Create Documentation using Greenshot and Microsoft Word
Description
I find it is extremely helpful to capture documentation and procedures using Microsoft Word. Microsoft offers style guides for quickly formatting documents and I’ll present shortcut keys that make my life easier. I’ll also show how I use the Greenshot program to capture a screenshot because a picture really does help tell the story.
Programs
I use the following programs for capturing my documentation:
Microsoft Word
Greenshot – http://www.getgreenshot.org/downloads Make sure to get the latest release of this program.
Using Greenshot
Greenshot is a great (free) screenshot program. Here are some tips for using the program.
Set a default destination
There are many possible destinations for your print screen. By default the program will pop up a menu and ask you what you want to do with your print screen. I prefer to open mine directly in the image editor so I can mark it up. To do this:
Choose Preferences… from the pop-up menu to set the default Greenshot options.
Right click on the Greenshot icon in the system tray and choose Preferences…
Select the Destination tab.
Uncheck the option to Select destination dynamically.
Choose Open in image editor
Capture a specific area of the screen
Press the [PrtScrn] key on your keyboard. This will start the print screen process.
Draw a box around the area you want to show in the print screen
The image shows in the image editor. If you are not satisfied with your print screen then you will need to try the process again.
The Greenshot image editor opens after you finish drawing the rectangle.
Capture an entire window
Sometimes you want to capture an entire window or dialog box without having to draw a box around it. I usually use this option only if the entire window is small. Otherwise the text in the captured image might be too difficult to read when pasted into Word.
Sample window that was captured with [Alt][PrtScrn] without having to draw a rectangle.
Click on the window to ensure it is the active window.
Press [Alt] [PrtScrn] to capture just that window.
The image shows in the editor window.
Tools in the Greenshot editor
Selection Tool
Use the selection tool to modify any of the edits you make to your print screen capture.
You can move and resize the drawing, text, captions, and counter objects. First, click the item you have added. You will get a set of control handles. When these handles are visible you can click and drag the handles to resize, or click the item and use the mouse or keyboard arrow keys to move it to a new location.
You can also edit the text in a text box or speechbubble. Double click the item to show the text editor.
Items can be deleted by pressing the [DEL] key on the keyboard while the drawing handles are visible. Items can also be copied to the clipboard or duplicated while selected by choosing the option from the Edit menu.
Drawing Tools
The drawing tools allow you to draw on the print screen. Tools available include a rectangle, oval, line, freehand, and arrow tools. 
You can adjust the shadow, fill, outline, color and line thickness. I usually use a 3 pixel red line with no fill. This second toolbar appears once you have selected a drawing tool.
Text box
Use the text box tool to write on the screen. First draw a box and then start typing.
Use the text tool to place text on the screen. The box is optional and can be turned off by changing the fill and line thickness.
Speechbubble tool
The Speechbubble tool is just a fancy text box that includes a place to direct the user. The bubble and the pointer can be moved separately.
Use the Speechbubble tool to create a fancy textbox with an arrow.
Counter tool
Use the Counter tool to add numbers to the print screen. The numbers increase sequentially, and will re-number if you decide to delete one later. This is a great option to show just one print screen that might have a lot of instructions. Each time you click on the screen a new number will be added. For example, in the following screen shot I want you to click Hosts and Clusters, and then open the DedicatedDVM section, and select GeoffF-VM. Then open the Permissions tab.
Effects
There are fancy effects available to spruce up the print screen:
Highlighter – Use this to bring attention to an area of the print screen.
Obfuscate – Use this to hide sensitive information like specific customers, usernames, passwords, etc.
Drop Shadow – use this to create a fancy drop shadow around the edges of the window.
Torn Edge – Use this to indicate data that continues on and on. Select the options in the pop-up window after selecting the tool.
Output
Once you are satisfied with your edited image, it’s time to output to your document. There are several ways to do that.
Use the clipboard.
In the toolbar there is a picture of a clipboard. Press this button.
Go to your Word document and paste with Edit Paste or with [Ctrl] V.
Insert the image directly into your open document.
Position your cursor exactly where you want the pasted image.
In Greenshot, find the Microsoft Word toolbar button and click the down arrow.
Find your open document in the list and click the name. Greenshot will paste the image at the cursor location.
Using Microsoft Word
Here are some common styles that I use in Microsoft word to make my documentation consistent.
Style | Shortcut |
Key that is pressed on the keyboard | Enclose in [ ], ex: [Shift], [Control], or [Enter] |
Menu text that appears on the screen | Bold text ex: “Click File, Open… and then” |
Title | Used for the document title |
Heading 1 | Used for the major titles such as “Description” in this document |
Heading 2 | Subtitles for procedure steps. |
Number style | Used to order the steps 1, 2, 3 |
Code | Custom style that denotes text that should be entered (usually in a text editor, batch file, or command line). ex:
for x = 1 to 100 do some code here… next
Information to create this style: Font: (Default) Courier New, 8 pt, Indent: Left: 0.69", Space Before: 3.75 pt After: 3.75 pt, Border: Top: (Dashed (large gap), Gray-80%, 0.75 pt Line width, From text: 12 pt Border spacing: ) Bottom: (Dashed (large gap), Gray-80%, 0.75 pt Line width, From text: 12 pt Border spacing: ) Left: (Dashed (large gap), Gray-80%, 0.75 pt Line width, From text: 12 pt Border spacing: ) Right: (Dashed (large gap), Gray-80%, 0.75 pt Line width, From text: 12 pt Border spacing: ) Pattern: Clear (Custom Color(RGB(238,238,238))) Tab stops: 0.64", Left + 1.27", Left + 1.91", Left + 2.54", Left + 3.18", Left + 3.82", Left + 4.45", Left + 5.09", Left + 5.73", Left + 6.36", Left + 7", Left + 7.63", Left + 8.27", Left + 8.91", Left + 9.54", Left + 10.18", Left, Style: Linked, Show in the Styles gallery Based on: HTML Preformatted |
Error | Highlight the text using the highlighter tool in the Font section of the Home toolbar.
Ex: At this point in the process I can’t move on and need to investigate |
Subtitle | Used to put any explanation beneath a picture. |
Tables
Tables are a nice way to present a list of information to the user. I usually use a two-column table like the one above to describe things. If I wanted to ask the user to fill out a form I would put the fields of the form on the left and their description on the right. Click the Insert tab, choose Table, and then drag the mouse down to choose the number of rows and columns.
On the first row of the table enter column headings.
Set your table style. When a cell is active the Table tools design tab becomes visible. 1. Select Design, 2. pull down the design arrow, and 3. Choose a design you like. Use the same style throughout your documents for consistency.
For example, in the following screen shot I want you to change the options to the values in the table:
Setting | Value |
Memory | 2GB |
CPU | 4 |
Video Card | Leave alone |
VMCI Device | Allowed |
CD/DVD drive 1 | Change this to Connected and mount the ISO named “linux.iso”. |
Network Adapter 1 | Disconnect the adapter |
Floppy drive 1 | Disconnect the floppy drive |
Numbering
I like to use numbering so the user can tell what step they are on and return to the document without losing their place. Use the Number tool in the paragraph section of the home tab.
Use the [Tab] key to create a new level under the numbered level. This new level will be a/b/c. Press [Shift][Tab] to return to the numbered level above.
Sometimes numbering can get mixed up. There are a few situations and resolutions I use.
Numbering can sometimes continue numbering from another section, but you want to start over at 1.
Right click the number that you want to be the first in the list.
Choose Restart at 1.
Numbering can sometimes restart at 1 when you didn’t mean to.
Right click the number.
Choose Continue numbering.
Sometimes the numbering function is confused and you want to continue.
Place the cursor at the beginning of the line and press [Backspace] to remove the hard break (enter key) that may be there. Back this new line up to the previous line with numbering.
Press [Enter] and hopefully the correct number will appear.
Sometimes you have to back up several paragraphs and force a number on them.
I tend to not put numbers on the lines with screen shots. To do this:
Turn on the numbering for the paragraph before the screen shot if it is not already on.
Press [Enter]. A new number will appear.
Paste the screen shot.
Press [Enter] to move to the next line. Continue typing on this line.
Move the cursor back to the line with the pasted image, and position the cursor just in front of the image.
Press the [Backspace] key. This will remove the numbering but will keep the number sequence for subsequent lines.
Page Breaks
Sometimes it is helpful to keep a section together with a page break. Click the Insert tab, in the Pages section click Page Break.
Practice document
Start with a blank document
Type a document title and then press [Enter]
Press the Title in the Home tab, Styles section.
Press [Control] S and save the document. Save it in the target location where it belongs rather than some temporary location like the desktop.
Under the heading type the word “Description”. Change the style to Heading 1.
Type a description for the document in the next section. Let the user know why they need to use your document and anything important they should know before they start.
Press [Enter] to get a new paragraph.
Type the word “Procedures”. Change the style to Heading 1.
On a new line enter a description for the procedures.
Turn on Numbering in the toolbar.
Type your procedures, one by one. Use Greenshot to capture some screen shots and place in with the procedures.
Here is my example:
