Capturing what’s on your screen, also known as taking a screenshot or screen capture, is a fundamental skill for anyone using a computer. Whether you need to share information, create tutorials, or simply save a visual record of your work, the Print Screen function in Windows is your go-to tool. Once you capture a screenshot, it’s automatically copied to your clipboard, ready to be pasted into various applications. Windows offers several ways to use the Print Screen key, alone or in combination with other keys, to capture different parts of your screen:
- The entire display
- All currently active windows
- Just the window you are currently using
After capturing your screen, you can easily paste the screenshot into documents, emails, image editing software like Paint, or any application that supports image insertion. This guide will walk you through everything you need to know about how to print screen effectively on your Windows device.
Finding the Print Screen Key on Your Keyboard
The Print Screen key, often abbreviated as PrtScn, PrntScrn, PrintScr, PrtSc, PrntSc, or PrtSc, is usually located in the upper right area of your keyboard, especially on desktop computers. For simplicity, we’ll use PrtScn throughout this article to refer to all these variations.
On desktop keyboards, look for the PrtScn key near the function keys and the number pad.
It’s worth noting that some keyboards might have slightly different layouts. For example, the Dell Wireless Keyboard and Mouse combo, model KM3322W, requires you to press the Fn key and the Insert key simultaneously to perform a print screen, as it doesn’t have a dedicated PrtScn button.
Laptop keyboards typically place the Print Screen key within the Function key row (F1 to F12). You’ll often need to press the Fn (Function) key along with the appropriate Function key, often F10, to activate the screenshot function.
Laptops with capacitive Function Key rows (illuminated keys) may require you to press the Fn key first to switch the function keys to their secondary functions, which include Print Screen. Once the PrtScn function is illuminated, you can then use it with the options described below. Refer to your laptop’s user manual for specific instructions if you’re unsure.
Important Note: Some compact laptop keyboards might not have a dedicated Print Screen key at all. In these cases, the print screen function is usually accessed by pressing and holding the Fn key together with the Insert key.
Figure 1: Location of the Print Screen key on a desktop keyboard
Print Screen key on a Dell desktop keyboard
Figure 2: Print Screen key on a laptop keyboard
Print Screen key on a Dell desktop keyboard
Figure 3: Example of a laptop with a capacitive Function Key row
The exact behavior of the Print Screen function can vary slightly between different Windows operating systems, but the core functionality remains consistent. Let’s explore how to use it in Windows 10 and Windows 11.
How to Print Screen in Windows 10 and Windows 11: Step-by-Step
Windows 10 and Windows 11 offer several built-in methods to capture screenshots using the Print Screen key and other handy shortcuts. Here’s a breakdown of the most common techniques:
1. Capture the Entire Screen
To take a screenshot of your entire screen, including everything visible on all monitors if you have multiple displays:
- Press the PrtScn key. (Sometimes you might need to press Fn + PrtScn on laptops).
When you use just the PrtScn key, the full screenshot is copied to your clipboard. You won’t see any visual confirmation that a screenshot has been taken.
- For saving the screenshot directly as a file: Press the Windows logo key + PrtScn keys together. On tablets, press the Windows logo button + the volume down button simultaneously.
Using this shortcut, your screen will briefly dim to indicate a successful screenshot. The screenshot is automatically saved as a PNG file in the “Screenshots” folder within your Pictures library. This is a quick way to capture and save full-screen images without needing to paste them into another application first.
2. Capture All Active Windows
If you want to capture all windows that are currently open and active on your screen:
- Press the Alt + PrtScn keys together.
This method captures all open windows as a single screenshot and copies it to your clipboard. This is useful when you want to show multiple applications at once.
3. Capture a Single Active Window
To capture only the specific window you are currently working in and bring it to the foreground:
- Click on the window you want to capture to make it the active window.
- Press the Alt + PrtScn keys together.
This will capture only the selected window and copy it to your clipboard, excluding the rest of your screen and other open windows. This is perfect for focusing on a specific application or dialog box.
Pasting and Using Your Screenshots
Once you’ve captured a screenshot using any of the methods above, the image is temporarily stored on your clipboard. To use or edit your screenshot, you need to paste it into an application. Here’s how:
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Open an application where you want to use your screenshot. This could be:
- Image editors: Microsoft Paint, Paint 3D (included with Windows), Photoshop, GIMP, etc. for editing and saving.
- Document processors: Microsoft Word, Google Docs, etc. for inserting into documents.
- Email clients: Outlook, Gmail, etc. for attaching or embedding in emails.
- Messaging apps: For sharing screenshots in conversations.
- Social media platforms: For uploading images to share online.
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Paste the screenshot: In your chosen application, use the Ctrl + V keyboard shortcut (or right-click and select “Paste”) to insert the screenshot from your clipboard into the current document or image.
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Edit and Save (if needed): If you pasted your screenshot into an image editor, you can now crop, annotate, add text, or make other edits. Once you’re satisfied, save your edited screenshot in your desired format (JPEG, PNG, GIF, etc.) to a location on your computer.
Beyond Print Screen: Exploring Other Screenshot Tools in Windows
While the Print Screen key is a quick and easy way to capture your screen, Windows also offers more advanced and versatile screenshot tools:
Snipping Tool
The Snipping Tool is a built-in Windows utility that provides more control over your screenshots. You can search for “Snipping Tool” in the Windows search bar to open it. With the Snipping Tool, you can capture:
- Free-form snip: Draw a freehand shape around the area you want to capture.
- Rectangular snip: Drag a rectangle to select a specific area.
- Window snip: Select a specific window to capture.
- Full-screen snip: Capture the entire screen (similar to PrtScn).
The Snipping Tool also offers a delay feature for capturing menus or pop-up windows that disappear when you click away. After capturing a snip, it opens in the Snipping Tool editor where you can annotate, save, or share it.
Snip & Sketch (Windows 10 and later)
Snip & Sketch is the modern replacement for the Snipping Tool, offering similar functionality with a more streamlined interface. You can launch Snip & Sketch using the Windows logo key + Shift + S keyboard shortcut. This will dim your screen and present a toolbar at the top, allowing you to choose between rectangular, free-form, window, or full-screen snips.
Screenshots taken with Snip & Sketch are automatically copied to your clipboard and also appear as a notification, which you can click to open the Snip & Sketch editor for annotation and saving.
Xbox Game Bar (Windows 10 and later)
Primarily designed for gamers, the Xbox Game Bar also includes screen capture and screen recording features that can be used in any application. Press Windows logo key + G to open the Game Bar. From there, you can find the capture widget to take screenshots or record videos. Game Bar captures are saved in the VideosCaptures folder by default.
Steps Recorder (Problem Steps Recorder)
While not strictly a screenshot tool, Steps Recorder is a unique Windows utility that can automatically capture screenshots as you perform steps to reproduce a problem on your computer. It’s helpful for creating detailed guides or documenting issues for technical support. Search for “Steps Recorder” to launch it.
Conclusion
Mastering the Print Screen key and exploring other screenshot tools in Windows can significantly enhance your productivity and communication. Whether you need a quick full-screen capture or a precisely selected snip, Windows offers a variety of options to suit your needs. Experiment with these methods to find the most efficient way for you to capture and share information visually.
