Excel

5 Quick Steps to Take Excel Snapshots

How To Take Snapshot In Excel

When you are working with Microsoft Excel, there might be times when you want to capture a snapshot of your data, formulas, or charts for documentation, reference, or presentation purposes. Excel doesn't have a direct built-in feature to take "snapshots", but there are several methods you can use to capture and save what's on your screen. Here's how you can go about it in just 5 quick steps:

Step 1: Use Screen Capture Software

If you’re looking for a more flexible and customizable way to take snapshots, screen capture software can be your best friend. Tools like Snagit, Lightshot, or even the free and widely available Windows Snipping Tool or Mac’s Screenshot app are excellent for this purpose:

  • Open the screen capture tool of your choice.
  • Use the tool to select the area of your Excel worksheet you wish to capture.
  • Capture the image. Some tools will automatically copy the image to your clipboard for immediate use.

These tools often offer features like annotating your captures, adding text or shapes, and saving in various file formats.

Step 2: Inbuilt Copy as Picture

Microsoft Excel itself offers a way to take a snapshot of your selected cells:

  • Select the cells or chart you want to capture.
  • Right-click and select ‘Copy’ or press Ctrl+C on your keyboard.
  • Open the dropdown next to the Paste button in the Home tab, and click on ‘Picture (U)’ or ‘Picture (P)’ to paste as a picture with or without a border.

This method copies your selection as an image which you can paste elsewhere or save.

Step 3: Insert Screenshot

If you’re working in another Microsoft Office application, Excel provides a handy screenshot feature:

  • In the application where you want to insert the screenshot (like Word or PowerPoint), go to the ‘Insert’ tab.
  • Click ‘Screenshot’.
  • Choose the thumbnail of the Excel window from the ‘Available Windows’ list.

This will insert the entire Excel window as an image, which is particularly useful for presentations.

Step 4: Excel’s Camera Tool

Excel has a lesser-known feature called the Camera tool, which can be added to your Quick Access Toolbar:

  • Click on ‘File’, then ‘Options’, and navigate to ‘Quick Access Toolbar’.
  • From the ‘Choose commands from’ dropdown, select ‘All Commands’.
  • Find ‘Camera’ in the list, and click ‘Add >>’ to add it to your toolbar.
  • Once the tool is added, select the area you want to capture in Excel.
  • Click on the Camera icon in your toolbar, and drag to create a picture of your selected area.

📌 Note: The Camera tool dynamically updates the image if the original data changes, making it perfect for real-time updates.

Step 5: Export as PDF or Image

If you need an entire worksheet or multiple sheets:

  • Go to ‘File’ then ‘Save As’.
  • Choose PDF or PNG as the file type. This will save your entire worksheet as an image or a PDF document.

By exporting your Excel file this way, you get a complete visual snapshot that can be easily shared or printed.

With these steps in mind, you now have a variety of ways to take snapshots of your Excel data, ensuring you can capture and share information exactly as needed. Each method has its advantages, from the flexibility of screen capture software to the dynamic updating of Excel's Camera tool. Remember, the choice of method depends on your specific needs, whether you require annotations, want to capture dynamic data, or simply need a static image for documentation.

What is the difference between ‘Copy as Picture’ and ‘Insert Screenshot’?

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‘Copy as Picture’ lets you copy specific cells or charts in Excel as an image for pasting anywhere else, while ‘Insert Screenshot’ is designed for copying the entire Excel window or a particular tab into another Office application.

Can I use these methods to capture dynamic data?

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Yes, Excel’s Camera tool is particularly useful for capturing dynamic data because the image updates with changes in the source data.

Is there a way to capture only part of my worksheet?

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Yes, most screen capture software can capture parts of your screen, and Excel’s ‘Copy as Picture’ allows you to select the area you want to capture.

Are these methods available in Excel Online?

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Excel Online has some limitations. ‘Copy as Picture’ and ‘Insert Screenshot’ are not directly supported, but you can still use screen capture tools or export options available in the browser to take snapshots.

Related Terms:

  • google sheets screenshot selected cells
  • excel screen clipping tool
  • how to screenshot a document
  • how to attach a screenshot
  • how to paste screen shot
  • how to insert print screen

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