Printing PowerPoints with Notes: A Comprehensive Guide

Printing Options: How To Print Powerpoints With Notes

How To Print Powerpoints With Notes

How To Print Powerpoints With Notes – When printing a PowerPoint presentation with notes, you have several options to customize the output. Understanding these options will help you achieve the desired results for different scenarios.

When it’s time to present, you may want to print your PowerPoint slides with notes to help you stay on track. To do this, simply click on the “File” menu and select “Print.” In the “Print” dialog box, make sure that the “Notes Pages” option is selected.

You can also choose to print your notes in color or black and white. Once you’ve made your selections, click on the “Print” button to print your slides with notes. If you’re looking for some fun and creative ways to use PowerPoint, be sure to check out our article on Fun Powerpoint Ideas . We’ve got tips on how to add interactivity, humor, and visual appeal to your presentations.

And when you’re ready to print your slides, don’t forget to include your notes to help you stay on track.


Choose between different layouts to determine how the slides and notes are arranged on the printed page. Options include:

  • Slides: Prints only the slides.
  • Artikel: Prints an Artikel of the presentation, including slide titles and notes.
  • Notes: Prints only the notes associated with the slides.
  • Handouts: Prints two or more slides per page, with notes below each slide.


Select the color mode for printing. Options include:

  • Grayscale: Prints in shades of gray.
  • Color: Prints in full color.
  • Pure Black and White: Prints in black and white, without shades of gray.


Adjust the scale of the printed output to fit the desired page size. Options include:

  • Fit to Page: Scales the slides to fit the entire page.
  • Custom: Allows you to specify the percentage of the original size at which to print.


Choose between portrait (vertical) or landscape (horizontal) orientation for the printed output.

Other Options

Additional options may include:

  • Print hidden slides: Include hidden slides in the printed output.
  • Print comments: Include any comments added to the slides.
  • Print page numbers: Add page numbers to the printed output.

Page Setup

How To Print Powerpoints With Notes

Optimizing page setup is crucial for printing PowerPoint presentations with notes effectively. Let’s explore how to adjust page orientation, margins, and slide size for optimal printing results.

To begin, you’ll need to understand the different page setup options available in PowerPoint.


Page orientation refers to the direction in which your slides will be printed. You can choose between portrait (vertical) or landscape (horizontal) orientation. Portrait orientation is typically used for presentations with more text, while landscape orientation is better suited for presentations with wider visuals or charts.


Margins are the blank spaces around the edges of your printed slides. You can adjust the margins to control how much of the slide is visible when printed. Wider margins can be useful for presentations that include a lot of notes or handouts, while narrower margins can help you fit more slides onto a single page.

If you’re presenting a PowerPoint with notes, you may want to print them out for easy reference. Here’s a quick guide on how to do it. Additionally, if you’re working with multiple objects in your slides, you may find it helpful to learn how to group them together.

Check out this comprehensive guide on How To Group In Powerpoint to streamline your workflow and enhance your presentation’s visual appeal. Returning to our topic, once you’ve grouped your objects, you can easily print your slides with notes, ensuring a seamless and professional presentation.

Slide Size, How To Print Powerpoints With Notes

Slide size refers to the dimensions of your printed slides. PowerPoint offers a variety of preset slide sizes, such as Standard (4:3) and Widescreen (16:9). You can also create custom slide sizes to meet your specific printing needs.

Custom Page Sizes and Orientations

In addition to the preset options, you can also create custom page sizes and orientations in PowerPoint. This can be useful for presentations that require specific printing formats, such as brochures or posters.

Header and Footer

Enhancing the printed presentations with headers and footers provides an organized and professional touch. These elements allow you to include essential information such as page numbers, dates, and custom text on each printed page.

Customizing headers and footers is a simple process. Within the ‘Page Setup’ options, navigate to the ‘Header/Footer’ tab. Here, you can choose from a variety of predefined options or create your own customized header and footer.

Page Numbers

Adding page numbers to the header or footer ensures easy navigation and helps keep track of the printed pages. You can choose to display page numbers in various formats, such as page X of Y, page X, or simply X.

Date and Time

Including the date and time in the header or footer can be useful for reference purposes. This is especially helpful when printing presentations for archival or record-keeping.

Custom Text

You can also add custom text to the header or footer. This could include your name, the presentation title, or any other relevant information. Custom text provides an opportunity to personalize your printed presentations and make them more informative.


Creating handouts with multiple slides per page is a convenient way to save paper and distribute presentation materials. PowerPoint offers flexible options to customize your handouts according to your specific needs.

Creating Handouts

To create a handout, navigate to the “File” tab and select “Print”. In the “Settings” section, choose “Handouts” from the “Print Layout” dropdown menu. This will display multiple slides on a single page.

Slides per Page

You can adjust the number of slides per page using the “Slides per Page” option. The default setting is “1” slide per page, but you can increase this number to fit more slides on a page. Consider the size and content of your slides when selecting the appropriate number.


PowerPoint allows you to include or exclude speaker notes on your handouts. To include notes, check the “Notes” box in the “Handouts” section. This will print your speaker notes below each slide.

Page Size and Orientation

You can customize the size and orientation of your handouts by selecting the appropriate options in the “Page Setup” section. Common page sizes include Letter, A4, and A3. You can also choose between portrait or landscape orientation.


PowerPoint offers various layout options for handouts, including vertical and horizontal orientations. You can preview the layout by clicking the “Preview” button before printing.

Advanced Printing Techniques

Slides handouts

In addition to the basic printing options discussed earlier, PowerPoint offers advanced printing techniques that provide greater control over the output. These techniques include duplex printing, booklet printing, and imposition.

Duplex printing allows you to print on both sides of the paper, saving paper and reducing waste. Booklet printing creates a document that can be folded into a booklet, making it easy to distribute and read. Imposition arranges multiple pages onto a single sheet of paper, which can be useful for creating posters or other large-format documents.

Duplex Printing

To set up duplex printing, select the “Print on Both Sides” option in the Print dialog box. You can choose to flip the pages on the long edge or the short edge, depending on your printer’s capabilities.

Booklet Printing

To set up booklet printing, select the “Booklet” option in the Print dialog box. You can choose to print the booklet in portrait or landscape orientation, and you can specify the number of pages per sheet.


To set up imposition, select the “Imposition” option in the Print dialog box. You can choose from a variety of imposition templates, or you can create your own custom template.


When printing PowerPoint presentations with notes, various issues can arise. This section will identify common problems and provide troubleshooting tips to resolve them effectively.

Print Quality Issues

– Grainy or pixelated prints: Ensure that the image resolution in PowerPoint is set to a high quality (300 dpi or higher) for optimal print results.
– Faded or dull colors: Calibrate your printer to ensure accurate color reproduction. Check the ink levels and replace cartridges if necessary.
– Smudged or smeared prints: Use high-quality paper designed for laser or inkjet printing to prevent smudging or smearing.

Formatting Issues

– Notes not printing: Verify that the “Notes Pages” option is selected in the Print Settings. Adjust the page orientation and margins to ensure notes are within the printable area.
– Text overlapping or cut off: Check the page margins and adjust them if necessary. Use smaller font sizes or adjust the text layout to prevent overlapping.
– Headers or footers not printing: Ensure that the “Headers and Footers” option is enabled in the Print Settings. Check the header and footer content and make sure it is not empty or hidden.

Page Break Issues

– Notes appearing on multiple pages: Adjust the page breaks in PowerPoint to control where notes are printed. Insert manual page breaks or use the “Fit to Page” option to optimize the layout.
– Notes missing from the last page: Check the page setup settings and ensure that the “Fit to Page” option is not enabled. Adjust the margins or insert a manual page break to include the missing notes.

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