How to Print PowerPoint with Notes (Step-by-Step Guide for Windows & Mac)
Printing slides with speaker notes is a helpful feature in Microsoft PowerPoint. It allows presenters, teachers, and professionals to keep their notes directly under each slide when reviewing or presenting offline.
However, many users struggle to find the correct setting to print slides together with their notes. By default, PowerPoint often prints slides only, leaving the notes section out.
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This guide explains exactly how to print PowerPoint with notes on both Windows and Mac, including troubleshooting tips, common mistakes, and useful printing tips.
What Does “Print PowerPoint With Notes” Mean?
In PowerPoint, each slide includes a Notes pane where you can write speaker notes, explanations, or reminders.
When you choose Notes Pages while printing, PowerPoint prints:
- One slide per page
- Speaker notes displayed underneath the slide
This layout is ideal for:
- Presenters who need talking points
- Teachers reviewing lesson slides
- Students studying presentation material
- Professionals preparing meeting notes
How to Print PowerPoint With Notes on Windows
If you are using Microsoft PowerPoint on a Windows computer, follow these steps.
Step 1: Open Your PowerPoint Presentation
Launch PowerPoint and open the presentation file that contains your slides and notes.
Make sure your notes are visible by selecting Notes at the bottom of the PowerPoint window.
Step 2: Click File
At the top left corner of the screen:
- Click File
- Select Print
This opens the PowerPoint print settings.
Step 3: Change the Print Layout
In the Settings section:
- Find the dropdown that usually says Full Page Slides
- Click it to open layout options
- Select Notes Pages
This option ensures that each slide prints with the speaker notes beneath it.
Step 4: Select Your Printer
Choose your printer from the Printer dropdown menu.
You can also adjust:
- Number of copies
- Color or grayscale
- Orientation
- Paper size
Step 5: Click Print
Once everything looks correct in the preview:
Click Print.
PowerPoint will now print each slide with its notes underneath.
How to Print PowerPoint With Notes on Mac
The steps on Microsoft PowerPoint for Mac are similar but the print menu looks slightly different.
Step 1: Open Your Presentation
Open the PowerPoint file that contains your slides and speaker notes.
Ensure the notes appear under the slide in the editing view.
Step 2: Open the Print Menu
Click:
File → Print
Or press:
Command + P
This opens the print settings window.
Step 3: Select Notes Layout
In the print dialog:
- Look for the Layout dropdown
- Choose Notes
This tells PowerPoint to print slides together with speaker notes.
Step 4: Adjust Print Settings
Before printing, check:
- Printer selection
- Page orientation
- Color settings
- Copies
You can also preview the layout to confirm notes appear under the slide.
Step 5: Print the Slides
Click Print to begin printing your presentation with notes.
Tips for Printing Multiple Slides With Notes
Sometimes users want to save paper or organize notes better. Here are some practical tips.
1. Export Notes to Word for Compact Printing
You can export slides and notes to Microsoft Word:
- Click File
- Select Export
- Choose Create Handouts
- Open in Word
This lets you print multiple slides with notes on one page.
2. Convert the Presentation to PDF
Exporting to Adobe Acrobat or PDF format lets you preview the notes layout before printing and prevents formatting changes.
Steps:
- File → Save As
- Choose PDF
- Print from the PDF viewer
3. Reduce Paper Usage
To save paper:
- Print in grayscale
- Print double-sided
- Export to Word to fit more notes per page
Troubleshooting: PowerPoint Notes Not Printing
If your notes are not printing correctly, try these fixes.
Problem 1: Notes Are Missing in Print Preview
Solution
Make sure the print layout is set to Notes Pages.
If it still shows slides only:
- Reopen the print menu
- Re-select Notes Pages
Problem 2: Notes Are Cut Off
Possible causes
- Notes text is too long
- Printer margins are too large
Fix
Edit the notes section and shorten paragraphs so they fit within the page.
Problem 3: Blank Notes Area
If the notes section prints blank:
Check that notes actually exist under each slide.
You can confirm this in the Notes Pane inside PowerPoint.
Problem 4: Printer Not Responding
If PowerPoint is set correctly but printing fails:
- Restart the printer
- Update printer drivers
- Restart your computer
- Print another document to test the printer
Common Mistakes When Printing PowerPoint With Notes
Many users accidentally choose the wrong setting. Here are common mistakes to avoid.
Choosing “Full Page Slides”
This option prints slides only without notes.
Always select Notes Pages instead.
Not Checking the Print Preview
Skipping the preview can cause formatting problems.
Always verify that the notes appear beneath each slide before printing.
Notes Text Too Long
Long notes may overflow or be cut off during printing.
Keep notes concise and organized.
Printing the Wrong File Version
Sometimes users edit one file but print another copy.
Always double-check the correct presentation is open.
Best Practices for Printing Presentation Notes
To get the best results when printing PowerPoint notes, follow these tips.
Keep Notes Short and Structured
Use:
- bullet points
- short sentences
- key talking points
This keeps the printed page readable.
Use Larger Fonts
Notes that are too small can be difficult to read during presentations.
A font size between 14–18 pt is usually ideal.
Test Print One Slide First
Before printing the entire presentation:
Print one page to confirm formatting looks correct.
Organize Notes by Slide
Each slide should contain notes that match the visual content. This keeps your presentation clear and organized.
FAQ
How do I print PowerPoint slides with notes?
Open File → Print, then change the layout to Notes Pages. This prints one slide with speaker notes underneath.
Can I print multiple slides with notes on one page?
PowerPoint does not support this directly. However, you can export the presentation to Microsoft Word and print multiple slides with notes there.
Why are my notes not showing when I print?
The most common reason is that Notes Pages is not selected in the print layout.
Change the layout from Full Page Slides to Notes Pages.
Can I print notes without slides?
Yes. Export the presentation to Microsoft Word and delete the slide images, leaving only the notes text before printing.
How do I print PowerPoint notes as a PDF?
Select File → Save As → PDF, then choose the Notes Pages layout before exporting.
Conclusion
Printing slides with notes in Microsoft PowerPoint is simple once you know where to find the correct layout option. By selecting Notes Pages in the print settings, you can print each slide with its speaker notes underneath.
This feature is especially useful for presenters, teachers, and professionals who need reference notes during meetings or lectures.
By following the step-by-step instructions for Windows and Mac, checking print preview, and avoiding common mistakes, you can ensure your PowerPoint notes print correctly every time.