Introduction

In creating user documentation, we often find it necessary to guide a reader with visual content. Most often, these visuals are screenshots. Screenshots are snapshots taken of the computer interface to illustrate a particular step in a process. Not only do these snapshots serve to orient users to a particular part of the overall process, but they also serve as a sort of check. This check reassures the user that they are following the process and carrying the process out correctly.

The process of taking screenshots depends entirely on the type of platform you are using and the software available on the particular machine. Because you may use more than one platform in your own writing, this documentation will include instructions for both Macintosh and PC computers and applies to machines in the ITaP labs at Purdue.

Taking Screenshots on a Macintosh Computer in the ITaP Labs or IMP (Heav 402)

To take a picture of the computer screen, you will need to use an application called Grab. Grab is located inside the Applications folder inside a folder called Utilities. Once you have started Grab, follow these instructions to take screen shots.

To take a picture of the entire screen:
1. Start Grab.
2. Click on the Capture menu.
3. Select Screen.
4. Click on any portion of the screen.
5. Click on the File menu and select Save.
6. Save the image in your home directory.

To take a picture of a portion of the screen:

1. Start Grab.
2. Click on the Capture menu.
3. Select Selection.
4. Use the mouse to draw a red square around the portion of the screen that you wish to capture, and then release the mouse when you are done.
5. Click on the File menu and select Save.
6. Save the image in your home directory.

Grab saves images as .tiff files, which can be read by both Windows and Mac operating systems. You can open these files in an image editor such as iPhoto, Photoshop or Fireworks if you want to convert them to another format or resize the images. On a Mac, you can also open these images in Preview and export them from there in JPG format.

Taking Screenshots on a Windows Computer

PCs managed by Professional Writing (in the IMP lab, for example) include "Hypersnap DX-5," an excellent and easy to use program for capturins screens, portions of screens, extended windows, and even DVD stills. Look on the Start/Programs menu, open it, and try it out.

On ITaP PCs, you need to use the native Windows screen caputre function:

1. To take a screenshot of the entire screen press the Print Screen key.
2. To take a screenshot of a specific area press Alt-Print Screen keys at the same time.
3. After capturing the screenshot, you can paste the picture into a document or graphics program and save it as the file type and name you wish.

Additional Resources

• Wikipedia's article on screenshots

For more information on how to locate more high-powered screenshot software, go to Download.com and search on "screenshot."