Guide: Printing PowerPoint Slides with Notes Included

Okay, here’s a comprehensive article (approximately 5000 words) detailing how to print PowerPoint slides with notes, covering various scenarios, options, and troubleshooting tips.

Guide: Printing PowerPoint Slides with Notes Included – A Comprehensive Resource

PowerPoint presentations are a cornerstone of modern communication, used in everything from classrooms to boardrooms. While the visual impact of slides is crucial, the speaker’s notes often contain essential context, supporting data, and expanded explanations that aren’t displayed on the slides themselves. Printing slides with these notes is vital for several reasons:

Speaker Preparation: Having a hard copy of your slides with notes allows you to rehearse your presentation without relying on a screen. You can make annotations, highlight key points, and practice your delivery with a physical reference.
Audience Handouts: Providing your audience with printed slides and notes gives them a comprehensive record of your presentation. This is particularly useful for complex topics, workshops, or training sessions where attendees need to follow along and take their own notes.
Archiving and Review: Printed copies serve as a valuable archive of your presentation, including all the supporting information in your notes. This is helpful for future reference, collaboration, or repurposing content.
Accessibility: Printed handouts can be more accessible for audience members with visual impairments or those who prefer a physical copy for note-taking.

This guide provides a step-by-step walkthrough of how to print PowerPoint slides with notes, covering different versions of PowerPoint, various printing options, and troubleshooting common issues. We’ll explore methods for both Windows and macOS, as well as delve into advanced customization options.

I. Printing Slides with Notes in PowerPoint for Windows (Latest Versions – 365, 2021, 2019, 2016)

The process for printing slides with notes in recent versions of PowerPoint for Windows is generally consistent. Here’s the most common and reliable method:

Open Your Presentation: Launch PowerPoint and open the presentation you want to print.
Access the Print Menu:
- Click the File tab in the top-left corner of the PowerPoint window.
- Select Print from the left-hand menu. (Alternatively, you can use the keyboard shortcut Ctrl + P).
Choose Your Printer:
- Under the Printer section, ensure the correct printer is selected. If you have multiple printers installed, click the dropdown menu and choose the desired printer.
Select “Notes Pages” Layout:
- This is the crucial step. Under the Settings section, you’ll see a dropdown menu that likely defaults to “Full Page Slides.” Click this dropdown.
- From the options, select Notes Pages. This setting tells PowerPoint to print each slide on the top half of the page and the corresponding speaker notes on the bottom half.
Configure Other Print Options (Optional):
- Slides: By default, PowerPoint will print all slides. You can specify a range of slides to print:
  - Print All Slides: Prints the entire presentation.
  - Print Selection: Prints only the slides you’ve currently selected in the slide sorter view.
  - Print Current Slide: Prints only the slide currently displayed in the main editing window.
  - Custom Range: Allows you to enter specific slide numbers or ranges (e.g., 1, 3-5, 7).
- Collated/Uncollated: If you’re printing multiple copies, you can choose whether to print them collated (pages in order for each copy) or uncollated (all copies of page 1, then all copies of page 2, etc.).
- Color/Grayscale/Pure Black and White: Choose the color mode for your printout. Grayscale or black and white can save ink, especially for presentations with many images.
- Frame Slides: Adds a thin border around each slide on the printed page.
- Scale to Fit Paper: Automatically adjusts the size of the slides and notes to fit the selected paper size. This is usually recommended.
- High Quality: Prints at the highest possible resolution for your printer, resulting in sharper images and text. This may increase printing time.
Adjust Page Setup (Optional):
- Click the Page Setup link (usually located below the “Notes Pages” dropdown or in a separate section depending on your PowerPoint version).
- Here, you can adjust:
  - Slide Size: Choose from standard sizes (e.g., Letter, A4) or set a custom size.
  - Orientation: Select Portrait (vertical) or Landscape (horizontal). Notes Pages are typically best printed in Portrait orientation.
  - Slides Per Page: While we’re focusing on “Notes Pages” (which is effectively one slide per page with notes), you could technically print multiple slides per page and still include notes, but this is generally not recommended as the notes become extremely small and difficult to read. We’ll cover alternative layouts later.
  - Headers and Footers: Add headers and footers to your printed pages. This is useful for including page numbers, the presentation title, the date, or other information.
Preview Your Printout:
- Before printing, use the print preview on the right side of the Print menu to ensure everything looks correct. Scroll through the preview pages to verify that the slides and notes are displayed as expected.
Click Print:
- Once you’re satisfied with the settings and preview, click the Print button to start printing.

II. Printing Slides with Notes in PowerPoint for macOS (Latest Versions – 365, 2021, 2019, 2016)

The process on macOS is very similar to Windows, with slight variations in the interface:

Open Your Presentation: Launch PowerPoint and open the presentation.
Access the Print Menu:
- Click File in the top menu bar.
- Select Print. (Or use the keyboard shortcut Command + P).
Choose Your Printer:
- At the top of the Print dialog, select your desired printer from the dropdown menu.
Select “Notes” Layout:
- This is the key step, and the location of this setting might vary slightly depending on your macOS and PowerPoint versions. Look for a dropdown menu labeled Layout, Copies & Pages, or similar.
- From this dropdown, select Notes. This option is equivalent to “Notes Pages” on Windows.
Configure Other Print Options (Optional):
- Slides: Choose to print all slides, a specific range, or the current slide. The options are usually presented in a similar way to the Windows version.
- Copies: Enter the number of copies you want to print.
- Collated: Check this box to print multiple copies in order (page 1, 2, 3, then 1, 2, 3 again).
- Color/Black & White: Choose your color mode. The options might be labeled differently (e.g., “Color” vs. “Black & White” instead of “Grayscale”).
- Two-Sided: If your printer supports duplex printing, you can enable this option to print on both sides of the paper.
Adjust Page Setup (Optional):
- Look for a button or link labeled Page Setup, Paper Size, or similar.
- Here you can adjust:
  - Paper Size: Select the appropriate paper size (e.g., Letter, A4).
  - Orientation: Choose Portrait or Landscape. Portrait is generally best for Notes.
  - Scale: Adjust the scaling percentage. “Scale to Fit Paper” is usually a good option.
** Access Additional Options (Show Details):**
- Many macOS print dialogs have a Show Details button (often represented by a downward-pointing arrow). Click this to reveal more advanced options.
- Within the expanded options, you might find settings specific to PowerPoint, such as:
  - Headers and Footers: Add headers and footers to your printed pages.
  - Frame Slides: Add borders around your slides.
Preview Your Printout:
- The print preview (usually on the left side of the dialog) shows how your pages will look. Scroll through to check the layout and notes.
Click Print:
- When you’re ready, click the Print button.

III. Printing Slides with Notes in Older Versions of PowerPoint (2013, 2010, 2007)

While the core concepts remain the same, the interface and specific wording might differ in older PowerPoint versions. Here’s a general guide:

Open Your Presentation: Launch PowerPoint and open your file.
Access the Print Menu:
- PowerPoint 2010/2013: Click the File tab, then select Print. (Ctrl + P).
- PowerPoint 2007: Click the Microsoft Office Button (the round button in the top-left corner), then select Print. (Ctrl + P).
Choose Your Printer: Select your printer from the dropdown menu.
Select “Notes Pages” Layout:
- Look for a section labeled Print What or Settings.
- Within this section, find a dropdown menu. The exact label might vary (e.g., “Full Page Slides,” “Handouts,” “Print What”).
- Select Notes Pages from this dropdown.
Configure Other Print Options (Optional):
- Slide Range: Specify which slides to print (All, Current Slide, Selection, Custom Range).
- Copies: Enter the number of copies.
- Collated: Choose whether to collate multiple copies.
- Color/Grayscale: Select the color mode.
- Other Options: Look for checkboxes or options related to:
  - Frame Slides
  - Scale to Fit Paper
  - High Quality
Adjust Page Setup (Optional):
- There might be a Page Setup button or link, or these options might be integrated into the main Print dialog.
- Adjust Orientation (Portrait/Landscape), Paper Size, and potentially Headers and Footers.
Preview: Use the print preview to check the layout.
Print: Click the Print or OK button.

IV. Alternative Layouts and Considerations

While “Notes Pages” is the standard for printing slides with notes, there are other layouts and scenarios to consider:

Handouts (Multiple Slides Per Page) with Notes (Not Recommended):

You can technically choose a Handouts layout (e.g., 3 slides per page) and still include notes, but this is strongly discouraged. The notes will be printed in a very small font size, making them almost illegible. This method is only viable if your notes are extremely brief (a few words per slide).

To attempt this (again, not recommended):
1. Follow the steps to access the Print menu.
2. Choose a Handouts layout (e.g., 3 slides per page).
3. Crucially, you must also select Notes Pages first, then change to the Handouts layout. This is a somewhat hidden feature, and the exact steps might vary slightly between PowerPoint versions. The idea is to “trick” PowerPoint into including the notes even with a Handout layout.
4. Preview carefully! The notes will likely be very small.
Printing Notes Only (Without Slides):

Sometimes, you might only need to print your speaker notes, without the slides. This is useful for creating a script or outline for your presentation.
1. Switch to Notes Page View: Go to the View tab and click Notes Page. This shows each slide with its notes below, similar to how it will print.
2. Edit Notes (Optional): In Notes Page view, you can edit your notes directly. This is a good opportunity to format them for printing (e.g., adjust font size, add line breaks).
3. Print: Go to File > Print (or Ctrl + P).
4. Select “Notes Pages”: Even though you’re already in Notes Page view, you still need to select Notes Pages in the Print settings to ensure only the notes are printed. The preview should reflect no slide.
Printing Outline View:

The Outline view provides a text-based representation of your presentation, showing the slide titles and bullet points. This can be a useful handout for summarizing the key points of your presentation. It does not include the speaker notes themselves.
1. Switch to Outline View: Go to the View tab and click Outline View.
2. Print: Go to File > Print (or Ctrl + P).
3. Select “Outline”: In the Print settings, choose Outline from the layout options (instead of “Full Page Slides” or “Notes Pages”).
4. You may want to adjust the outline level shown for printing purposes.
Exporting to PDF with Notes:

Instead of printing directly, you can export your presentation to a PDF file, which preserves the layout and notes. This is a great option for sharing your presentation electronically while still providing the notes to the recipient.
1. File > Export (or Save As): The exact wording might vary depending on your PowerPoint version.
2. Choose PDF: Select PDF as the file type.
3. Options: Before saving, click the Options button (this is crucial).
4. Publish what: In the Options dialog, under “Publish what,” select Notes pages.
5. Save: Click OK and then Save to create the PDF.
The resulting PDF will have the same layout as if you had printed using the “Notes Pages” option.

V. Customizing the Appearance of Your Printed Notes

PowerPoint provides several ways to customize the appearance of your printed notes pages, allowing you to control the font, size, layout, and more:

Notes Master:

The Notes Master is the template that controls the default formatting for all notes pages in your presentation. Modifying the Notes Master is the most efficient way to make global changes to the appearance of your notes.
1. Access Notes Master: Go to the View tab and click Notes Master.
2. Customize: You’ll see a template with placeholders for the slide image and the notes text. You can:
  - Change Font: Select the notes placeholder and use the standard font formatting options (font type, size, color, bold, italics, etc.) on the Home tab.
  - Adjust Placeholder Size and Position: Click and drag the borders of the slide image and notes placeholders to resize them or move them around the page.
  - Add Background Elements: You can add shapes, images, or other elements to the Notes Master background. These will appear on all printed notes pages.
  - Headers and Footers: Customize the header and footer content and formatting.
3. Close Notes Master: When you’re finished, click Close Master View on the Notes Master tab.
Notes Page View (Individual Slide Edits):

While the Notes Master controls the overall template, you can also make changes to the notes for individual slides in Notes Page view.
1. Switch to Notes Page View: Go to the View tab and click Notes Page.
2. Select a Slide: Click on the slide you want to edit.
3. Edit Notes: Click within the notes text area and make your changes. You can:
  - Change Font: Use the standard font formatting options.
  - Add Paragraph Formatting: Use paragraph formatting options (line spacing, indentation, bullets, numbering).
  - Insert Images or Objects: You can even insert images or other objects directly into the notes area (although this is generally not recommended for printed notes).
4. These individual edits will override the Notes Master settings for that specific slide.
Print Settings (Limited Customization):

The Print settings themselves offer some limited customization options, such as:
- Headers and Footers: You can add and format headers and footers in the Print settings (or Page Setup).
- Frame Slides: Add a border around each slide.

VI. Troubleshooting Common Printing Issues

Here are some common problems you might encounter when printing PowerPoint slides with notes, and how to solve them:

Notes Not Printing:
- Incorrect Layout: The most common reason is that you haven’t selected Notes Pages (or Notes) in the Print settings. Double-check this setting.
- Empty Notes: If a slide doesn’t have any speaker notes, the notes area will be blank on the printed page. Make sure you’ve actually added notes to the slides you’re printing.
- Hidden Notes: In rare cases, notes might be “hidden.” Go to View > Notes Page and make sure the notes are visible. If the notes text box is very small or positioned off-screen, you might need to resize or reposition it.
- Printer Driver Issues: An outdated or corrupted printer driver can sometimes cause printing problems. Try updating your printer driver or reinstalling it.
- PowerPoint Glitch: Restart PowerPoint, and sometimes restart your whole computer, to try again.
Notes Too Small:
- Handouts Layout: If you accidentally selected a Handouts layout (multiple slides per page), the notes will be very small. Switch to Notes Pages.
- Notes Master Font Size: The default font size in the Notes Master might be too small. Go to View > Notes Master and increase the font size in the notes placeholder.
- Individual Slide Font Size: If you’ve manually reduced the font size for specific slides in Notes Page view, those slides will have smaller notes. Increase the font size in Notes Page view.
- Scaling Issues: Make sure “Scale to Fit Paper” is enabled in the Print settings. If you’re using a custom scale, try increasing it.
Notes Cut Off:
- Notes Too Long: If your notes are very long, they might not fit on a single page. PowerPoint will typically continue the notes on the next page, but the transition might be awkward. Try to condense your notes or break them up across multiple slides.
- Placeholder Size: The notes placeholder in the Notes Master might be too small. Go to View > Notes Master and increase the size of the notes placeholder.
- Margins: Check your page margins in Page Setup. If the margins are too large, they might be cutting off the notes. Reduce the margins.
- Printer Limitations: Some printers have a “non-printable area” around the edges of the page. If your notes are very close to the edge, they might be cut off. Adjust the margins or the position of the notes placeholder.
Slides Not Printing Correctly:
- Wrong Slide Range: Make sure you’ve selected the correct slide range in the Print settings.
- Hidden Slides: If you have hidden slides, they won’t be printed unless you specifically choose to include them (usually an option in the Print settings).
- Printer Driver Issues: As with notes problems, an outdated or corrupted printer driver can cause issues with printing slides.
Print Preview Doesn’t Match Printout:
- Printer Driver Discrepancies: Sometimes, the print preview might not perfectly reflect what your printer will produce. This is often due to differences between how PowerPoint renders the preview and how your printer driver handles the print job.
- Printer Settings: Check your printer’s specific settings (accessible through the Properties or Preferences button in the Print dialog). There might be settings that are overriding PowerPoint’s settings.
- Save and Restart: Save the presentation, close PowerPoint, and restart.
Color Issues (Printing in Black and White When You Want Color):
- Print setting is wrong: Double check that you have selected Color rather than Grayscale.
- Printer setting is wrong: The printer itself may be set to black and white only. Access this via Printer Properties.
Headers/Footers Not Printing or Incorrect:
Make sure you set these correctly via View > Notes Master.

VII. Advanced Tips and Techniques

Use a Consistent Font and Size: For a professional look, use a consistent font and size for all your notes. This makes the printed handouts easier to read.
Format Notes for Readability: Use paragraph formatting (line spacing, indentation, bullets, numbering) to make your notes more organized and readable.
Consider Using a Sans-Serif Font: Sans-serif fonts (like Arial or Calibri) are generally considered easier to read on screen and in print than serif fonts (like Times New Roman).
Avoid Excessive Formatting: Don’t go overboard with bolding, italics, or different colors in your notes. Too much formatting can be distracting.
Proofread Carefully: Always proofread your notes before printing to catch any typos or errors.
Test Print: Before printing a large number of copies, do a test print of a few pages to make sure everything looks correct.
Keyboard Shortcuts: Use shortcuts. Ctrl + P is print, Ctrl + A is select all. These are often quicker.
Use Presenter View: Although this guide is focused on printing, Presenter View on PowerPoint is extremely helpful for using your notes during a presentation. You can see your notes, the current slide, and the next slide, all on your laptop screen, while the audience only sees the current slide.
Consider a PDF Editor: If you need to make significant edits to your notes after exporting to PDF, you can use a PDF editor (like Adobe Acrobat) to modify the text.

VIII. Conclusion

Printing PowerPoint slides with notes is a straightforward process, but understanding the various options and potential issues can help you create professional and effective handouts. By following the steps outlined in this guide, you can ensure that your printed materials accurately reflect your presentation content and provide valuable support for both you and your audience. Remember to choose the correct layout (“Notes Pages”), customize the appearance of your notes as needed, and troubleshoot any problems that may arise. With a little practice, you’ll be able to confidently print your PowerPoint presentations with notes every time.

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