How to Print PowerPoint with Notes (Step-by-Step Guide for Windows & Mac)
Printing PowerPoint slides with speaker notes is extremely useful when presenting, studying, or sharing presentations with colleagues. Speaker notes help you remember key talking points and provide additional explanations that may not appear on the slide itself.
Why Is My Printer Not Printing In Color
If you want your slides and notes printed together on the same page, PowerPoint includes a built-in Notes Pages printing option. This feature prints each slide at the top of the page and places the corresponding speaker notes underneath it.
In this guide, you’ll learn how to print PowerPoint with notes step-by-step on both Windows and Mac, along with troubleshooting tips, common mistakes to avoid, and practical tips for printing multiple slides with notes.
Why Print PowerPoint with Notes?
Printing slides with notes is useful in several situations:
- Presenters can follow their talking points without memorizing everything.
- Students can use notes pages as study guides.
- Meeting participants receive detailed context beyond what’s on the slide.
- Trainers and teachers can distribute lecture materials easily.
Instead of printing slides alone, notes pages combine visuals and explanations, making them much more useful.
How to Print PowerPoint with Notes on Windows
If you are using PowerPoint on Windows, you can print slides with notes in just a few steps.
Step-by-Step Instructions
1. Open Your PowerPoint Presentation
Launch Microsoft PowerPoint and open the presentation file you want to print.
2. Click the File Tab
In the top-left corner of the screen, click File to open the backstage menu.
3. Select Print
From the menu, click Print. This opens the print settings panel where you can adjust how your slides will be printed.
4. Open the Layout Dropdown
Under Settings, look for the dropdown that usually says:
- Full Page Slides
Click this dropdown menu to see additional layout options.
5. Choose “Notes Pages”
Select Notes Pages from the list.
When you choose this option:
- The slide appears at the top of the page
- Speaker notes appear underneath
6. Select Your Printer
Choose your preferred printer from the Printer dropdown list.
7. Adjust Other Settings
Before printing, you may want to adjust:
- Color settings (Color, Grayscale, Black & White)
- Paper size
- Orientation
- Number of copies
8. Click Print
Once everything looks correct in the preview window, click Print.
PowerPoint will now print each slide with its speaker notes.
How to Print PowerPoint with Notes on Mac
The process on Mac is slightly different, but still simple.
Step-by-Step Instructions
1. Open the Presentation
Start PowerPoint and open the presentation you want to print.
2. Click File
In the top menu bar, click File.
3. Select Print
Choose Print from the dropdown menu. This opens the Mac print dialog window.
4. Expand Print Settings
If necessary, click Show Details to reveal all available printing options.
5. Select Layout Option
Find the Layout or Print What dropdown.
Choose:
Notes
This setting tells PowerPoint to print each slide along with its speaker notes.
6. Choose Printer and Settings
Select your printer and configure additional options such as:
- Color vs grayscale
- Paper size
- Page orientation
- Copies
7. Print the Slides
Click Print to begin printing.
Each page will contain one slide and its corresponding notes.
Tips for Printing Multiple Slides with Notes
Sometimes you may want to print several slides with notes efficiently. These tips will help.
Print Only Selected Slides
Instead of printing the entire presentation:
- Go to File → Print
- Under Settings, choose Custom Range
- Enter slide numbers (example:
1-5, 8, 10)
This saves paper and ink.
Export Notes Pages to PDF First
If you want to review formatting before printing:
- Select Print
- Choose Save as PDF
This lets you check how notes appear before sending them to the printer.
Use Landscape Orientation
Landscape orientation can sometimes make notes easier to read if the notes section is long.
Adjust Notes Font Size
If your notes appear too small:
- Go to View
- Select Notes Page
- Increase the font size in the notes section
Then print again.
Print Double-Sided
If your printer supports duplex printing:
- Enable Print on Both Sides
This reduces paper usage when printing large presentations.
Troubleshooting: PowerPoint Notes Not Printing
If your notes are missing or not printing correctly, try these fixes.
1. Make Sure “Notes Pages” Is Selected
The most common mistake is leaving the print layout set to Full Page Slides.
Always check that Notes Pages is selected.
2. Verify Notes Exist
Sometimes notes simply haven’t been added.
To check:
- Open a slide
- Look at the Notes pane below the slide
If it’s empty, nothing will print.
3. Update Printer Drivers
Outdated printer drivers can cause formatting or printing issues.
Update drivers from the printer manufacturer’s website.
4. Restart PowerPoint and Printer
A quick restart often fixes temporary software glitches.
Steps:
- Close PowerPoint
- Turn off the printer
- Restart both
5. Convert to PDF First
If formatting still looks wrong:
- Print to PDF
- Open the PDF
- Print from the PDF viewer
This often resolves layout issues.
Common Mistakes When Printing PowerPoint with Notes
Many users run into problems because of simple mistakes.
Printing the Wrong Layout
The default layout is Full Page Slides, not Notes Pages.
Always change the layout before printing.
Notes Text Is Too Small
If notes are very long, PowerPoint shrinks the text.
Shorten notes or increase the font size in Notes Page View.
Forgetting to Preview
Always check the print preview window before printing.
This helps you catch formatting problems early.
Printing the Entire Presentation
Users often print 50+ slides when they only need a few.
Use Custom Range to print selected slides.
Not Checking Color Settings
If your slides print in black and white, check that Color is selected instead of Grayscale.
FAQ: Printing PowerPoint with Notes
How do I print PowerPoint slides with notes?
Open your presentation, go to File → Print, and select Notes Pages under the layout options. This prints one slide per page with the speaker notes underneath.
Can I print multiple slides with notes on one page?
No. PowerPoint’s Notes Pages layout prints one slide per page. If you need multiple slides per page, you must use handouts, but those do not include speaker notes.
Why are my speaker notes not printing?
This usually happens because the print layout is set to Full Page Slides. Change the layout to Notes Pages before printing.
Can I save PowerPoint notes as a PDF?
Yes. Go to File → Print, choose Notes Pages, and select Save as PDF instead of a printer.
How do I make speaker notes larger when printing?
Open View → Notes Page, then increase the font size of the notes text before printing.
Conclusion
Printing PowerPoint with speaker notes is a simple but powerful feature that helps presenters, students, and professionals stay organized during presentations.
To print slides with notes:
- Open File → Print
- Change the layout to Notes Pages
- Select your printer
- Print or save as PDF
Whether you’re using Windows or Mac, the process takes only a few steps.
Before printing large presentations, remember to preview your pages, print only the slides you need, and adjust note formatting if necessary. These small steps can save time, ink, and paper while ensuring your printed presentation looks clear and professional.