How to Add Screenshot in Excel: A Step-by-Step Guide for Beginners

Adding a screenshot in Excel is a breeze! You’ll be able to capture images from your screen and insert them into your Excel worksheet in no time. Just follow these steps: click on the "Insert" tab, select "Screenshot," choose the screen you want to capture, and voila, it’s in your worksheet. Keep reading for detailed instructions.

How to Add a Screenshot in Excel

In this section, we’ll dive deep into the steps required to add a screenshot in Excel. Follow these steps closely to ensure you get the perfect screenshot in your worksheet.

Step 1: Click on the "Insert" Tab

First, open your Excel workbook and go to the "Insert" tab.

The "Insert" tab is located at the top of the Excel window, among other tabs like "Home" and "Page Layout." Clicking on it will open a variety of options to insert different elements into your worksheet, including screenshots.

Step 2: Select "Screenshot"

After clicking "Insert," find and click on the "Screenshot" button.

The "Screenshot" button is usually found in the "Illustrations" group. Clicking this button will give you a quick overview of all the available windows you can capture as a screenshot, making it easy to pick the one you need.

Step 3: Choose the Screen or Window to Capture

From the options that appear, click on the specific window or screen you want to capture.

You’ll see thumbnails of all open windows. Just click on the one you want to insert into your worksheet. If you don’t want an entire window, there’s also an option for "Screen Clipping" to capture just a portion of the screen.

Step 4: Adjust the Screenshot Size and Position

Once the screenshot is in your worksheet, click and drag to resize or reposition it as needed.

You can customize the screenshot to fit your worksheet perfectly. Click on the edges to resize it or drag it to a different location within your worksheet.

Step 5: Save Your Workbook

Finally, don’t forget to save your work to keep the screenshot in your Excel file.

Hit "Ctrl + S" or go to "File" and then "Save" to make sure your screenshot stays in place. Always save your work frequently to avoid losing any information.

After completing these steps, your screenshot will be embedded in your Excel worksheet. You can now use it to illustrate data points, highlight important information, or make your Excel file more visually appealing.

Tips for Adding a Screenshot in Excel

  • Keep It Relevant: Only add screenshots that directly relate to your data to avoid clutter.
  • Use Screen Clipping: If you only need part of a window, use the "Screen Clipping" feature to capture just what you need.
  • Optimize Image Size: Large images can make your file size bigger. Resize your screenshot to keep the Excel file manageable.
  • Edit Images: Use Excel’s built-in image editing tools to tweak your screenshot right inside your worksheet.
  • Use Alt Text: Add alternative text to your screenshots for better accessibility.

Frequently Asked Questions

Can I take a screenshot of a specific area?

Yes, you can use the "Screen Clipping" option under the "Screenshot" button to select a specific area of your screen.

Can I edit the screenshot after inserting it?

Absolutely. Excel provides basic image editing tools that allow you to crop, resize, and adjust the screenshot as needed.

Do screenshots affect the file size of my Excel workbook?

Yes, larger screenshots can increase the file size. It’s best to resize and optimize them to keep your workbook efficient.

Can I add multiple screenshots in one worksheet?

Sure! You can add as many screenshots as you need by repeating the steps for each screenshot.

Do I need any special software to add screenshots in Excel?

No special software is required. The screenshot feature is built into Excel and can be accessed directly from the "Insert" tab.


  1. Click on the "Insert" tab.
  2. Select "Screenshot."
  3. Choose the screen or window to capture.
  4. Adjust the screenshot size and position.
  5. Save your workbook.


Adding a screenshot in Excel is a fantastic way to enhance your data presentation. Whether you’re showcasing an important graph, embedding a crucial piece of information, or just making your spreadsheet more engaging, screenshots can be invaluable.

Now that you understand how to add screenshots in Excel, why not give it a try? You’ll find that it’s a simple yet powerful tool to make your workbooks more informative and visually appealing. If this guide helped you, explore more Excel features to become an Excel pro!

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