We will teach you how to print Powerpoint with Notes. They can be a great solution to print learning materials from your class at college. Sometimes, even printing a hard copy can be a confusing task and it can add burden to an already heavy ordeal of being in college.
If you’re not familiar with notes in Microsoft PowerPoint, they’re a powerful feature that lets you create annotations with information regarding your slides. Creating notes for each slide can be extremely useful for reviewing prior to presentations; you can add any type of content you want to notes, from timing and speaking commentary for yourself to images and references.
When PowerPoint presentations rely so much on condensed information, it helps to have annotations to remind yourself of salient points you may want to review and expand on. You can also use notes to create expanded, annotated handouts of slides for your listeners to follow along with the enhanced information you may not have time to go over during your presentation.
How To Print Powerpoint with Notes
Creating a Notes Page
Before we look at how to print powerpoint with notes, let’s look at how to create one first. You’ll need to be in Normal View; check the View tab on the Microsoft PowerPoint ribbon and look for the Presentation Views group. From that group, you can select Normal View.
Now you’ll be able to view the Notes pane below your main workspace. In the upper left-hand corner, click “Click to add notes” and begin typing to create and save notes. Notes can even be formatted with headers and footers.
Looking at the Notes Page View
Click Notes Page View to get an idea of what your notes pages will look like when you’re finished; this view will show you a half-page view of your slide on a standard size page, with the bottom half taken up by your notes section. You also need to be in Notes Page view to add advanced formatting and content, including images. You can find this under Presentation Views as well. It’s easy to switch back and forth between Notes View and Normal View. However, to control global formatting and assets, you need to access the Notes Master.
Understanding the Notes Master
In order to understand how to print Powerpoint with Notes, we will focus first on the Notes Master. The Notes Master is accessed in the Views tab under Master Views, in the group to the right of Presentation Views. When you click Notes Master, you’ll see a page similar to what you’ll find in Notes Page View, only now where the slide belongs you’ll see a hierarchy of text that says “Click to edit Master title style.” If you click this it will take you to the Slide Master, but what you want is the Notes Master section underneath.
This looks similar to the Slide Master section, except the formatting is simpler. You can change that by clicking on it to open Notes Master and adjusting the default styles for headers, subheaders, and different tiers. You can add colors, change fonts, insert logos, and more. When you’re finished and have finalized the style of your notes pages to your satisfaction, you can exit the Notes Master by clicking the red X marked “Close Master View.” This will take you back to Normal View.
Printing With Slide Thumbnails
Once you’ve completed annotating your PowerPoint presentation, you can print out your notes with their corresponding slide thumbnails. This gives you each slide on its own page, with the top half depicting the slide content and the bottom half depicting the notes; these printouts make for great presentation handouts and supplemental materials.
Let’s walk through the step-by-step process:
- Navigate to the File tab.
- Click Print.
- Select the number of copies you wish to print. Remember that by “copies” it means the entire presentation, not just one page. If you have a 32-slide presentation and print two copies, you’ll be printing 64 pages.
- Select the appropriate printer from the drop-down. Different printers sometimes affect output and can change how the final render of each page will look. You can also enter printer configuration here to adjust printer properties as needed.
- Under Settings, first choose if you’d like to print all slides, print the current slide, print a range of slides, or only print selected slides. You can type in the slides you want to print in the box below this setting either as a range separated by a dash or as individual slide numbers separated by commas.
- In the next section of the settings, you’ll see a drop-down that says, by default, Full Page Slides. Click this to select your options for printing notes. Select the option that says Notes Pages. You’ll see the print preview change to accommodate.
- Select if you want to print on one side or print on both sides of your pages.
- Pick your collating options.
- Change between portrait or landscape as you prefer. You’ll notice when you do this that your slide size doesn’t change, but the layout of the content in your notes section does.
- Choose the color, black and white, or grayscale printing. If you’re looking to save on ink, grayscale is great for a test print. Save your color for any final prints you may use as handouts.
- Review the print preview provided to ensure the final output meets your needs.
- If the header and footer aren’t to your tastes, you can edit them from right here in the print preview window by clicking the link to the bottom right of the settings section.
- Click the Print button, and you’re all set.
Printing Without Slide Thumbnails
Printing without slide thumbnails requires a slightly different approach, but you won’t find this change in the print settings. Instead, you have to manually edit your notes pages.
Steps to print without slide thumbnails:
Shortcuts for PC
You can make the printing process even easier and save a few clicks by getting to know Windows PC shortcuts for Microsoft Office. The key shortcuts how to print Powerpoint with Notes:
- Ctrl + P: This opens the print window without needing to navigate to the file tab.
- Alt + Ctrl + I: Open the print preview window.
- Alt + W: Open the View tab.
- F6: Moves clockwise among panes in Normal View.
- Esc: Exit out of print, print preview, or active key tips easily.
Key Tips: Various Alt + Letter combinations displayed on individual tabs when you press Alt with a specific tab selected. For example, with the View tab selected, when you hit Alt you will then see a Q over the Notes View to let you know you can switch to that using Alt + Q.
Shortcuts for Mac
Apple computers, or Macs, have a subtly different keyboard layout from Windows PCs. So how to print powerpoint with notes will slightly differ. The most notable difference is the function keys, which can be confusing for anyone used to Ctrl and Alt as their primary function keys. For Mac, you can use shortcuts such as:
- Command + P: Open the print window.
- Command + 1: Switch to Normal View.
- Command + 3: Switch to Notes View.
- Command + Option + 3: Switch to Notes Master View.
- Esc: Exit out of print or print preview.
Shortcuts for Linux and Alternative Systems
If you use an alternative operating system such as Linux or UNIX, you’ll likely end up using Windows shortcuts. To run Microsoft Office applications, these operating systems use emulators that simulate a Windows sandbox environment capable of executing Windows applications on an otherwise incompatible operating system. Since the simulated environment for PowerPoint would be the same as Windows, you would also use the same Windows shortcuts.
You can also open and create PowerPoint documents in Google slides as a free online alternative to Microsoft Office. To print with notes, just open your document, click File-->Print Settings and Preview, and select “Slide With Notes” option from the drop-down menu.
Expanding Your Notes Page
If you’ve printed your notes page and found you don’t like how the layout looks, you can adjust how the text box for the notes section of the page flows on the page. In the Notes Page view, you can see the sizing handles on both the slide thumbnail and the notes section. Use the sizing handles to drag the thumbnail larger or smaller and to resize and reshape the notes pane until the layout is to your satisfaction.
How to print Powerpoint with Notes is an essential skill to learn as a student. It can help you easily make hard copies of the learning materials from your class. You should always find a way to simplify tasks in order to put in more time on studies. This will help you be more productive and hopefully ease some burden in college.