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Home / News / How to Print PowerPoint with Notes: 3 Effective Ways

How to Print PowerPoint with Notes: 3 Effective Ways

By Demi | Follow twitter | Updated on April 7, 2024
Printing your PowerPoint slides with notes while preparing for a presentation can help you deliver a more engaging and informative presentation. The notes can function as valuable handouts. You can provide additional context, key points, or reminders for your audience by including speaker notes. In this article by SwifDoo PDF, we will show you how to Print PowerPoint with Notes in three ways.

Way 1: Print Slides with Notes in PowerPoint

The process for printing slides with notes can vary depending on whether you're using a Windows PC or a Mac. Here, we will cover both Windows and Mac operating systems. Let's dive in.

On Windows

When printing PowerPoint slides with notes, you have the option to include a thumbnail or print only the notes.

Print Notes with Slide Thumbnails

To print notes in PowerPoint with slide thumbnails, do the following.

Step 1: Open your PowerPoint slides and click File > Print;

Step 2: Choose the printer you want in the Printer section

Step 3: Under Settings, click the down arrow next to Full Page Slides, and select Notes Pages under Print Layout.

Print PowerPoint with notes way 1-1

Step 4: Tap the Print button to print your PPT with notes.

Note: Each printed page can only contain one slide along with its accompanying notes.
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Print Notes without Slide Thumbnails

If you only want to print notes in PowerPoint, you'll have to manually remove the slide thumbnails from the Notes pages. That won't delete the slides from your presentation. It just deletes the slide thumbnails from the printed notes pages. Here's the method:

Step 1: Select View > Notes to open each slide in Notes Page view;

Print PowerPoint with notes way 1-2

Step 2: To remove the slide thumbnail from each notes page, click on each notes page one by one. Then, select the slide thumbnail on each page and press the Delete key;

Step 3: Select File > Print and choose the printer you want;

Step 4: Under Settings, select the down arrow next to Full Page Slides, and choose Notes Pages under Print Layout.

Step 5: Click Print to print your notes pages

On Mac

While PowerPoint for Mac offers a range of powerful features, printing slides with notes may not be as straightforward as it seems. Let's walk you through it.

Step 1: Open your PowerPoint slides, click File > Print, and hit Show Details in the pop-up window;

Step 2: Select Notes from the Layout dropdown menu and finish other printing settings;

Print PowerPoint with notes way 1-3

Step 3: Check the print preview on the left side and hit Print if everything is OK.

Way 2: Print PowerPoint with Notes Via Word

Microsoft Word offers a convenient solution for enhancing PowerPoint presentations: creating editable handouts. This feature enables you to tailor handouts to your audience's needs, making them more engaging and informative. If you're printing PowerPoint notes to create handouts and want to customize them further, Microsoft Word is the tool to use.

Step 1: Open your presentation in PowerPoint and tap File > Export. Then, select Create Handouts and click Create Handouts;

Print PowerPoint with notes way 2-1

Step 2: Choose a page layout in the Send to Microsoft Word window, select Paste at the bottom and hit OK;

Print PowerPoint with notes way 2-2

Step 3: A new Word document will be created and opened. Edit the new file as needed, then click File > Print to print it.

Way 3: Save PowerPoint as PDF with Notes to Print

In order to ensure your presentation is printed exactly as you want, we suggest you save PowerPoint as a PDF first before printing.

Step 1: Click File > Export > Create PDF/XPS Document > Create PDF/XPS;

Print PowerPoint with notes way 3-1

Step 2: Click the Options button below. Choose Notes pages in the Publish what section. Tap OK to save the settings;

Print PowerPoint with notes way 3-2

Step 3: Click Publish to save the PowerPoint as PDF with notes;

Step 4: Check the PDF file with your PDF viewer. If everything goes well, press Ctrl + P to initiate the printing process.

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Final Words

Printing PowerPoint with notes to make handouts can significantly enhance the effectiveness of your presentations. It is simple for both Windows and Mac operating systems.  Additionally, utilizing Microsoft Word offers another level of customization. Saving your presentation as a PDF with notes ensures that your content is printed as you intend.


Q:How can I show notes in PowerPoint on my iPhone?

To display notes in PowerPoint on an iPhone, locate the presenter notes icon, which resembles a piece of paper poking up from the bottom of the page. Tap the edit notes icon (shaped like a pencil) to view and edit the notes. To hide presenter notes, tap the "x" or anywhere on your slide.

Demi is curious about the technology field and is always passionate to explore new things. She is now working as a copywriter for this website. Demi will introduce many useful tips to improve your workflow.

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