Steps Recorder
Steps Recorder is a Windows utility that automatically captures screenshots and annotations as users perform actions on their computer, creating documentation of technical procedures.
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What is Steps Recorder?
Steps Recorder, sometimes called Problem Steps Recorder (PSR), is a built-in Windows utility that grabs screenshots and generates annotated descriptions while you work on your computer. It was originally built to help IT support teams figure out what went wrong on a user's machine without needing remote access. Basically, it watches each click, keystroke, and window change, then bundles everything into a numbered sequence of steps with matching screen captures.
Once you start recording, Steps Recorder quietly runs in the background and snaps up to 25 screenshots by default (you can tweak this in settings if you need more). Every screenshot gets highlighted areas showing where you clicked, plus automatic text explaining what happened. When you're done, it spits out a ZIP file containing an MHT document you can open in a browser or forward to tech support.
Microsoft first shipped Steps Recorder with Windows 7, and it stuck around through every version since. That said, Microsoft deprecated the tool in Windows 11 starting with the February 2024 updates. They now point users toward alternatives like Snipping Tool's screen recording feature, Xbox Game Bar, or third-party documentation tools.
Key Characteristics of Steps Recorder
- Automatic Annotation: Records mouse clicks, keyboard inputs, and window interactions, then writes up text descriptions without you lifting a finger
- Screenshot Capture: Snaps a screenshot at each action point and highlights exactly where you clicked
- Lightweight Operation: Runs as a minimal utility that won't bog down your system while recording
- Built-In Availability: Ships with Windows 7, 8, 10, and 11, so there's nothing extra to install
- Simple Export: Saves everything as ZIP files with MHT documents inside, easy enough to email or drop in a shared folder
Steps Recorder Examples
Example 1: IT Troubleshooting
Picture this: a help desk technician gets a ticket about recurring software crashes. Instead of scheduling a remote session, they ask the user to run Steps Recorder while reproducing the issue. The user hits Windows + R, types "psr," and starts recording before doing whatever triggers the crash. The resulting file shows the exact sequence of steps and system states leading up to the error. The technician can now diagnose the problem without ever connecting to the user's machine.
Example 2: Creating Quick Procedure Guides
A department manager needs to show new hires how to submit expense reports in the company's finance software. They fire up Steps Recorder, walk through the submission process once, and stop recording. The output gives them a rough step-by-step guide with screenshots that they can polish up and share with the team. It's not pretty, but it gets the job done for simple procedures. For more polished training documentation, teams often turn to more capable tools.
Steps Recorder vs Screen Recording
Both tools capture what's happening on your screen, but they're built for different jobs and produce different kinds of output.
| Aspect | Steps Recorder | Screen Recording |
|---|---|---|
| Output Format | Static images with text annotations in MHT format | Continuous video file (MP4, AVI, MOV) |
| Audio Support | No audio capture at all | Full microphone and system audio recording |
| Annotation Style | Automatic text descriptions Windows generates for you | Manual annotations you add during editing |
| Best For | Quick troubleshooting documentation, support tickets | Training videos, tutorials, demonstrations |
| Editing Required | Very limited editing options | Full video editing capabilities |
| File Size | Small (typically KB to a few MB) | Large (often hundreds of MB to GB) |
Limitations and Modern Alternatives
Steps Recorder has some real drawbacks that limit its usefulness for serious documentation work. For one, it can't capture what you type (a deliberate security choice), the default screenshot limit might miss steps in longer procedures, and the MHT output format feels pretty outdated at this point. There's also no screen recording whatsoever, which makes it a poor fit for showing dynamic interactions or workflows where timing matters.
Microsoft now suggests a few alternatives. Snipping Tool in Windows 11 picked up screen recording features. Xbox Game Bar handles video capture with audio. For professional documentation needs, third-party tools like Glitter AI offer a lot more, including automatic transcription, editable step-by-step guides, and integration with knowledge bases.
How Glitter AI Improves on Steps Recorder
Where Steps Recorder captures basic screenshots and annotations, Glitter AI turns screen recordings into structured, searchable documentation. Instead of static MHT files, you get interactive step-by-step guides with AI-generated descriptions, automatic transcriptions, and the ability to edit and update content as your processes evolve.
Glitter AI tackles the core limitations of Steps Recorder head-on: it captures full video with audio, generates more accurate step descriptions using AI, and produces documentation you can organize, search, and share through a centralized knowledge repository. For teams looking to move beyond basic troubleshooting toward comprehensive process documentation, it's a meaningful step up from legacy Windows utilities.
Frequently Asked Questions
What is Steps Recorder in Windows?
Steps Recorder (also called Problem Steps Recorder or PSR) is a built-in Windows utility that automatically captures screenshots and text descriptions as you perform actions on your computer. Microsoft designed it primarily for IT troubleshooting, making it easier for users to document exactly what they were doing when something went wrong.
How do I open Steps Recorder in Windows?
Press Windows + R to open the Run dialog, type 'psr' and press Enter. You can also search for 'Steps Recorder' in the Windows Start menu. The tool comes with Windows 7, 8, 10, and 11, though Microsoft has deprecated it in recent Windows 11 updates.
Is Steps Recorder being discontinued?
Yes, Microsoft deprecated Steps Recorder starting with Windows 11 updates in February 2024. It still works on existing Windows installations, but Microsoft recommends switching to alternatives like Snipping Tool's screen recording feature, Xbox Game Bar, or Clipchamp going forward.
What's the difference between Steps Recorder and screen recording?
Steps Recorder captures static screenshots with automatic text annotations and saves them as an MHT document. Screen recording captures continuous video with optional audio. Screen recording works better for tutorials and training content, while Steps Recorder was meant for quick troubleshooting documentation.
Can Steps Recorder capture what I type?
No, Steps Recorder deliberately skips typed text for security and privacy reasons. It only records screenshots, mouse clicks, and window interactions. If you need to document text input, you'll have to use the comment feature to manually add notes during recording.
What file format does Steps Recorder use?
Steps Recorder saves recordings as a ZIP file containing an MHT document. You can open the MHT file in web browsers or Microsoft Word. The format is lightweight but pretty limited when it comes to editing and sharing compared to modern documentation formats.
What are the best Steps Recorder alternatives?
Microsoft suggests Snipping Tool (with screen recording), Xbox Game Bar, and Clipchamp as built-in options. Third-party alternatives include Glitter AI for automatic documentation generation, Loom for quick video sharing, and traditional screen recorders like Camtasia or OBS Studio.
How many screenshots can Steps Recorder capture?
Steps Recorder captures 25 screenshots by default. You can bump up this limit by clicking Settings within the tool before starting your recording. For longer procedures, screen recording software is probably a better choice since it captures everything continuously without any screenshot limit.
Can I edit Steps Recorder output?
Your editing options are pretty limited with Steps Recorder output. You can add comments during recording, but you can't modify the captured screenshots or auto-generated descriptions after the fact. For editable documentation, modern tools like Glitter AI let you fully edit AI-generated step descriptions and visuals.
What is the Problem Steps Recorder used for?
Problem Steps Recorder is mainly used for IT troubleshooting, letting users document exactly what they were doing when something broke. People also use it for creating basic procedure guides, training new employees on straightforward tasks, and capturing software workflows for documentation.
Turn any process into a step-by-step guide