Microsoft, Microsoft PowerPoint

How to Print Notes in PowerPoint

In this section, we will guide you on how to print notes in PowerPoint, enabling you to have a physical copy of your speaker notes for reference or distribution. Whether you need to print your notes for personal use or to share them with your audience, PowerPoint offers convenient printing options to meet your needs. By following these simple steps, you can easily print your notes alongside your slides and customize the layout to suit your preferences.

Before we dive into the printing process, make sure you have your PowerPoint presentation open and ready for printing.

Printing Options in Powerpoint

When it comes to printing your notes in PowerPoint, you have a variety of options to customize the layout and design of your printed materials. These options allow you to create professional-looking handouts that meet the specific needs of your audience. Here are some of the key printing options available:

Print Layouts

PowerPoint offers different print layouts to suit your requirements. You can choose to print just the slides, speaker notes, an outline, or handouts. By selecting the appropriate layout, you can ensure that your printed materials convey the right information in a clear and organized manner.

Color Options

PowerPoint allows you to decide whether you want to print in color, grayscale, or pure black and white. This flexibility gives you the freedom to align your printed materials with your branding or adjust them based on your audience’s preferences.

Header and Footer Editing

Before printing your slides and notes, you can customize the header and footer to include additional information. This feature is particularly useful if you want to add slide numbers or other relevant details to your handouts.

Overall, the printing options in PowerPoint enable you to create visually appealing and informative printed materials that enhance the impact of your presentations. By understanding and utilizing these options, you can deliver professional-quality handouts that leave a lasting impression on your audience.

Printing Options Description
Print Layouts Choose between slides, notes, outline, or handouts
Color Options Select color, grayscale, or black and white
Header and Footer Editing Add slide numbers or other relevant details

Exporting Speaker Notes to Word

Exporting your speaker notes from PowerPoint to Word can be a useful way to further customize and enhance your presentation materials. By exporting to Word, you gain access to advanced formatting options and the ability to create comprehensive handouts or reference materials. Here’s how you can export your speaker notes.

Step 1: Open the Export Menu

To begin the export process, open your PowerPoint presentation and click on the “File” tab located in the top left corner of the screen. From the dropdown menu, select the “Export” option.

Step 2: Choose Handouts and Create

Within the Export menu, select the “Create Handouts” option. This will open the “Send to Microsoft Word” dialog box. Here, you can choose between two page layout options: “Notes next to slides” or “Notes below slides.” Select the layout that best suits your needs, and then click the “Create Handouts” button to proceed.

Step 3: Customize and Print

After clicking “Create Handouts,” a copy of your speaker notes pages will open in Microsoft Word. At this point, you can further customize the layout, font, and formatting of your notes. Once you’re satisfied with the appearance of your handouts, you can print them directly from Word or save them as a PDF for future use.

Step Description
Step 1 Open the Export Menu
Step 2 Choose Handouts and Create
Step 3 Customize and Print

Using Presenter View for Referencing Notes

In Powerpoint, Presenter View offers a valuable tool for referencing your notes while delivering your presentation. With Presenter View, you can easily access your speaker notes and keep track of the slide being displayed. This feature is especially useful when presenting from a laptop or using a projector.

To enable Presenter View, go to the Slide Show tab and check the “Use Presenter View” option. If you have multiple monitor capability, you can connect your laptop to a projector and display the Presenter View on your laptop while the audience sees the Slide Show view. This allows you to confidently deliver your presentation while keeping your notes readily available.

If you don’t have a projector or second monitor, you can still use Presenter View for practice. Simply right-click during the Slide Show and select “Show Presenter View” to access your notes area and navigate through your slides.

To make the most of Presenter View, ensure that your notes are clear and concise. Use bullet points or numbered lists to outline key points and refer to them as you deliver your presentation. By utilizing Presenter View, you can enhance your presentation skills and deliver a seamless and professional experience for your audience.

Presenter View Features:

  • Access to speaker notes
  • Ability to view the current slide
  • Easy navigation through slides
  • Presenter-only view

Benefits of Using Presenter View:

  1. Enhanced presentation delivery
  2. Quick access to notes and slide content
  3. Improved confidence and engagement with the audience
  4. Ability to easily reference important information
Device Presenter View Availability
Laptop Yes
Projector Yes
Single Monitor No (but available for practice)


Printing options, presenter view, customization – these are just a few of the powerful features that Powerpoint offers for enhancing your presentations and ensuring that your speaker notes are seamlessly integrated into your slides. By following the simple steps outlined in this guide, you can easily print your notes alongside your slides, customize the layout and color options to suit your preferences, and export them to Word for further editing and printing.

But printing is just one aspect of managing your Powerpoint notes. With the Presenter View, you can confidently deliver your presentation while having access to all the necessary information. Whether you’re using a laptop or a projector, the Presenter View allows you to reference your notes discreetly, ensuring a professional and engaging delivery.

With an array of printing options and the flexibility of Presenter View, Powerpoint empowers you to create and present high-quality slides with comprehensive speaker notes. So take advantage of these features, unleash your creativity, and captivate your audience with captivating visuals and well-crafted presentations.


How do I print notes in Powerpoint?

To print notes in Powerpoint, click on the File menu and select Print. Choose the printer you want to use and under Settings, select Full Page Slides. Then, choose Notes Pages under Print Layout and click Print to start printing your notes.

Can I print the notes without slide thumbnails?

Yes, you can print the notes without slide thumbnails. Open each slide in Notes Page view, delete the slide thumbnail from each of the notes pages, and then proceed with the printing steps mentioned earlier.

What are the printing options in Powerpoint?

Powerpoint offers various printing options such as printing just the slides, speaker notes, an outline, or handouts. You can also customize the number of slides per page, print in color, grayscale, or pure black and white, and edit the header and footer before printing.

How do I export speaker notes to Word?

To export speaker notes to Word, open your presentation, select File, then Export, and choose to create handouts. Click Create Handouts and select “Notes next to slides” or “Notes below slides” as your page layout option.

How can I use Presenter View to reference my notes?

To use Presenter View, go to the SLIDE SHOW tab and ensure that “Use Presenter View” is checked. If you have multiple monitor capability, connect your laptop to a projector and display the Presenter View on your laptop. If you don’t have a projector or second monitor, you can still use Presenter View for practice by right-clicking during the Slide Show and selecting “Show Presenter View”.

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