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Word 2010: Real-World Projects
Illustration by Neil Webb

Using screen clipping to create user references


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Word 2010: Real-World Projects

with Gini Courter

Video: Using screen clipping to create user references

Kim has just received an e-mail with some sample designs for the Hansel & Petal website. Kyle created and saved the samples using Photoshop, but two of her coworkers won't be able to open the files. Let me show you how Kim can use Microsoft Word 2010's Screen Clipping tool to create a document her colleagues can review while she is out of the office. We will start with an empty Microsoft Word document, and then we will open the first of the Photoshop files that we want to include. Now, with a Photoshop document open, we will return to Microsoft Word.

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Word 2010: Real-World Projects
22m 14s Appropriate for all Jan 19, 2010

Viewers: in countries Watching now:

Word 2010: Real-World Projects explores Microsoft's powerful word processing application through real-world situations involving the tasks performed daily by administrators, executives, and everyone in between. Author Gini Courter shows how to update an employee manual using the improved Document Map to navigate and make global replacements. Many users know how to reuse content via templates, but Gini shows how to save Quick Styles and text effects, so formatting can be leveraged in future documents. Gini also demonstrates how to use screen clippings, create one-click snapshots of the desktop without the use of screen capture software, and add the graphics to a tip sheet. She also reviews Word’s new in-document picture editing, which no longer requires users to leave the application, saving valuable time. Exercise files accompany the course.

Topics include:
  • Taking and sharing screen clippings
  • Reformatting documents using Quick Styles
  • Adjusting pictures and adding effects
  • Examining a document in the Backstage view
  • Navigating within the Document Map
Subject:
Business
Software:
Word
Author:
Gini Courter

Using screen clipping to create user references

Kim has just received an e-mail with some sample designs for the Hansel & Petal website. Kyle created and saved the samples using Photoshop, but two of her coworkers won't be able to open the files. Let me show you how Kim can use Microsoft Word 2010's Screen Clipping tool to create a document her colleagues can review while she is out of the office. We will start with an empty Microsoft Word document, and then we will open the first of the Photoshop files that we want to include. Now, with a Photoshop document open, we will return to Microsoft Word.

Click Insert on the Ribbon, click the dropdown for Screenshot. There are two Available Windows. This would simply copy the entire window and paste it, but we are going to choose Screen Clipping, so we can be a little more discerning about our selection. Notice that the background of our Photoshop document goes translucent, and we can take the crosshairs, and while holding down the mouse button, drag to select the area that we would like to clip. When I release the mouse button, we have a new screen clipping that's automatically pasted into our Microsoft Word document. I want to go to the end of my document, and let's do the same thing for our second file from Photoshop.

With the Photoshop document open, we return again to Microsoft Word, choose Insert, from the Illustrations Group, Screenshot > Screen Clipping. Word is hidden. We can take the crosshairs, select the image out of the Photoshop document, and again, it's pasted smoothly into Microsoft Word. I am going to hold Ctrl and hit End, to go to the end of my document, press Enter. We will do this once more. Back to Photoshop. Our third document is open. We will switch back to Microsoft Word.

Insert > Screenshot > Screen Clipping. Wait for just a moment, and position the crosshairs. Hold the mouse button down, drag and drop to select the image that we want to include in our document. We now have all three images here in our Microsoft Word document. Let's now take a look at what we can do to make this document easier for Petal and Raul to use. I am going to start at the beginning of my document and simply insert a title. These are Sample Designs for Your Review.

That's a title, so let's format it as a Title. And then let's name each of the three layouts to make it easier for them to discuss them, either in person, in a meeting, or an email conversation. So let's name this one Design A, and give it a brief description. This has 6 images. I am going to format this as a Heading. You will see why in a moment. Let's now scroll down and find our second image. Press Enter, and we will call this one Design B, and this design has one large image and three small images.

So we will call this 1 Large image, 3 Small, and format that as a Heading as well. And then our third design from Photoshop that Kyle sent us is one large image and six small images. So let's call this one Design C, makes sense to me. 1 Large image, 6 Small, and format that as a Heading as well. The reason the Headings become important is when I choose View and turn on the Navigation Pane, each of those Headings became a navigation point, a bookmark, so I can click from one to the next and easily flip through the images, rather than having to scroll through the images.

This is a good-looking document. Let's save it in our New Website folder. We will call this, it simply says Sample Designs for Your Review. That's a fine name. I am going to choose Save. And now we are going to go backstage in Microsoft Word 2010 and choose Save and Send, so we can send this document Using E-mail. Notice that the Message form is automatically opened, the Sample Designs for Your Review document is automatically attached. We will address this to Petal and Raul.

Let's simply add a little bit of text to let them know what we would like them to do with this. Kirk would like you to review these designs. I am going to ask them to look at all three, and send me your comments. And then remind them that I will be on vacation.

Let's insert a Signature, e-mail is all ready to go. We will click Send, and Kim gets to leave on vacation. Whether you are distributing content like this, or simply showing a colleague where to find something specific on a website, Screen Clipping will save you hours of time, and allow you to capture information from any application and easily share it with others.

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