Why it matters
A careless screenshot can lead to:
- personal data ending up on open channels,
- sensitive company info (rates, budgets, plans) being exposed,
- a lasting trail in Teams/Slack/SharePoint, backups and emails,
- rapid resharing — and the need to report a data incident.
A real-world example
Someone posted a photo of an ID document online and “hid” key bits by blurring them. Another person managed to read parts of the text anyway. Moral of the story: blur doesn’t always hide data. If you must conceal something, cover it properly.
What to do
Before you capture:
- Close windows with personal or sensitive data (email, CRM, HR, chats).
- If you’re sharing your screen, pick a single app window, not the whole desktop.
- Switch on Do Not Disturb so pop-ups don’t appear mid-screenshot.
While capturing:
- Crop tightly — only show what’s relevant.
- Check the taskbar/dock and file names; don’t reveal more than you mean to.
Afterwards (the important bit):
- If something needs hiding, use a solid block (black box), not blur.
- Save as a new file and delete the raw version if it’s not needed.
Where and how to share
- Prefer a link to a file in a secure company location (SharePoint/OneDrive) with view-only access. Paste the image into a message only if you must.
- On public team channels, no personal data. If there’s any risk, fully redact first.
- With external partners, use agreed, secure channels.
Handy shortcuts
- Windows: Win+Shift+S (capture), then redact in Snipping Tool.
- macOS: Cmd+Shift+4 (crop), then use Preview’s filled rectangle to cover details.
- Full-page browser screenshots only if you’re sure nothing sensitive sits further down the page.
Remember
A screenshot is like a photo of your desk: if private papers are lying around, everyone will see them. Tidy first, then take the shot. One small habit now saves hassle later.