PC → Pictures → Screenshots
• Win + G (Game Bar): This PC → Videos → Captures
• Snipping Tool: You choose the location when you save the file.
• OneDrive auto-save: OneDrive\Pictures\Screenshots (if OneDrive is running and the feature is enabled).

Editing screenshots

You can edit a screenshot with any of the following built-in tools:

• Photos app: Open the screenshot, click the Edit image button, then use Crop, Draw, or Annotate tools.
• Paint: Right-click the screenshot file, choose Open with → Paint, edit, and save.
• Snipping Tool editor: After capturing, click the notification to open the editor, then use the built-in markup tools before saving.

Security warning

Troubleshooting

• Shortcut keys not working: Verify that keyboard shortcuts are enabled under Settings → Accessibility → Keyboard. Also check that the relevant app (Snipping Tool, Game Bar) is installed and not blocked by third-party software.
• Missing Screenshots folder: The Pictures\Screenshots or Videos\Captures folder may not exist yet. Create the folder manually or run the shortcut once to let Windows generate it.
• Folder permissions: Ensure you have write permission for the target folder. Right-click the folder → Properties → Security and confirm your user account has Write access.
• Secure-desktop (UAC) blocks: Some shortcuts (e.g., Game Bar) may be blocked when a UAC prompt is active. Dismiss the prompt or run the capture after the secure desktop is cleared.
• Low disk space: If the drive containing your Pictures or Videos folder is almost full, Windows may refuse to save new screenshots. Free up space or change the save location.
• OneDrive screenshots not appearing: Confirm the OneDrive auto-save option is enabled (OneDrive → Settings → Backup). Also ensure OneDrive is signed in and syncing.
• Xbox Game Bar not installed: Download it from the Microsoft Store, then enable it via Settings → Gaming → Xbox Game Bar.
• Screenshot appears black or blank: This can happen when capturing protected content (such as some video players or secure applications), or if hardware acceleration is interfering with the capture. Try using the Snipping Tool instead of Print Screen, or disable hardware acceleration in the application you are capturing.

Tips