How to Use Excel Screenshot Option (Take, Edit and Copy)

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In this article, we are going to demonstrate how to take an Excel screenshot without taking any help from any third-party app. There are three ways you can take screenshots in Excel depending on your need and data. Whether you’re creating reports, sharing insights, or collaborating on projects, Excel screenshots open doors to clearer communication, enhanced presentation, and steady collaboration in the professional realm. So let’s get started.

overview image of Excel screenshot

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How to Use Keyboard Shortcut to Take Excel Screenshot in the Shortest Way

Capturing an Excel screenshot is quicker than you might think. Excel offers a swift keyboard shortcut for taking screenshots.

On a Windows computer, simply by pressing Windows Key + Print Screen on your keyboard, you can instantly capture the active Excel window.

Although the appearance of the Print Screen button may vary across keyboards.

types of print screen buttons in keyboards

Meanwhile, Mac users can achieve the same result by pressing Command + Shift + 4.

Hopefully, these Keyboard shortcuts save you time and effort, allowing you to quickly include Excel visuals in your documents or presentations.

How to Use Excel Screenshot Feature: 2 Ways

In Excel, the screenshot feature provides a convenient way to capture and insert images directly into your spreadsheets. This tool can be especially helpful when you want to include visual representations of data or external information.

To take a screenshot in Excel, first, go to the Insert tab and then select the Screenshot option from the Illustrations group.

Excel screenshot feature

There are two options available for taking screenshots in Excel.

1. Take a Direct Excel Screenshot of Available Active Window

When you need to incorporate content from an external source or an active window, such as a web browser or Word document, Excel provides the option to capture a full screenshot of the active window.

For example, we are going to take a screenshot of an active window (i.e., a Word Document) by navigating to the screenshot option from the Insert tab and finally selecting the Word document window.

taking Excel screenshot of an active window

Upon selecting this option, Excel will promptly insert the screenshot into the spreadsheet. Additionally, you have the flexibility to adjust the size or apply cropping as needed, ensuring a professional appearance.

screenshot of an active workbook in a spreadsheet

2. Using Screen Clipping Feature

For a more precise approach, Excel offers the screen clipping feature. Access it by navigating to the Insert tab, selecting Screenshot, and choosing Screen Clipping. This tool allows you to select a specific portion of your Excel window to capture only the relevant information.

navigating to the screen clipping option

When you opt for the Screen Clipping feature, Excel will display a faded background to indicate that it’s ready for capturing a screenshot. At this point, Your cursor will transform into a crosshair icon.

faded background indicating ready for a screenshot

Click and drag your mouse to create a box around the desired portion. Once you release the mouse button, Excel will insert the screenshot of the selected area into your spreadsheet.

screenshot in the spreadsheet using screen clipping

Excel will instantly insert the captured content into your spreadsheet, allowing you to precisely include the desired information without the need for additional editing. For instance, we captured a section of a webpage.

How to Copy Data As Quick Excel Screenshot: 3 Ways

Excel offers a convenient feature that allows you to copy your data as a quick screenshot, giving you the ability to swiftly capture and convey information. In various professional fields, from business reports to educational presentations, the ability to quickly transform data into images enhances communication and simplifies content integration.

To use this feature, first, select the data range or chart you want to copy. Then navigate to the Home tab. Click the drop-down menu of the Copy option. Next, choose Copy as Picture.

This action will open the Copy Picture window, allowing you to select the desired format for your image

copy picture window

1. Copy As Image

If you choose the As shown on Screen option and format it as a picture, the result you’ll achieve upon pasting will be as follows.

While this preserves the image quality, keep in mind that the image won’t be editable. Additionally, this method provides a sharper appearance in comparison.

paste as picture

NOTE: If you have a large dataset, use CTRL+A to copy. Ensure no blank rows are present between the data cells.

2. Copy As Bitmap

Copying data as a bitmap offers another rapid solution for capturing Excel content. Similar to copying as an image, the data is transformed into an image format that retains its visual clarity. However, the image might appear less sharp when scaled up.

copy and paste as bitmap

3. Copy As Shown in the Print

When you opt for As shown when printed, the Format option becomes unavailable, and the content will be automatically pasted as a picture. This method is particularly useful when you want to preserve the exact layout, including page breaks and headers.

copy as shown when printed output

Things to Remember

  • For Large Dataset: If you want to take a screenshot of a large dataset, use the keyboard shortcut CTRL+A to copy.
  • Data Integrity: While screenshots are useful for visual representation, they are static images. Changes to the underlying data won’t be reflected in the screenshot.
  • Context and Explanation: When sharing screenshots, always provide context and explanations if necessary. A clear description of what the screenshot represents will help others understand the information better.

Frequently Asked Questions

Q1. How do I take a screenshot in Excel without lines?
To take a clean screenshot without lines, you can use the Copy as Picture option to capture a range or chart without gridlines.

Q2. Can I edit a screenshot in Excel?
Generally, you cannot edit a screenshot taken in Excel. However, after inserting it as an image you can edit and format the picture using the picture format tab of Excel. Use a double-click on the image to open the picture format tab.

Q3. How to screenshot on a laptop?
On most laptops, you can capture a screenshot using the PrtScn (Print Screen) key or the Fn + PrtScn combination. Some laptops also have dedicated shortcut keys for taking screenshots.

Q4. Can I paste screenshots directly into Excel cells?
Yes, you can paste screenshots directly into Excel cells by using the Paste Special feature and selecting the Picture option. This allows you to embed images within cells for documentation purposes.

Q5. How can I capture a screenshot of a chart or graph in Excel?
To capture a screenshot of a chart or graph in Excel, select the chart and then use the Copy as Picture option. This will capture the chart image, and you can paste it into other applications or documents.


In the modern age of technology, the proficiency to capture Excel screenshot significantly enhances documentation accuracy for records, reports, and presentations, leading to clearer and more concise communication.

This knowledge empowers professionals to convey ideas, reports, and data visualizations to peers, clients, and stakeholders. Moreover, when used as visual aids during training, workshops, or seminars, screenshots effectively elevate audience engagement and understanding.

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Ishrak Khan
Ishrak Khan

Qayem Ishrak Khan, BURP, Urban and Regional Planning, Chittagong University of Engineering and Technology, Bangladesh, has been working with the ExcelDemy project for 1 year. He wrote over 40+ articles for ExcelDemy. He is an Excel and VBA Content Developer providing authentic solutions to different Excel-related problems and writing amazing content articles regularly. Data Visualization, DBMS, and Data Analysis are his main areas of interest. Besides, He has passions about learning and working with different features of Microsoft... Read Full Bio

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