how to print notes page in powerpoint presentation

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How to print a powerpoint with notes.

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To print a PowerPoint with notes on Windows, click File > Print and "Notes Pages" in the Layout drop-down box. Then, select "Print." On Mac, go to File > Print. In the Layout drop-down box, choose "Notes" then "Print" to finish.

Do you want a hard copy of your PowerPoint slideshow that includes your speaker notes ? Maybe you want a physical copy to review on your own or with others. We'll show you how to print your PowerPoint with the notes attached.

As a refresher, you can add speaker notes to PowerPoint to help you through your presentation. Your audience won't see these notes during the show, so it's helpful to include your talking points or additional details you want to share to expand on your slides.

Related: How to Use Speaker Notes in PowerPoint

You can  add speaker notes to your slides easily in PowerPoint on Windows or Mac one of these three ways.

• Click the Notes button in the Status Bar at the bottom of the PowerPoint window.
• Drag up from the area below the slide near the bottom of the window.
• Go to the View tab and select "Notes" in the Show section of the ribbon.

Then, type your text in the Notes section below the slide. You can use the font formatting tools on the Home tab to bold or color your text, add bullet points, or change the font size.

Open your PowerPoint presentation and go to File > Print. In the Layout drop-down box below the Slides text box, pick "Notes Pages."

You'll see the preview on the right with the slide at the top of the page and your notes below. You can use the arrows at the bottom to review each page if you like. This is a good way to see if any slides are missing speaker notes.

Adjust any other print options, such as the printer you want to use, the  slides you want to print , and the color. Then, click "Print" when you're ready.

Open your slideshow in PowerPoint on Mac and head to File > Print. When the print window opens, select "Show Details" on the bottom left if you see a condensed view of the print options.

On the right side, below Paper Size, you'll see a drop-down box. Make sure that "PowerPoint" is selected here. Next to Slides, choose the slides you want to print.

Click the Layout drop-down box and choose "Notes."

On the left, you'll see the print preview which displays the slide at the top of the page and the notes beneath it. You can use the arrows at the top to preview each page if you like.

Adjust any other print options you'd like and click "Print" when finished.

Related: How to Print Just the Speaker Notes for a PowerPoint Presentation

Printing a PowerPoint with notes is worth a few minutes if you want to review the presentation on paper. If you're wondering how to print notes in PowerPoint without the slides , check out our tutorial.

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How to Print PowerPoint with Notes (Step-by-Step)

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• January 22, 2024

In this article, you’ll learn how to print your PowerPoint slides with speaker notes as handouts the way you want them.

Don’t get frustrated with PowerPoint… just get creative. That way you can get out of the office and make it to Happy Hour.

Just keep in mind that, like many things in PowerPoint, there is a variety of ways to print your notes, each producing its own result. I cover each method below.

NOTE:  If you are distributing your slides to other people, I highly recommend customizing your handouts with your company information before you print them. This not only makes your handouts look more professional, but it also makes it easier for people to get in touch with you.

For help turning your PowerPoint notes (without or without note text) into PDF handouts, read our guide here .

Table of Contents

How to print powerpoint with notes (basics).

The most common way to print PowerPoint notes is with the thumbnail image of the slide at the top of the page, and the notes directly beneath (as pictured above). To print your notes like this, simply:

• Hit Ctrl+P for Print (or click File then Print)
• Open the Print Layout options
• Select the Notes Page layout
• Click Print

If you want to print your notes only (without the thumbnail image), see further below.

As you can see in the live preview on the right in the picture above, I have already formatted the Notes Master to include my company’s logo, and my contact information.

If you have lots of speaker notes for a particular slide, the text may run off onto a second or third page. If this happens, keep in mind that your slide thumbnail only appears on the first page of notes.

Also keep in mind that the page number at the bottom of your handouts represents the slide number in your presentation, not the number of pages you are printing.

That means that if you have ten (10) pages of speaker notes for slide number 2 in your deck, each of those ten pages of speaker’s notes will have a number 2 on them.

To learn how to print multiple slides on one page in PowerPoint,  read our guide here .

NOTE: If you are distributing your notes as handouts before or after your presentation, I recommend customizing your Notes Master .

Take your PPT skills to the next level

Formatting the notes master for professional handouts.

To customize your notes page before you print it in PowerPoint first navigate to the Notes Master view.

• Click the View tab
• Select the Notes Master

The View tab in PowerPoint is also where you can find the Handout Master view (discussed further below), and the Slide Master view. These master views control the default formatting of your slides, handouts, and notes.

Once you are in the Notes Master view, you can select which placeholders you want to include in your handouts. In this view, you can also add any images, shapes, or other design elements to jazz up your handouts. I recommend adding things like:

• Your company logo
• Your email address (or contact information)
• Your company website

When it comes to formatting your handouts, more is not better. I recommend adding enough to make your handouts look professional and make it easy for people to contact you.

Printing PowerPoint Notes with multiple slides per page

To print your PowerPoint notes as handouts with multiple slides per page, you need to first export your PowerPoint slides to Microsoft Word using the Create Handouts command.

To convert PowerPoint to Word using the Create Handouts command, simply:

• Click the File tab
• Select Export
• Select  Create Handouts
• Click the Create Handouts command
• Select Notes next to slides

Doing so turns your PowerPoint presentation into a Word document, with all your slides and speaker notes in a table format that you can then update and edit in Microsoft Word. The length of your notes affects how many slides you can have on a single page in Word.

Table of Contents:  If you have a lot of slides you are converting into a Word document, you can make your Word document easier to read and navigate by inserting a table of contents. To learn how to make a table of contents in Word,  read our guide here .

How to print PowerPoint notes only

Yes, you can print just your PowerPoint notes (no slide thumbnail images) without messing up your presentation. I don’t recommend deleting things on your Notes Master, simply follow the steps listed below.

To see how to pull this off using a combination of the Create Handouts command and the Outline View in PowerPoint, see the short PowerPoint video tutorial below (it will make the most sense that way).

1. Push your PowerPoint slides to Microsoft Word

The first step is to push your slides and speaker notes into Microsoft Word. To do that, follow these steps:

• From within PowerPoint open the  File menu
• Click  Export on the left
• Select  Create Handouts  in the middle
• Click  Create Handouts on the right
• Select  Notes next to slides

PowerPoint then exports all your slides and speaker notes to Word in a table format. To make it easier to edit our table, let’s add borders to it.

2. Add table borders to your table to see what you are working with

Once PowerPoint finishes exporting your slides to Microsoft Word, I recommend adding table borders to see what you are working with. To do that, simply:

• Select the table in Word
• Click the Table Design tab
• Choose a table border style

While this is an optional step, it makes formatting your notes in Word a lot easier.

3. Format your PowerPoint notes in Word

As a last step, you simply need to make the formatting adjustments you want to your notes. These can include:

• Delete the thumbnail image column
• Resize the column widths
• Paste your slide title names in from the Outline View in PowerPoint
• Customize your handouts with your contact information
• Continue formatting in order to get your desired result

How to print PowerPoint with comments

Assuming you have comments in your presentation, you can print those in either the Handout view or the Outline view.

To print your PowerPoint slides with comments:

• Hit Ctrl+P for print
• Open the  Slide Layout options
• Choose how many slides you want per page (I recommend 6 or 9 so you don’t waste paper)
• Select  Print Comments
• Click  Print

It’s important to note that PowerPoint comments always print on the second page. Your first page will be the handouts themselves (with the comments marked on the slide). The second will be the actual comments.

As this tends to waste a lot of printer paper and ink, I recommend using the 9-slide layout unless you have a specific reason to do otherwise.

How to print PowerPoint with lines for notes

There are two different ways to print your slides as Handouts with lines for notes:

The easy way: This involves directly printing your slides from PowerPoint with the default blank lines for taking notes.

The customizable way:  This involves converting your PowerPoint slides to Word, where you can then adjust and customize the lines for your notes.

Both options are covered below.

1. The easy way

To print your slides with  non-customizable  lines for notes (in PowerPoint):

• From within PowerPoint, hit  Ctrl+P for print
• Open the  Slide Layout  options
• Choose the 3-slide layout  with lines (you’ll see a live preview on the right)

NOTE:  You can customize this layout using the PowerPoint Handout Master the way I  described above .

2. The customizable way

To print your slides with  customizable blank lines for notes (Converting PowerPoint to Word):

• Navigate to the  File tab
• Click  Export
• Click on the  Create Handouts  button
• Select either Blank lines next to slides  or Blank lines below slides  (depending on what you want)

Once your slides export to Microsoft Word, you can do whatever you want with the lines. For example, you can decrease the paragraph spacing to add more lines if you like. You can also format them and make them bold.

To expand your knowledge and learn more about exporting your PowerPoint slides to Microsoft Word (and the different options you have),  read our guide here .

Printing an outline of PowerPoint

Before you get too excited about printing your PowerPoint outline, it’s important to note that only information that is within your content placeholders prints. That means that text inside regular shapes and text boxes doesn’t appear.

On top of that, an outline can only print text. That means that none of your graphics, charts or pictures show up in your printed document.

There are two different ways to print your outline: You can directly print your outline out of PowerPoint, or you can export your outline to Microsoft Word so that you can edit it before you print it. Choose the option below that works best for you.

1. Directly printing your outline from PowerPoint

To print your PowerPoint slides as an outline only outline, simply:

• Hit Ctrl+P on to open the print options
• Open the Slide Layout options
• Select Outline

Note: If you don’t see all the content in your outline (you only see the slide titles, for example) that means that your Outline View is collapsed.

To expand your Outline View, simply:

• Navigate to the View tab
• Click on the Outline View

Within the Outline View (click into that actual Outline View on the left), hit the expand keyboard shortcut: Alt+Shift+9 . To learn more about working in the Outline view in PowerPoint, read our guide here .

2. Exporting an editable version of your Outline to Microsoft Word

If you want to customize your PowerPoint outline in Microsoft Word before you print it, simply:

• Click on the  Create Handouts button
• Select Outline only

Pushing your outline into Microsoft Word like this allows you to customize and edit the outline before you print it.

So those are all the different ways you can print your notes in PowerPoint.

If you intend to print your notes as handouts for a business meeting or client presentation, I highly recommend formatting your Notes Master and/or Handout Master.

That way you can include your contact information and/or your company formatting, making your handouts look more professional.

If you enjoyed this in-depth PowerPoint tutorial, you can learn more about our online training courses and other presentation resources  here .

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This Post Has 2 Comments

Thank you for this useful guide! Is there a way to print the outline with the notes per slide, too?

Hi Juliah and thanks for the question. Unfortunately not. The notes are tied to the slides and not the outline, so there’s no way that we know of to print the outline + notes together.

Comments are closed.

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Print slides with or without speaker notes

It’s actually simpler to print slides without speaker notes than with them—in fact, there is only one way to print speaker notes with slides.

Click File > Print .

Under Settings , click the second box (which defaults to say Full Page Slides ), then under Print Layout , click Notes Pages .

Notes Pages prints one slide per page, with speaker notes below. The Preview Pane shows you what each layout option looks like.

Put in the other settings, such as which slides you want, how many copies, and so on.

Click Print .

The other options under Print Layout , and all of the options under Handouts , print only slides or slide content, not speaker notes.

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How to Add Speaker Notes in PowerPoint (Tutorial)

Speaker notes in PowerPoint can be a lifesaver for presenters who need a quick reference during their talk. Instead of struggling to remember key points or losing your place during a presentation, you can have your notes right in front of you.

Whether you're a seasoned presenter or new to public speaking, this tutorial will help you feel more confident and prepared for your next presentation. With insights and practical tips from our in-house presentation designers , you'll have all the tools you need for success.

Let's dive in and explore how to add speaker notes in PowerPoint, taking your presentations to the next level!

In this tutorial, we’ll cover the following topics :

• Starting with the basics: How to add speaker notes in PowerPoint
• Ready to Captivate Your Audience? Let’s see how to view speaker notes while presenting
• From PCs to Macs, learn how to print speaker notes in PowerPoint
• Get answers to your FAQs and unlock tips for better presentations

Let’s start with the basics - or feel free to skip to your preferred section using the list above.

Adding speaker notes in PowerPoint

Adding notes to PPT is a reasonably straightforward process, regardless of your operating system. Here's how to add notes in PowerPoint:

• Select a slide you want to add notes to.
• View the Notes pane located beneath each slide. If it's not visible, you can make it appear by clicking Notes on the bottom taskbar.
• You will see a blank space with the prompt "Click to add notes." That's where you can enter your speaker notes.

Pro tip: Add Notes Via Notes Page view

Are you looking to give an impeccably organized presentation? Feronika Wulandari , design manager from 24 Slides, has a pro tip for you!

"For presentations that will be copied or distributed to the audience as a reference later, it is crucial to provide detailed speaker notes. Merely looking at our presentation slides may leave the audience struggling to grasp the context.”

If you're aiming for an impeccably organized and informative presentation, Feronika's advice is invaluable. Take your presentations to the next level by utilizing the powerful Notes Page view in PowerPoint . This feature allows you to incorporate comprehensive speaker notes into your slides, ensuring your audience can fully grasp the context after the presentation.

In the Notes Page view, you have complete control over the content of your speaker notes. Customize the font size, and enrich the notes with images, shapes, charts, and more. You can even tailor the background color to suit your preferences or corporate branding. As Feronika says:

“In the notes view, we can include ample text to facilitate the audience's understanding of the presentation's context. It also is an excellent tool for attaching references and citations, particularly for content-heavy presentations like scientific ones.”

Ready to try it out? Here's how you access the Notes Page view:

• Click View .
• Look for the Presentation Views section .
• Select Notes Page .

If you want even more control over how you want your notes to look, you can check out the Notes Master . This is how you can try it out:

• Look for the Master Views section .
• Select Notes Master.

Here you can choose the design and layout of the notes page and select options for your page setup. This is what the Notes Master looks like:

Now that you know how to add notes to PowerPoint, let's see how to present PowerPoint with notes.

Ready for your next presentation? Check out how to see speaker notes while presenting

To prepare for your next presentation, follow these steps so you can have your notes on hand without your audience being able to see them. First, click on the Slide Show tab , and select the box Use Presenter View . This is what the Presenter View in PPT looks like:

To access the presenter view, start your slideshow and then click on the left button of your mouse. From the options that appear, select Show Presenter View .

And last, learn how to print notes in PowerPoint

Printing PowerPoint presenter notes can be done in different ways, depending on your operating system. Let's look at each one of them.

How to print Speaker Notes (PowerPoint - Windows)

• Click File in the top left corner.
• Choose Notes Pages from the Settings dropdown menu.
• Adjust any other printer settings.
• Click Print .

How to print Speaker Notes (PowerPoint - macOS)

• Click File .

3. Click Show Details .

4. Select Notes from the Layout dropdown menu.

5. Adjust any other printer settings.

6. Click Print .

You may also want to know: How to print notes without slides?

If you want to print speaker notes only, this is what you should do:

• Go to the View tab and click Notes Page . On each page, you’ll see a thumbnail of the slide and the notes it has.

2. Select the thumbnail on each page and press delete . Repeat this step for each notes page.

3. Finally, go to the File tab and click Print. Now, repeat the note-printing process shown in the section above.

How to print PowerPoint slides with notes: Multiple per page

If you want to print multiple slides on the same page, including the notes, follow these steps: 1. Open the File menu, select Export , and click on Create Handouts.

2. Select Notes next to slides , and click OK.

This will begin the export to Word, where you can finish printing your slides and notes as a document.

Customer Frequently Asked Questions

What are speaker notes in powerpoint.

Speaker notes on PowerPoint presentations are a feature that allows presenters to add additional information that won't appear in the presentation slides.

PowerPoint notes can be used to provide additional context and details about the content on the slide, such as statistics or critical messages. They can also help emphasize specific points without cluttering their slides with too much information. They are a valuable tool for presenters to keep essential points at hand while giving a presentation.

These are some examples of speaker notes in PowerPoint:

Benefits of using speaker notes in PowerPoint

Why add speaker notes to PowerPoint? Learning how to use notes can be a game-changer , it can benefit you in many ways.

Speaker notes on PowerPoint can help you recall important points and key messages as you give a presentation. They also provide a security blanket, giving you the confidence to deliver your speech without worrying about forgetting something.

Remember, not worrying about memorization can help you prioritize inflection and tone and make you look more professional and connected with your audience.

How do I edit slide Notes?

A good thing to remember is that you can edit your speaker notes anytime you want. So, if there is a last-minute change or a new detail you would like to consider, you can follow these steps:

• Select the slide where you want to edit notes.

You will be able to see the Notes written in the Notes Pane . Click inside it so you can edit de content. Click outside the Notes Pane to save your changes.

What is the use of Notes Page view?

The Notes Page view is a PowerPoint feature that can help you upgrade your note-taking experience . Rather than presenting your notes in a simple text format, this feature presents them as individual pages with diverse layouts, colors, and formatting options for you to explore and customize.

If you would like to check out this feature, check out our Notes Page View section .

What is the advantage of the Notes Page view?

So, why is this feature impressive? Well, the Notes Page view offers several advantages that simplify the management of your notes:

• Organization: When it comes to giving presentations, being organized is essential. You can't afford to waste time deciphering your notes. With the Notes Page view, you effortlessly organize them into distinct pages, sections, or categories, allowing you to find what you need quickly.
• Personalization: The Notes Page view also puts you in complete control. It lets you customize the appearance and layout of your notes according to your preferences. You can explore a wide array of templates, themes, and styles, making your note-taking experience unique.

What is the difference between Slide Sorter view and Notes Page view?

The Slide Sorter view and Notes Page view are two different viewing options in PowerPoint .

The Slide Sorter view in PowerPoint provides a condensed and sequential display of all the slides in your presentation. It presents miniature versions of each slide in a grid layout, allowing you to manage the order and structure of your presentation easily.

This view is beneficial when you need to reorganize your content or gain a quick understanding of your entire presentation at a glance.

On the other hand, the Notes Page view allows you to see your slides along with any accompanying speaker notes . It is ideal for creating and reviewing speaker notes, providing a dedicated area to jot down the additional information you want to reference during your presentation.

You can customize and format your notes as needed, making them a valuable resource for guiding your delivery or providing more in-depth explanations.

Get outstanding presentations that make you stand out from the crowd!

If you want to improve your presentation skills and give a more professional image to your business, this tutorial can help. However, the design for your presentation is crucial, and that's where our presentation design solutions come in.

At 24Slides , we transform presentations from "good" to "extraordinary," saving you time and effort. Say goodbye to long working hours on PowerPoint and let our design experts amaze you overnight!

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How to print a PowerPoint presentation with notes

PowerPoint makes it easy to give a great presentation thanks to intuitive software that lets anyone craft an eye-catching deck. What's even better, however, is the option to use Presenter View. This lets you leave notes for yourself that can be viewed on your computer screen while everyone else is only seeing your presentation.

Print PowerPoint slides with notes on Windows

Print powerpoint slides with notes on mac, print powerpoint slides with notes on the web, what you need.

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However, if you're worried about a technical hiccup taking down your slide or don’t want to be glued to the computer, you'll probably want to print out your PowerPoint presentation with notes. This lets you see both your slides and your presenter notes, giving you an analog way to carry on the presentation without the need for a monitor.

Interested in the feature? Here's how to print a PowerPoint presentation with notes on Windows, Mac, or directly from the web.

Printing your presentation in PowerPoint on Windows takes only a few steps. If you want notes with your slides, it’s a simple setting.

Step 1: Open PowerPoint to the presentation you want to print.

Step 2: Select the File tab.

Step 3: Choose Print and select your printer in the Printer drop-down if necessary.

Step 4: In the first drop-down box below Settings , pick which slides you want to print. You can print them all, the current slide, or a custom range.

Step 5: Click the next drop-down box for Print layout and select Notes page . You’ll see a preview on the right.

Step 6: Adjust any other settings you’d like before printing, such as switching Portrait orientation to Landscape orientation or Color to Grayscale .

Step 7: Click Print .

If you use Microsoft PowerPoint on Mac, you can print your slides with notes a just a few steps, like on Windows.

Step 1: Open PowerPoint on your Mac to the presentation you’d like to print.

Step 2: Click File > Print from the menu bar.

Step 3: In the pop-up window, choose your printer in the Printer drop-down box at the top if necessary.

Step 4: Choose which slides you’d like to print. You can print all slides, specific numbers, selected slides, or a custom range.

Step 5: Click the Layout drop-down box and choose Notes . You’ll see a preview on the left.

Step 6: Optionally, adjust any other settings you’d like such as Orientation , Output , or Scale .

Maybe you’re using PowerPoint on the web and prefer to print from there.

Step 1: Visit PowerPoint on the web , sign in, and open your presentation.

Step 3: Choose Print and pick Print notes pages .

Step 4: In the small pop-up window, select Open PDF to view your presentation file.

Step 5: Depending on your web browser, click the Print button or download the file to print on your computer.

For additional PowerPoint features , check out Microsoft’s implementation of real-time closed captioning .

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Blog > All about notes in PowerPoint Presentations

All about notes in PowerPoint Presentations

08.06.21   •  #powerpoint #tips.

Not only is a well-prepared PowerPoint presentation essential, but also a red thread and a fluent presentation. With the help of notes in PowerPoint, this is no longer a problem! In this blog post, we will not only explain how you can add powerpoint notes, but also how you can edit them and make good use of them during a presentation. We will also show you how to print out the notes and how to delete them again.

Inserting and editing notes in PowerPoint

• First open your presentation.

There are two ways you can print out the notes. With the slides or without.

Print notes with the slides

Print notes without the slides

Using notes during a presentation.

If you want to share your PowerPoint on Zoom without showing the audience your notes, there are several options. A very simple and straightforward option would be to simply print out your notes. If you have two monitors, PowerPoint will automatically set up the Presenter View for you. If you do not have a second screen, you only have to go to the three dots at the very bottom left during the presentation, there you can easily display the speaker view under "Speaker view".

Now, turn the tables! - Let your attendees take private notes

With the help of SlideLizard (a cool software for live audience interaction in PowerPoint), your participants can make private notes directly on their own smartphones during the presentation. These notes remain linked to the slides and at the end of the presentation, all participants receive their own notes via email. In addition, your audience can mark the most important slides with a star to make them easier to find again later. Moreover, with SlideLizard you can add live polls & quizzes directly in your PowerPoint. You can try SlideLizard for free today !

Deleting notes in PowerPoint

Of course, there is also the option of deleting the notes. You can delete them directly on the respective slides or you can delete them all at once. Proceed as follows:

Keyboard shortcuts for notes in PowerPoint

How can I add notes in PowerPoint?

To add notes in PowerPoint, go to "Notes" in the "View" tab or you can also insert notes via the status bar at the bottom right with just one click.

How do I print notes in PowerPoint?

Go to "Print" in the "File" tab. Then select "Notes pages" in the print layout instead of "Full page slides".

How can I use the notes in PowerPoint during my presentation?

In order to see your PowerPoint notes during your presentation, you must check the box "Use Presenter View" in the tab "Slide Show" beforehand. They will then be displayed automatically during your presentation.

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About the author.

Miriam Rapberger

Miriam supports SlideLizard in the area of marketing and design. There she uses her creativity for blog posts, among other things.

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How to Print PowerPoint Slides with Notes: A Step-by-Step Guide

Navigating the world of PowerPoint presentations can be a bit like traversing a maze, especially when it comes to printing slides with notes. Fortunately, we’ve got the map to guide you through the process. Printing PowerPoint slides with notes is a straightforward task that just requires a few specific steps.

First things first, make sure you’ve entered all your speaker notes in the “Notes” section of your presentation. This can be your secret weapon during your presentation, giving you all the talking points without overwhelming your audience with too much text on the slides themselves.

When you’re ready to print, choose the Notes Pages option under Print Layout. This feature allows you to print out each slide alongside its corresponding notes. Customize your print settings, select the printer, and your slides will be presentation-ready.

• 1.1 Choosing the Right Layout Options
• 1.2 Adjusting Print Settings for Optimal Results
• 2.1 Working with Microsoft Word for Professional Handouts
• 2.2 Customizing Notes Pages for Audience Takeaways
• 3.1 Enhancing Visual Elements for Printed Copies
• 3.2 Ensuring Readability with Font and Object Scaling
• 4.1 Printing from Windows and Mac Operating Systems
• 4.2 Utilizing Web and PDF Options for Sharing

Setting Up Your Document for Printing

When preparing to print PowerPoint slides with notes, it’s crucial to choose the right layout options and adjust print settings for the best results. Below, we will explore how to achieve these goals effectively.

Choosing the Right Layout Options

Before hitting the print button, we need to select the appropriate layout for our presentations. Start by going to File > Print . Here, we encounter various layout options under the Settings section.

• Print Layout : Choose between full-page slides, handouts, or notes pages. For printing slides with notes, select Notes Pages .
• Orientation : Decide whether to print in Landscape or Portrait . Typically, Landscape is more common for presentations, but Portrait may suit certain documents.
• Color Options : Opt for Color , Grayscale , or Pure Black and White . If concerned about ink usage, Grayscale is a good compromise.

Carefully picking these settings ensures our printed slides and notes are clear and professional. Familiarity with each option lets us tailor the print layout to our specific needs.

Adjusting Print Settings for Optimal Results

To produce the best printed output, optimal print settings are crucial. In the Print dialog, under Settings , several adjustments can be made.

• Print Range : Choose to print all slides, specific slides, or a custom range. This helps focus on what’s essential.
• Scale to Fit : Ensure content fits properly on the page. Enable Scale to Fit Paper to avoid cutoff content.
• Print Quality : Higher DPI settings yield sharper images but consume more ink. Select a balance that suits our needs.
• Include Hidden Slides : Decide whether to print hidden slides by toggling on or off.
• Header and Footer : Add or remove headers and footers for additional context or documentation.

Adjust these settings to achieve clear, readable slides with notes. It’s a balance between quality and ink usage, ensuring the final print meets our expectations.

By focusing on these layout and print settings, we ensure our printed PowerPoint slides with notes are both effective and efficient.

Creating Handouts and Notes Pages

To create effective handouts and notes pages, we need to leverage the features of Microsoft Word and PowerPoint. By customizing these tools, we can produce professional handouts and comprehensive notes pages for audience takeaways.

Working with Microsoft Word for Professional Handouts

We can use Microsoft Word to create polished and professional handouts. First , export the PowerPoint slides to Word by navigating to File > Export > Create Handouts . This function allows us to include slide thumbnails alongside notes or comments.

For a more customized touch, we can adjust the layout in Word. Use columns to rearrange content, add our company’s logo, and include any contact information or additional details needed.

Key tips for creating handouts in Word:

• Insert slide thumbnails.
• Use columns for a neat arrangement.
• Add company logos and contact information.
• Include any extra notes or comments for clarity.

This format ensures that our audience has a complete and easily readable document.

Customizing Notes Pages for Audience Takeaways

Notes pages in PowerPoint offer a versatile format to include detailed speaker notes beneath each slide. Adjusting the Notes Master view allows us to align content perfectly and add elements like headers or footers.

We can control how many slides per page to print by selecting Print > Notes Pages . This layout provides both the thumbnail image of the slide and space for extended notes. Customizing notes pages also allows us to incorporate comments or additional explanations specifically tailored to our audience.

Important customization points:

• Use Notes Master view for layout adjustments.
• Align text, add headers, company logos, and contact details.
• Determine the number of slides per page .
• Include comprehensive notes and comments.

By fine-tuning these elements, our notes pages become invaluable tools for the audience, serving as both a reference and a synopsis of our presentation content.

Optimizing PowerPoint Slides for Print

To create print-ready PowerPoint slides that look sharp and professional, it’s essential to focus on both visual elements and readability. Balancing these aspects ensures that your printed slides and notes pages are functional and visually appealing.

Enhancing Visual Elements for Printed Copies

When we print PowerPoint slides, clear and effective visuals are key. First, ensure images and graphics maintain high resolution. Low-quality images can look pixelated, detracting from your presentation.

Proper use of charts and graphs can enhance understanding. Make sure they are not cluttered and use contrasting colors. This ensures that essential information stands out, even in black and white prints.

Formatting your slides consistently is crucial. Use a cohesive theme or template with uniform fonts and colors to give a professional look. Pick landscape orientation if printing full page slides to optimize space usage on standard paper.

Lastly, consider printing multiple slides per page if you aim to save paper. This option is perfect for handouts that don’t require large-scale visuals but maintain readability.

Ensuring Readability with Font and Object Scaling

Print readability starts with choosing the right font size and type. Stick to simple, sans-serif fonts like Arial or Calibri, which are easy on the eyes. We recommend a minimum font size of 12 points for printed notes pages for clarity.

Scale objects like text boxes and images appropriately. Overly large or small elements can make the content hard to read or overly cluttered.

Aligning elements consistently makes information flow logically, making it easier to follow. For instance, keeping notes under the respective slide thumbnails helps in retaining context.

Always preview before printing. Print speaker notes spaced evenly to avoid overlapping text and images. Proper alignment and scaling aid in presenting well-structured, legible material.

Finalizing Printing from Different Platforms

Printing PowerPoint slides with notes involves a few steps that vary depending on the platform you’re using. Whether you are using Windows, Mac, or opting for web and PDF formats, it’s crucial to follow specific steps to ensure a smooth printing process.

Printing from Windows and Mac Operating Systems

On Windows , open your PowerPoint presentation and hit Ctrl+P or navigate to File > Print . In the Print Layout options, choose Notes Page . This will print each slide with its corresponding notes underneath.

For Mac users in Microsoft PowerPoint for Mac :

• Open your slide deck.
• Navigate to File > Print .
• Click Show Details .
• Select PowerPoint in the layout dropdown.
• Choose Notes .

In both Windows and Mac, you will see a preview of what the printed notes pages will look like. Adjust printer settings as needed and then click Print .

Utilizing Web and PDF Options for Sharing

For web-based solutions or when sharing your slides as PDFs, follow these steps. In PowerPoint for Microsoft 365 or any recent versions like PowerPoint 2021, 2019, 2016, or 2013 , go to File > Save As > PDF . Ensure that Options includes Notes pages .

If you prefer using a web-based tool such as Adobe Acrobat :

• Open your PowerPoint file.
• Go to File > Print .
• Select Show Details .
• Choose Notes under Print Layout.
• Save as PDF and open in a PDF viewer for previewing.

Sharing via web or PDF is convenient for collaboration or distributing presentations. This method preserves the formatting and ensures all notes are visible just like in the PowerPoint application.

Related posts:

• How to Record a PowerPoint Presentation: Step-by-Step Guide for Professionals
• How to Crop a Picture into a Circle in PowerPoint: A Step-by-Step Guide
• How to Copy a Slide from One PowerPoint to Another: A Step-by-Step Guide
• How to Print PowerPoint with Notes: A Step-by-Step Guide
• How to Insert PDF into PowerPoint: A Step-by-Step Guide for Seamless Integration
• How to Convert PowerPoint to PDF: A Step-by-Step Guide
• How to Create a Timeline in PowerPoint: Step-by-Step Guide for Professionals
• How to Change Slide Size in PowerPoint: A Step-by-Step Guide
• How to Save a PowerPoint as a Video for Smooth Presentations
• How to Apply a Template to an Existing PowerPoint: Step-by-Step Guide
• How to Change Font on All Slides in PowerPoint: A Step-by-Step Guide
• How to Add Bullet Points in PowerPoint: Step-by-Step Guide for Beginners

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