How to use the Windows Snipping Tool

Screenshots are a core part of modern IT work. Whether you’re documenting procedures, creating knowledge base articles, responding to support tickets, escalating issues to vendors, or capturing evidence for audits, screenshots are often the fastest and clearest way to communicate technical information.

While many third-party tools exist, Windows’ built-in Snipping Tool remains one of the most underrated utilities available to IT professionals. It’s lightweight, always available, security-friendly, and integrates tightly with the Windows operating system.

In real-world environments—especially locked-down corporate systems—the Snipping Tool is often the only screen capture utility you’re allowed to use. Knowing how to use it efficiently can save time and significantly improve the quality of your documentation and communication.

What Is the Windows Snipping Tool?

The Snipping Tool is a native Windows application that allows users to capture screenshots of:

• A specific area of the screen
• A window or dialog box
• The entire screen

Unlike Print Screen, which captures everything and leaves you to crop manually, the Snipping Tool lets you capture exactly what you need—no more, no less.

In recent versions of Windows 10 and Windows 11, the Snipping Tool has evolved and merged functionality previously known as Snip & Sketch, adding better annotation, sharing, and clipboard handling.

How to Open the Snipping Tool (Multiple Methods)

Method 1: Start Menu Search

1. Press the Windows key
2. Type Snipping Tool
3. Click the app when it appears

Method 2: Keyboard Shortcut (Most Efficient)

Windows Key + Shift + S

This shortcut launches the capture overlay instantly and is the preferred method for most IT professionals.

Method 3: Pin It for Frequent Use

If you use it daily, pin the Snipping Tool to:

• Taskbar
• Start Menu

This is particularly useful on jump boxes or admin workstations.

Snipping Tool Capture Modes Explained

The Snipping Tool offers four capture modes. Each has a clear real-world use case.

Free-form Snip

Draw a freehand shape around the area you want to capture.

Best used for:

• Highlighting irregular UI elements
• Capturing non-rectangular diagrams

Rectangular Snip (Most Common)

Drag a rectangle around the selected area.

Best used for:

• Error messages
• Dialog boxes
• Configuration screens
• Documentation screenshots

In practice, this is the mode most IT professionals use 90% of the time.

Window Snip

Captures a specific window (including borders).

Best used for:

• Application-specific screenshots
• Capturing pop-ups without background clutter

Full-Screen Snip

Captures everything on all displays.

Best used for:

• Multi-monitor troubleshooting
• Capturing system-wide issues
• Presentations or demonstrations

Annotating Screenshots (Underrated but Powerful)

Once you capture a snip, the Snipping Tool opens a markup window.

You can:

• Draw using pen tools
• Highlight text or fields
• Erase markings
• Crop further if needed

Real-World Tip

When sending screenshots to users or management:

• Highlight only what matters
• Avoid clutter
• Redact sensitive information where required

Clean annotations make troubleshooting faster and reduce back-and-forth emails.

Saving a Snip Correctly (Formats Matter)

After capturing a snip, click Save Snip and choose:

• PNG – Best for documentation and clarity
• JPEG – Smaller size, useful for email
• GIF – Rarely used today

Best Practice for IT Teams

Standardise on PNG for:

• KB articles
• Change documentation
• Audit records

PNG preserves text clarity and avoids compression artefacts.

Sharing a Snip Efficiently

You have several sharing options:

Copy to Clipboard (Fastest)

• Click Copy
• Paste directly into:
  • Email
  • Teams
  • Word
  • Ticketing systems

Send Snip (Outlook Integration)

If Outlook is installed, you can:

• Send inline
• Send as attachment

This is especially useful in traditional enterprise environments.

Snipping Tool Keyboard Shortcuts (Productivity Boost)

Knowing these shortcuts can save hours over time.

Keyboard Shortcut	What it Does
Alt + N or Ctrl + N	Starts a new screen capture
Alt + M	Set the screen capture mode. Use ↑ and ↓ arrow keys to choose from: Free-form snip, Rectangular tool, Window snip, Full-screen snip. Then press Enter to commit the choice.
Alt + D	Set the delay for starting the capture. Use ↑ and ↓ arrow keys to choose from: No delay, 1 Second, 2 Seconds, 3 Seconds, 4 Seconds, 5 Seconds. Then press Enter to commit the choice.
Ctrl + S	Save the screen capture
Ctrl + C	Copy the screen capture
Ctrl + E	Edit in Paint 3D
Ctrl + P	Print the screen capture
Alt + F	Access File menu
Alt + F then T then E	Send as an e-mail. Requires Outlook installed.
Alt + F then T then A	Send as an attachment in an e-mail. Requires Outlook installed.
Alt + T then P	Select Pen tool
Alt + T then P then R	Red Pen
Alt + T then P then B	Blue Pen
Alt + T then P then L	Black Pen
Alt + T then P then P	Custom Pen
Alt + T then P then C	Customize Pen
Alt + T then H	Select Highlighter tool
Alt + T then E	Select Eraser tool
Alt + T then O	Set Snipping Tool Options
F1	Snipping Tool Help
Esc	When in the middle of getting a screen capture, Esc cancels it out, by escaping.

Delay Capture – A Hidden Gem

Using a delay (1–5 seconds) is extremely useful when capturing:

• Context menus
• Hover tooltips
• Transient UI elements

Snipping Tool vs Print Screen: Why IT Pros Prefer Snipping

In real-world IT support, precision matters. Snipping Tool wins every time.

Security and Compliance Considerations

In regulated environments:

• Screenshots may contain PII or credentials
• Always redact where necessary
• Store screenshots according to data retention policies

One advantage of the Snipping Tool is that it does not automatically upload screenshots to cloud services, unlike some third-party tools—making it safer for secure environments.

Common Mistakes to Avoid

From experience, these are frequent issues I see:

• Capturing too much screen real estate
• Forgetting to blur or redact sensitive data
• Using JPEG where PNG is more appropriate
• Sending full-screen captures when a dialog box would suffice

Small improvements here dramatically improve professionalism.

Conclusion: A Small Tool with Big Value

The Windows Snipping Tool may look simple, but in the hands of an experienced IT professional, it becomes a powerful productivity and communication tool.

It helps:

• Reduce miscommunication
• Improve documentation quality
• Speed up troubleshooting
• Maintain security compliance

If you spend any time in support, systems administration, cybersecurity, or technical writing, mastering the Snipping Tool is absolutely worth it.

Daniel Lutton

From my early days on the helpdesk through roles as a service desk manager, systems administrator, and network engineer, I’ve spent more than 25 years in the IT world. As I transition into cyber security, my goal is to make tech a little less confusing by sharing what I’ve learned and helping others wherever I can.