Recently I was helping a client who was having some problems with her web site. I taught her how to use the built-in Snipping Tools in Windows. She may not be able to use the web site part technical terms but now she can snip the areas she wants her designer to change. She’s thrilled. And she can use it to document tech stuff for her business.
You can snip and snag to great documentation.
The Windows Snipping Tool
Just use the search box on taskbar and type in Snipping. Open the built-in app.
On the left hand side click on the New snip button. There are four different size options: you can drag the + pointer into a rectangle shape over the section you want, you can snip the open program window, you can grab the full screen or do a free form grab. Normally I use the Rectangle or App Window options for documentation.
You also can choose between a picture or video of the screen.
One feature Microsoft added that is really cool is the ability to scan text in the capture which you can then copy and paste into any document. That control is on the far right hand side. When you click on that you get the groovy text capture options.
The Windows Snipping Tool is great for quick captures and it’s free. But if you want serious documentation software, I recommend Tech Smith’s Snagit.
Snagging Procedures
Snagit is a full feature capture and markup program with both picture and video. You can record your voice instructions on top of the video capture.
Snagit recently added some new features to help document procedures.
Now when you open the Snagit Capture you have a selection option to capture Steps.
I tried out this new feature and wasn’t wild about it. First it only captures when you click as opposed to every thing that happens on the screen. I tested it by Step Capture of Windows Disk Cleanup. It did not capture the screen activity that was not clicks but needs to be shown so user knows what is happening.
It missed the Disk Cleanup process. I always document that part of the procedure and usually add a time estimate so the reader knows how long until they have to start clicking again.
I also found the end step by step picture unwieldy to edit. Normally I put all the steps into Word and there was no way to easily get the screen picture out of the Snagit editor. Also the highlight they used was really weak and not easy for a user to see. You get clearer click options using the regular picture capture. See below pictures for comparison.
Blurring Sensitive Info
Sometimes when documenting a procedure via video or picture capture you input sensitive information that you don’t want to share.
Snagit has always had a Blur feature. Now they have added an Smart Redact feature. Not sure you want to a) let AI decide what’s important to your documentation and b) let AI slurp up passwords. Suggest you use their older blur options.
Capture Whole Web Pages and Excel sheets
Let’s go back to my client who needed some help with her web site. With Snagit, she can capture whole web site pages with Scrolling Capture feature. This also works on Excel spreadsheets scrolling horizontally.
More details on the Scrolling Capture feature here.
Snip and snag to great documentation
As more businesses have remote workers full or part time, people on different shifts, it is more important to have documentation of procedures.
You can use the free built-in Windows Snipping tool. For better documentation tech, SnagIt provides the tools you need without breaking the bank. Individual price is $53.77 and there is also Business and Team pricing.