How to Print PowerPoint Slides with Notes

Cover for how to print PowerPoint slides with notes

Before finalizing your presentation, you might be interested in printing and reviewing your slides and notes. In a previous post, we showed you how to add speaker notes in PowerPoint and export them to Word. This time, we will show you how to print speaker notes in PowerPoint.

How to Print PowerPoint with Notes on a PC

To print PowerPoint with speaker notes on Windows for your PowerPoint templates, go to File -> Print and select the slides you want to print from the first drop-down menu under Settings. This can include all slides, the current slide, or a custom slide range.

Select slide to print with notes in PowerPoint desktop version

If you want to learn how to add speaker notes in PowerPoint, we recommend our guide with video tutorials and simple examples.

Print Slides and Notes

Once you get to the printer options, go to Settings, open the menu that says Full Page Slides and select Notes Pages.

Print Layout options in PowerPoint to access Note Pages

Before printing your slides and notes, you can also choose to print them in Grayscale or Color (depending on your printer type and preferences). Other options in the Settings section will allow you to choose the slides, the slide numbers, the slide order (Collated or Uncollated) to print and the slide orientation (Portrait or Landscape).

You will get a print preview to see how your printed notes appear. Adjust any further settings from the Print menu, including selecting your required printer or adjusting the orientation to portrait or landscape, paper quality, or other printer properties, and click Print to print your notes with slide thumbnails.

Print preview for PowerPoint notes

How to Print PowerPoint with Notes on Mac

Printing notes in PowerPoint for Mac is similar to the PC version. To print PowerPoint notes on Mac, go to File -> Print and select the slides to print.

Select Notes from the Layout dropdown menu. 

You will see a print preview on the left. Adjust your printer settings according to need and click Print to print your slides and notes.

How to Print PowerPoint with Notes using PowerPoint for the Web

Printing PowerPoint with notes is slightly different when using PowerPoint for the web (also known as PowerPoint Online). If you have been wondering how to print notes in PPT using PowerPoint for the web, follow the steps below.

To print your notes, open your presentation with PowerPoint for the web and go to File -> Print

Options to print PowerPoint document with notes via Web (OneDrive)

In the next step, select Print Notes Pages.

Print Note Pages option in OneDrive

A pop-up will appear, asking you to open the file in PDF for printing. Click Open PDF to proceed further.

Open PDF option OneDrive

You can print slides with notes on PowerPoint for the web once the PDF file is loaded. Unlike PowerPoint for PC or Mac, PowerPoint for the web first converts your slides with notes to the Portable Document Format (PDF) before making them available for printing. Adjust your printer settings according to need and click Print to print your notes.

Printing Slides and Notes with Formatting

Sometimes, mere text isn’t enough. This is why one needs to add images and notes with custom formatting. You can do this by going to View (tab) –> Notes Master.

While you can add formatting to your notes via View (tab) –> Notes Page, however, to add ‘art’ (e.g. shapes or a company logo), you will require switching to Notes Master.

Notes Master in PowerPoint

Once in the Notes Master, you can stylize your content, as well as add images, shapes, symbols, background styles, etc.

Stylize speaker notes in PowerPoint

Once you have formatted your notes using Notes Page or Notes Master, go to File –> Print –> Settings  and select Notes Pages, followed by Print to print your slides with stylized speaker notes.

Print stylized notes

Final Words

By printing speaker notes, you can better assess your slide decks for preparing ahead for the presentation day. You can print PowerPoint slides with notes using the Print menu in PowerPoint. However, unlike PowerPoint for PC or PowerPoint for Mac, using PowerPoint for the web for printing notes requires exporting them to PDF format. However, the capability to print notes with slides is the same for the web version of PowerPoint.

For demonstrative purposes, we used the Creative 3D Box Diagram Template for PowerPoint for this post. If you want to download high-quality PowerPoint Templates with customizable slide objects, see our gallery for Premium PowerPoint Templates and refer to plans and pricing details for our catalogue of 7000+ PowerPoint Templates.

Microsoft PowerPoint, PowerPoint Tips, Speaker Notes
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