How to Print PowerPoint with Notes (Step-by-Step Guide for Windows & Mac)
If you want to print PowerPoint slides with your speaker notes included, you need to use the Notes Pages print layout inside Microsoft PowerPoint. This setting prints one slide per page with the notes displayed underneath.
This guide will show you exactly how to print PowerPoint with notes on Windows and Mac, plus troubleshooting tips, common mistakes, and ways to print multiple slides efficiently.
how do i print notes in powerpoint
What Does “Print with Notes” Mean?
When you add notes in PowerPoint (using the Notes pane under each slide), those notes are not printed by default.
To print slides with notes, you must:
- Open the Print menu
- Change the layout to Notes Pages
- Then print
Each printed page will show:
- The slide at the top
- Your speaker notes below it
This is perfect for:
- Presenters
- Teachers
- Meeting handouts
- Study materials
How to Print PowerPoint with Notes on Windows
Follow these steps in Microsoft PowerPoint:
Step 1: Open Your Presentation
Open your PowerPoint file.
Step 2: Click File
Go to the top-left corner and click File.
Step 3: Select Print
Click Print from the menu.
Step 4: Change the Print Layout
Under Settings, click the dropdown that usually says:
Full Page Slides
Change it to:
Notes Pages
This is the most important step.
Step 5: Choose Your Printer
Select your printer from the list.
Step 6: Adjust Other Settings (Optional)
You can choose:
- Color or Black & White
- Single-sided or double-sided
- Paper size
- Number of copies
Step 7: Click Print
Click the Print button.
Done. Your slides will print with notes underneath each slide.
How to Print PowerPoint with Notes on Mac
Here’s how to do it on Microsoft PowerPoint:
Step 1: Open Your File
Launch PowerPoint and open your presentation.
Step 2: Click File > Print
From the top menu bar, click:
File → Print
Or press:
Command + P
Step 3: Open the Layout Dropdown
In the print dialog box:
- Look for the dropdown menu that says Layout
- Select Notes
If you don’t see it:
- Click Show Details at the bottom of the print window
Step 4: Select Printer
Choose your printer.
Step 5: Click Print
Click Print.
Your slides will now print with notes included.
How to Print Multiple Slides with Notes
PowerPoint normally prints one slide per page when using Notes Pages. However, there are ways to manage multiple slides more efficiently.
Option 1: Print Selected Slides Only
Instead of printing the whole presentation:
- Go to File > Print
- Under Settings, choose:
- Print All Slides
- OR enter slide numbers (example: 1–5, 8, 10–12)
This saves paper.
Option 2: Resize Notes in Notes Page View
If your notes are getting cut off:
- Go to View
- Click Notes Page
- Adjust the text box size
- Then print again
Option 3: Convert to Word for More Layout Control
For more advanced formatting:
- Click File
- Select Export
- Choose Create Handouts
- Send to Microsoft Word
This lets you:
- Print multiple slides per page
- Edit note formatting
- Adjust spacing
Troubleshooting: PowerPoint Notes Not Printing
If your notes are not printing correctly, here are common fixes.
Problem 1: Notes Are Missing
Cause: You forgot to change layout to Notes Pages.
Fix:
Go back to:
File → Print → Change layout to Notes Pages
Problem 2: Notes Are Cut Off
Cause: Notes text box is too small.
Fix:
- Go to View → Notes Page
- Resize the notes section
- Save and print again
Problem 3: Print Preview Looks Wrong
Sometimes print preview may look different.
Try:
- Updating your printer driver
- Saving as PDF first, then printing
- Restarting PowerPoint
Problem 4: Printer Not Printing Notes
If using a multifunction printer like Samsung MultiXpress SL-X7400LX, check:
- Paper size settings
- Print scaling options
- Whether “Fit to Page” is enabled
Common Mistakes When Printing PowerPoint Notes
Avoid these common errors:
1. Printing “Full Page Slides”
This prints slides only — no notes.
2. Using Handouts Instead of Notes Pages
Handouts show multiple slides per page but do not include full notes.
3. Not Checking Print Preview
Always review preview before printing 20+ pages.
4. Forgetting to Expand Long Notes
If notes are too long, they may not fully display.
5. Printing Entire Presentation by Accident
Always double-check slide range.
Best Practices for Printing Presentation Notes
Here are some professional tips:
✔ Keep Notes Concise
Avoid paragraphs that are too long.
✔ Use Clear Font Size
If text is too small:
- Go to Notes Page view
- Increase font size
✔ Print Double-Sided
Save paper by enabling duplex printing.
✔ Print to PDF First
Save as PDF and review formatting before printing.
✔ Use Black & White for Drafts
Save toner and ink.
FAQ: Printing PowerPoint with Notes
1. Can I print multiple slides with notes on one page?
Not directly in Notes Pages view. PowerPoint prints one slide per page with notes.
For multiple slides per page:
- Export to Word
- Or manually adjust layout
2. Why are my notes not showing in print preview?
Most likely you selected Full Page Slides instead of Notes Pages.
3. Can I edit notes formatting before printing?
Yes.
Go to:
View → Notes Page
There you can:
- Resize text
- Change font
- Adjust spacing
4. How do I print notes only without slides?
PowerPoint does not directly support printing notes alone.
Workaround:
- Export to Word
- Delete slide images
- Print notes only
5. Why do my notes look different after printing?
This can happen due to:
- Printer margins
- Scaling settings
- Different paper size
Always check:
Print Preview before printing.
Final Tips for Teachers and Professionals
If you frequently print presentations with notes:
- Create a notes-friendly template
- Keep formatting consistent
- Use page numbers
- Test print one page first
For large presentations (30+ slides), consider:
- Printing selected slides
- Splitting into sections
- Saving a digital copy for backup
Conclusion
To print PowerPoint with notes, simply go to File → Print → Select “Notes Pages” and print. That’s the key step on both Windows and Mac.
Always check print preview, adjust notes in Notes Page view if needed, and consider exporting to Word for more control.
Printing with notes is ideal for presenters, educators, and professionals who need speaking references or detailed handouts.
Now you can confidently print your PowerPoint slides with notes—quickly, correctly, and without wasting paper.