How to Print PowerPoint with Notes (Step-by-Step Guide for Windows & Mac)

If you want to print your PowerPoint slides with speaker notes included, you need to use the Notes Pages layout in the print settings. This allows each slide to appear on its own page with the notes displayed underneath.

In this complete step-by-step guide, you’ll learn exactly how to print PowerPoint with notes on Windows and Mac, how to print multiple slides with notes, common mistakes to avoid, and how to fix printing issues.

how to print ppt with notes

This guide works for recent versions of Microsoft PowerPoint in Microsoft 365 and standalone versions like PowerPoint 2019, 2021, and newer.

Why Print PowerPoint with Notes?

Printing slides with notes is useful when:

• You’re presenting and need speaker prompts.
• You’re teaching and want reference material.
• You’re sharing slides with detailed explanations.
• You want a printed script of your presentation.

Instead of printing slides alone, the Notes Pages layout prints one slide per page with the notes section underneath.

How to Print PowerPoint with Notes on Windows

Follow these steps if you’re using PowerPoint on Windows.

Step 1: Open Your Presentation

1. Open Microsoft PowerPoint.
2. Open the presentation file you want to print.
3. Make sure your notes are added in the Notes pane below each slide.

If you don’t see the Notes section:

• Click View
• Select Notes

Step 2: Open the Print Menu

1. Click File in the top-left corner.
2. Select Print.

You will now see the print preview and print settings panel.

Step 3: Change the Print Layout to Notes Pages

By default, PowerPoint prints “Full Page Slides.” You need to change this.

1. Under Settings, click the dropdown that says Full Page Slides.
2. Select Notes Pages.

Now the preview will show:

• One slide at the top
• Speaker notes underneath

Step 4: Adjust Additional Print Settings

Before printing, check:

• Printer selection
• Number of copies
• Color (Color, Grayscale, or Black & White)
• Orientation
• Paper size

If everything looks correct in preview, click Print.

How to Print PowerPoint with Notes on Mac

The process is slightly different on macOS.

Step 1: Open Your Presentation

1. Open Microsoft PowerPoint on your Mac.
2. Open your presentation file.
3. Confirm your notes are visible in the Notes section.

Step 2: Go to Print

1. Click File in the top menu.
2. Click Print.
   • Or press Command + P.

Step 3: Select Notes Layout

In the print dialog:

1. Find the dropdown labeled Layout.
2. Choose Notes.

If you don’t see layout options:

• Click Show Details at the bottom of the print window.

Once selected, the preview will update to show one slide with notes below it.

Step 4: Print

After confirming:

• Printer
• Copies
• Color settings
• Paper size

Click Print.

How to Print Multiple Slides with Notes

Many users want to print multiple slides with notes in one job. Here’s how to do it correctly.

Option 1: Print All Slides with Notes

1. Go to File > Print
2. Choose Notes Pages
3. Under Slides, select:
   • Print All Slides

Each slide will print on its own page with notes.

Option 2: Print Specific Slides with Notes

If you only need certain slides:

1. Go to File > Print
2. Choose Notes Pages
3. In the Slides box, enter slide numbers:
   • Example: 1-5, 8, 10

PowerPoint will only print those slides with their notes.

Option 3: Print Multiple Slides Per Page with Notes (Advanced Workaround)

PowerPoint does not support printing multiple slides with notes on a single page directly.

However, you can:

Method A: Convert to PDF First

1. Go to File > Print
2. Choose Notes Pages
3. Select Microsoft Print to PDF
4. Save the file
5. Open the PDF
6. Use your PDF viewer to print multiple pages per sheet

This method reduces paper usage.

Troubleshooting: PowerPoint Notes Not Printing

If your notes aren’t printing correctly, try these fixes.

Problem 1: Notes Section Is Blank

Fix:

• Check each slide to confirm notes are typed in the Notes pane.
• Switch to View > Notes Page to verify content exists.

Problem 2: Notes Are Cut Off

This happens when notes are too long.

Fix:

• Reduce font size in Notes Page view.
• Edit notes to make them shorter.
• Check printer margins.

Problem 3: Wrong Layout Is Printing

You may still be on “Full Page Slides.”

Fix:

• Go back to Print settings.
• Select Notes Pages again.
• Confirm preview shows notes.

Problem 4: Formatting Looks Different When Printed

This may happen due to printer settings.

Fix:

• Print to PDF first to check formatting.
• Adjust paper size.
• Disable scaling options in printer settings.

Common Mistakes When Printing PowerPoint with Notes

Avoid these common errors:

1. Forgetting to Select Notes Pages

Many users leave the default “Full Page Slides” setting.

2. Not Checking Print Preview

Always confirm notes appear in preview before printing.

3. Printing in Black & White Without Checking Contrast

Light gray notes may become hard to read.

4. Using Large Notes That Overflow

Very long notes may get cut off on the printed page.

5. Not Saving Before Printing

Unsaved notes won’t appear in print.

Tips for Better Printing Results

Here are practical tips to improve your print quality:

Use Notes Page View to Format Notes

Go to:

• View > Notes Page

From there you can:

• Adjust font size
• Resize notes box
• Improve layout

Print a Test Page First

Before printing 30+ pages:

• Print just 1 slide
• Check readability
• Adjust if needed

Use Grayscale for Cost Savings

If color isn’t necessary:

• Choose Grayscale
• Save on ink

Save as PDF for Sharing

If you need to email notes:

• Print to PDF
• Send digitally instead of printing

FAQ: Printing PowerPoint with Notes

1. Can I print multiple slides with notes on one page?

Not directly in PowerPoint. You must:

• Print as Notes Pages to PDF
• Then print multiple PDF pages per sheet

2. Why are my notes not showing in print preview?

You likely selected:

• Full Page Slides instead of Notes Pages

Change the layout in print settings.

3. Can I edit the notes layout before printing?

Yes.

Go to:

• View > Notes Page

You can modify formatting and layout there.

4. Does this work in older versions of PowerPoint?

Yes. The steps are similar in:

• PowerPoint 2016
• PowerPoint 2019
• PowerPoint 2021
• Microsoft 365

The layout name “Notes Pages” remains the same.

5. Can I print notes only without slides?

PowerPoint does not offer a built-in “notes only” option.

Workaround:

• Copy notes into Word
• Or export to PDF and edit

Conclusion

Printing PowerPoint with notes is simple once you know the correct setting. The key step is selecting Notes Pages in the print layout menu.

Quick Summary:

• Go to File > Print
• Change layout to Notes Pages
• Check preview
• Adjust settings
• Click Print

Whether you’re using Windows or Mac, the process is nearly identical. Always check preview before printing large jobs, and consider printing to PDF first for better control.

By following this step-by-step guide, you can confidently print your PowerPoint slides with notes—cleanly, correctly, and without wasting paper or ink.