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

Printing PowerPoint slides with notes is essential when you want to present confidently, share detailed explanations, or review your presentation offline. The notes section in PowerPoint allows presenters to add reminders, talking points, or additional information that doesn’t appear on the slide itself.

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The good news is that printing PowerPoint with notes is simple. Both Windows and Mac versions of Microsoft PowerPoint allow you to print slides together with the notes below them using the Notes Pages layout.

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

Why Print PowerPoint with Notes?

Before jumping into the steps, it helps to understand why printing slides with notes is useful.

Printing notes can help you:

• Use printed speaker notes during presentations
• Study or review presentation material offline
• Share detailed explanations with your audience
• Prepare for meetings, lectures, or training sessions
• Keep a backup of your talking points

Instead of printing slides alone, the Notes Pages format prints each slide with its speaker notes underneath.

How to Print PowerPoint with Notes on Windows

If you are using PowerPoint on Windows, follow these simple steps.

Step 1: Open Your PowerPoint Presentation

Open the PowerPoint file you want to print.

1. Launch Microsoft PowerPoint
2. Open your presentation file (.ppt or .pptx)

Make sure your notes are already written in the Notes Pane below each slide.

Step 2: Open the Print Menu

Next, access the print settings.

1. Click File
2. Select Print

You will now see the PowerPoint printing interface.

Step 3: Select “Notes Pages”

This is the most important step.

1. Under Settings, find the dropdown that usually says Full Page Slides
2. Click the dropdown
3. Select Notes Pages

This option prints:

• The slide at the top
• Speaker notes underneath

Step 4: Choose Printer Settings

Before printing, review these settings:

• Printer selection
• Number of copies
• Color or grayscale
• Paper size
• Orientation (Portrait is recommended)

Portrait layout usually works best for notes pages.

Step 5: Click Print

Once everything looks correct:

1. Click Print
2. Your slides will print with notes below each slide.

Each page will include one slide and its notes.

How to Print PowerPoint with Notes on Mac

The process is similar on macOS, but the menu layout looks slightly different.

Step 1: Open Your Presentation

1. Launch Microsoft PowerPoint on Mac
2. Open your presentation file.

Ensure the notes are visible in the Notes section below the slides.

Step 2: Open the Print Window

1. Click File
2. Select Print

Or use the shortcut:

Command + P

This opens the print dialog box.

Step 3: Change the Layout to Notes

Inside the print settings:

1. Find the Layout dropdown
2. Choose Notes

This option prints each slide along with its speaker notes.

Step 4: Adjust Print Settings

Before printing, check:

• Printer selection
• Page orientation
• Color settings
• Number of copies

Portrait orientation usually fits notes best.

Step 5: Print the Slides

Click Print, and PowerPoint will print each slide with its notes underneath.

How to Print Multiple Slides with Notes

One limitation in PowerPoint is that Notes Pages only print one slide per page by default. However, there are a few ways to print multiple slides efficiently.

Option 1: Print Only Key Slides

If your presentation is long, consider printing only the slides you need.

Steps:

1. Go to File → Print
2. In the Slides box, type the slide numbers
   Example: 1-5, 8, 10

This prints notes only for selected slides.

Option 2: Export Notes to Word

PowerPoint allows you to export slides and notes to Microsoft Word.

Steps:

1. Click File
2. Select Export
3. Choose Create Handouts
4. Select Notes next to slides

Word will create a document where you can print multiple slides per page with notes.

Option 3: Save as PDF with Notes

Another helpful method is saving the presentation as a PDF.

Steps:

1. Click File
2. Choose Print
3. Select Notes Pages
4. Choose Save as PDF

This allows you to share or print later.

Troubleshooting: PowerPoint Notes Not Printing

Sometimes PowerPoint does not print notes correctly. Here are common fixes.

Notes Section Is Blank

If the notes area prints empty:

• Check that notes are actually written in the Notes Pane
• Switch to Notes Page View to confirm they appear

Steps:

1. Click View
2. Select Notes Page

Wrong Print Layout Selected

Many users accidentally print slides without notes.

Solution:

Make sure Notes Pages is selected in the print layout settings.

Printer Settings Overriding Layout

Some printers override layout settings.

Try this:

1. Save the presentation as PDF with Notes Pages
2. Print the PDF instead

Text in Notes Is Cut Off

If notes are being cut off:

• Shorten very long notes
• Increase margins
• Use portrait orientation

Common Mistakes When Printing PowerPoint Notes

Avoid these common errors.

Printing “Full Page Slides” Instead of Notes

This is the most frequent mistake.

Always change the layout to Notes Pages before printing.

Forgetting to Add Notes

Many users expect notes to appear automatically.

Remember:

You must type notes in the Notes Pane for each slide.

Using Landscape Orientation

Landscape can cause formatting issues.

Portrait layout usually fits notes better.

Printing Without Preview

Always check the Print Preview to confirm notes appear correctly.

Tips for Better PowerPoint Notes Printing

Use these tips to improve readability and usability.

Keep Notes Short

Avoid long paragraphs. Use bullet points for easier reading.

Example:

Instead of writing a paragraph, write:

• Explain the project goal
• Mention budget increase
• Highlight timeline changes

Increase Font Size

Small text can be hard to read during presentations.

Recommended note font size:

• 12–16 pt

Highlight Important Points

Use symbols like:

• ★ Important
• → Next step
• ✓ Completed

This helps you quickly scan your notes.

Test Print One Page First

Before printing the entire presentation:

Print one slide with notes to confirm formatting.

FAQ: Printing PowerPoint with Notes

How do I print PowerPoint with notes and slides?

Go to File → Print, then change the layout to Notes Pages. This prints the slide at the top and notes underneath.

Can I print multiple slides with notes on one page?

PowerPoint normally prints one slide per page with notes. To print multiple slides with notes, export the presentation to Microsoft Word using the Create Handouts feature.

Why are my notes not printing in PowerPoint?

Most likely the layout is set to Full Page Slides. Change the print layout to Notes Pages.

Can I save PowerPoint slides with notes as a PDF?

Yes. In the print menu, choose Notes Pages, then select Save as PDF instead of printing.

Where do I write notes in PowerPoint?

You can write notes in the Notes Pane below each slide in Normal View.

Conclusion

Printing PowerPoint with notes is a useful feature that helps presenters stay organized and deliver more confident presentations. By selecting the Notes Pages layout, you can easily print each slide with its speaker notes below it.

Whether you’re using Windows or Mac, the process only takes a few steps: open the print menu, choose Notes Pages, review your printer settings, and print.

For better results, remember to preview your print layout, keep notes concise, and test print a single page before printing the entire presentation. These simple steps ensure your PowerPoint notes print clearly and professionally every time.