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

Printing PowerPoint slides with speaker notes is useful when presenting, studying, or sharing detailed explanations with others. Instead of printing slides alone, you can print each slide together with the notes you wrote in the Notes pane. This allows presenters, teachers, and students to keep important talking points visible on paper.

In this guide, you will learn exactly how to print PowerPoint with notes on both Windows and Mac. You will also find troubleshooting tips, common mistakes to avoid, and practical advice for printing multiple slides with notes efficiently.

Why Print PowerPoint Slides with Notes?

PowerPoint speaker notes help explain the content shown on slides. Printing slides with notes allows you to:

• Keep presentation talking points in front of you
• Study lecture slides with explanations
• Share detailed versions of presentations with colleagues
• Practice presentations without looking at a computer screen
• Create printed handouts with context

Each printed page typically includes one slide at the top and the notes underneath it.

How to Print PowerPoint with Notes on Windows

If you are using PowerPoint on Windows, printing slides with notes only takes a few steps.

Step-by-Step Instructions

1. Open Your Presentation

Launch PowerPoint and open the presentation you want to print.

2. Click the File Menu

In the top-left corner of the screen, click File.

3. Select Print

From the menu on the left, click Print. This opens the print settings.

4. Open the Layout Options

Look for the Full Page Slides dropdown under Settings.

5. Choose Notes Pages

From the list of layouts, select Notes Pages.

This option prints:

• One slide per page
• Speaker notes underneath the slide

6. Select Your Printer

Choose your connected printer from the printer list.

7. Adjust Additional Settings

Optional adjustments include:

• Number of copies
• Color or grayscale
• Page orientation
• Print specific slide ranges

8. Click Print

Once everything looks correct in the preview window, click Print.

Your slides will now print with notes.

How to Print PowerPoint with Notes on Mac

The process on Mac is slightly different but still very simple.

Step-by-Step Instructions

1. Open Your PowerPoint File

Launch PowerPoint and open your presentation.

2. Click File

Select File from the top menu bar.

3. Choose Print

Click Print from the dropdown menu.

4. Open the Layout Menu

Look for the Layout or Show Details option if the menu appears simplified.

5. Select Notes

In the layout section, choose Notes instead of Slides.

This ensures each page includes:

• The slide image
• Speaker notes below the slide

6. Choose Printer Settings

Select your printer and adjust options such as:

• Copies
• Color settings
• Page range

7. Click Print

Press Print to start printing your slides with notes.

Tips for Printing Multiple Slides with Notes

Sometimes you may want to print several slides with notes efficiently, especially for long presentations.

Here are some useful tips.

Print Only Selected Slides

If you only need certain slides:

1. Go to the Print menu.
2. Under Slides, select Custom Range.
3. Enter slide numbers (for example: 1-5, 8, 10).

This prevents unnecessary printing.

Print to PDF First

Printing to PDF lets you review the layout before using paper.

Benefits include:

• Checking note formatting
• Avoiding wasted paper
• Easily sharing digital copies

To do this:

1. Open Print settings.
2. Select Save as PDF instead of a physical printer.

Use Landscape Orientation for Long Notes

If your notes are long, landscape orientation can make them easier to read.

You can change orientation in the print settings before printing.

Adjust Notes Size Before Printing

If your notes appear too small on paper:

1. Go to View
2. Click Notes Page
3. Increase text size

This ensures printed notes remain readable.

Troubleshooting: When PowerPoint Won’t Print Notes

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

Notes Are Missing from Print

Possible causes:

• Wrong layout selected
• Notes field empty
• Printing slides instead of notes pages

Fix

Go to Print settings and confirm Notes Pages is selected.

Notes Are Cut Off

If notes are being truncated:

Solutions include:

• Reduce note text size
• Adjust margins
• Change page orientation
• Shorten long notes

Print Preview Shows Only Slides

This usually happens when the wrong layout is chosen.

Check that Notes Pages is selected in the layout dropdown.

Printer Not Responding

If nothing prints:

Try these steps:

1. Restart the printer
2. Check printer connection
3. Ensure the printer is set as default
4. Restart PowerPoint

Formatting Looks Wrong

Sometimes fonts or spacing appear different when printed.

To fix this:

• Use standard fonts
• Check Notes Page view before printing
• Print a test page first

Common Mistakes When Printing PowerPoint with Notes

Many users accidentally print slides incorrectly due to simple mistakes.

Here are the most common ones.

Selecting the Wrong Print Layout

Choosing Full Page Slides instead of Notes Pages will print slides without notes.

Always double-check the layout option.

Forgetting to Add Notes

If the notes section is empty, nothing will print below the slide.

Before printing, verify your notes exist in the Notes pane.

Printing the Entire Presentation by Accident

Large presentations can waste a lot of paper.

Always confirm the slide range before printing.

Not Checking Print Preview

Preview helps catch issues like:

• Missing notes
• Incorrect orientation
• Cropped text

Always check the preview window.

Using Small Font Sizes

Small notes can become unreadable once printed.

Aim for at least 12–14 pt text size in notes.

FAQ

Can I print PowerPoint notes without slides?

Yes. You can copy the notes into a Word document or use Notes Page view and adjust formatting before printing. However, PowerPoint’s default print format includes the slide image.

How many slides print per page with notes?

The Notes Pages layout prints one slide per page with notes underneath.

If you want multiple slides per page, notes will not appear.

Can I print PowerPoint notes as a PDF?

Yes. In the print menu, select Save as PDF instead of a printer. This creates a digital file with slides and notes.

Why are my notes not showing in print preview?

This usually happens when the Slides layout is selected instead of Notes Pages. Change the layout option in the print settings.

Can I edit notes formatting before printing?

Yes. Open View → Notes Page and adjust:

• Font size
• Text formatting
• Layout

This affects how notes appear when printed.

Conclusion

Printing PowerPoint slides with notes is a simple but powerful feature for presenters, teachers, and students. By choosing the Notes Pages layout in the print settings, you can print each slide together with the speaker notes that explain it.

The process only takes a few steps on both Windows and Mac: open the Print menu, select the Notes layout, check the preview, and print. Remember to review formatting, choose the correct slide range, and print to PDF first if you want to verify the layout.

Following the steps and tips in this guide will help you produce clean, readable printed presentations with notes every time.