PowerPoint Tutorial: How To Print PowerPoint With Notes

Adding speech or presentation notes to your PowerPoint slides is fairly easy. If you’d like to have a printed copy of your notes, you don’t have to copy and paste everything into Microsoft Word just to print from there. In this PowerPoint Tutorial, you’ll learn how you can easily print your PowerPoint slides along with all your notes for each slide.

Why Print Your PowerPoint With Notes?

There are quite a few reasons why you may want to print your PowerPoint with notes. Here are some of them.

  1. Feeling more comfortable holding a physical copy of the notes as opposed to reading it off a screen.
  2. Don’t have access to a dual screen setup where your audience sees just the presentation slides while you view your slides + notes on a second screen.
  3. Want to share your notes with your audience or you’re required to (for example, it’s a requirement for school or work).

How To Add Notes To Your PowerPoint Presentation?

If you’re unsure of how you can add notes to your slides, here’s a quick 2-step tutorial:

  1. In Normal view, click on the Notes icon at the bottom of your PowerPoint screen:

Alternatively, you can also go to View > Normal. Then in the Show section, click on Notes, like below:

  1. The text box below will then appear at the bottom of your slide. It will have the text ‘Click to add notes’. That’s it. Start typing your notes into the text box!

How To Add More Than Text To Your Presentation Notes

If you want to insert pictures or draw something on your notes, this is also possible. However, you can’t do it in Normal View. Here’s how you do it:

  1. On your PowerPoint ribbon, go to View > Notes Page.  
  2. You will then see the notes page for each of your slides. This is what my first slide’s notes page looks like:

This is what the numbers above mean:

1 – This is the slide associated with this notes page.

2 – This is the note I wrote. This note is also visible in Normal View.

3 – There’s a lot of blank space on the notes page. In here you can add non-text content such as shapes, tables, pictures, and more. These non-text content won’t appear in the notes text box in Normal View. However, when you print out your PowerPoint with notes (which is what you will learn how to do in a bit), everything in the notes page gets printed.

4 – This is the notes page number. This corresponds to the slide number. So for slide 1, the notes page number would be 1 as well.

How To Print Your PowerPoint Slides With Notes

There are quite a number of ways you can print your slides and their corresponding notes. We will go through each of them in this article. To access the Print options follow these steps:

  1. Go to File > Print or simply press CTRL+P on your keyboard. Under Settings, click on the box that says ‘Full Page Slides’ to see all the available printing options.
  2. You will then see this menu below. It’s divided into two sections: Print Layout and Handouts.

The Three Options In Print Layout

  1. Full Page Slides. Choose this option if you just want to print the slides WITHOUT including your notes. Each slide will occupy the full page. Here’s the print preview:
  2. Notes Page. Choose this option if you want to print your slides WITH the notes. Here’s the print preview:
  3. Outline. Choose this option if you just want to print the outline (no slides and no notes).

9 Options When Printing Handouts

  1. 1Slide Handout (1 slide per page). Choose this option if you want to print only 1 slide per page.
  2. 2 Slides Handout (2 slides per page). Select this option if you want to print two slides per page.
  3. 3 Slides Handout (3 slides per page). Choose this option if you want your printed page to include 3 slides. It even includes spaces to the right so you scribble extra notes if you want.
  4. 4 Slides Horizontal Handout (4 slides per page). Choose this option if you want to print 4 slides in a horizontal manner.
  5. 4 Slides Vertical Handout (4 slides per page). Choose this option if you want to print 4 slides in a vertical manner.
  6. 6 Slides Horizontal Handout (6 slides per page). Choose this option if you want to print 6 slides in a horizontal layout.
  7. 6 Slides Vertical Handout (6 slides per page). Choose this option if you want to print 6 slides in a vertical layout.
  8. 9 Slides Horizontal (9 slides per page). Select this option if you want to print 9 slides on a page. Slides will be laid out horizontally.
  9. 9 Slides Vertical (9 slides per page). Select this option if you want to print 9 slides on a page. Slides will be laid out vertically.

Final Words

There are plenty of benefits to printing your PowerPoint presentation with notes. However, if you can avoid printing and just going with a soft copy, then, by all means, do so. After all, printing does leave a lot of carbon footprint so print only when you absolutely need to do so. ☺

You might also find this interesting: Net Neutrality: What It Is, And Why Great Design Is More Important Than Ever