How To Print Out Powerpoint Notes

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

Printing PowerPoint slides with notes is useful when you need speaker notes for presentations, study materials, or printed reference documents. Fortunately, Microsoft PowerPoint allows you to print slides together with the notes written in the Notes pane.

How To Print Out Powerpoint Notes

To print PowerPoint with notes, you simply choose “Notes Pages” in the print layout settings. This prints each slide at the top of the page with its associated notes underneath. The process is similar on both Windows and Mac, though the menus are slightly different.

This guide explains exactly how to print PowerPoint with notes step-by-step for both Windows and Mac, along with troubleshooting tips, common mistakes, and ways to print multiple slides efficiently.

What Are PowerPoint Notes?

PowerPoint notes, also called speaker notes, are text you write in the Notes pane below each slide. These notes help presenters remember key talking points without putting too much text on the slide itself.

When printed properly, a notes page contains:

• The slide image at the top
• The speaker notes below it
• One slide per printed page

This format is ideal for:

• Presenters who want a printed script
• Teachers distributing lecture notes
• Students reviewing study material
• Meetings where slides need explanation

How to Print PowerPoint with Notes on Windows

If you’re using PowerPoint on Windows, printing slides with notes takes just a few steps.

Step 1: Open Your PowerPoint Presentation

Open the presentation file you want to print in Microsoft PowerPoint.

Make sure your speaker notes are already written in the Notes pane beneath each slide.

Step 2: Open the Print Menu

1. Click File in the top-left corner.
2. Select Print.

This opens the print preview and printing settings.

Step 3: Choose the “Notes Pages” Layout

In the Settings section:

1. Click the dropdown that usually says Full Page Slides.
2. Select Notes Pages.

This tells PowerPoint to print the slide along with its notes.

Step 4: Select Your Printer

Choose the printer you want to use from the Printer dropdown menu.

You can also adjust additional settings like:

• Number of copies
• Page orientation
• Color or grayscale printing

Step 5: Preview the Notes Pages

Always check the print preview before printing.

You should see:

• Slide image at the top
• Speaker notes below

Step 6: Print the Presentation

Click Print to start printing your PowerPoint notes pages.

How to Print PowerPoint with Notes on Mac

The process is very similar on macOS.

Step 1: Open Your PowerPoint File

Launch PowerPoint and open the presentation you want to print.

Ensure your speaker notes appear in the Notes section below each slide.

Step 2: Go to the Print Menu

1. Click File in the top menu.
2. Select Print.

Or press:

Command + P

Step 3: Choose “Notes” Layout

In the print settings window:

1. Look for the Layout dropdown.
2. Select Notes or Notes Pages.

This layout prints slides with notes beneath them.

Step 4: Adjust Print Settings

You can customize:

• Copies
• Page range
• Color vs black and white
• Paper size
• Orientation

Step 5: Preview and Print

Check the preview to ensure the notes appear correctly.

Then click Print.

Tips for Printing Multiple Slides with Notes

Sometimes you may want to print several slides with notes more efficiently. Here are some helpful tips.

Print Only Selected Slides

If you don’t need every slide:

1. Go to File → Print
2. In the Slides field, enter specific numbers

Example:

1-5, 8, 10-12

This prints only those slides with their notes.

Export to PDF First

Printing a PDF version can help ensure formatting stays consistent.

Steps:

1. File → Export
2. Choose PDF
3. Select Notes Pages

Then print the PDF.

This is especially helpful for:

• Large presentations
• Sharing with others
• Preventing formatting changes

Use Two-Sided Printing

For long presentations, enable duplex printing to save paper.

In the print settings:

• Choose Print on Both Sides

This keeps notes organized while reducing paper usage.

Adjust Notes Size for Readability

If notes appear too small:

1. Go to View
2. Select Notes Page
3. Increase text size in the notes section

This improves readability when printed.

Troubleshooting: PowerPoint Notes Not Printing

Sometimes PowerPoint does not print notes as expected. Here are common issues and solutions.

Problem: Notes Are Missing on Printed Pages

Cause: Wrong print layout selected.

Fix:

Make sure Notes Pages is selected instead of:

• Full Page Slides
• Handouts
• Outline

Problem: Notes Are Cut Off

Cause: Notes section is too long.

Fix:

• Shorten notes text
• Reduce font size
• Adjust the notes page layout

PowerPoint has limited space for notes per page.

Problem: Only Slides Are Printing

Cause: Incorrect layout settings.

Fix:

1. Open Print
2. Change layout to Notes Pages

Then check the preview.

Problem: Formatting Looks Strange

Cause: Printer scaling or margins.

Fix:

• Disable Fit to page
• Check printer margins
• Export to PDF and print

Common Mistakes When Printing PowerPoint Notes

Avoid these mistakes to save time and paper.

1. Not Checking Print Preview

Always review the preview before printing.

This helps catch:

• Missing notes
• Layout problems
• Incorrect slide range

2. Selecting the Wrong Layout

Many users accidentally choose:

• Full Page Slides
• Handouts

Instead of Notes Pages.

This results in slides without notes.

3. Printing the Entire Presentation by Accident

Large presentations can contain 50–100 slides.

Always check the slide range before printing.

4. Notes Text Too Small

If your notes use very small fonts, they can be hard to read when printed.

Increase font size in Notes Page view before printing.

5. Forgetting to Save Changes

If you edit notes and print immediately, unsaved changes might not appear.

Press Ctrl + S (Windows) or Command + S (Mac) first.

FAQ: Printing PowerPoint Notes

How do I print PowerPoint notes without slides?

PowerPoint normally prints notes together with slides. To print only notes:

1. Go to Notes Page View
2. Copy the notes
3. Paste them into a document like Word
4. Print from there.

Can I print multiple slides with notes on one page?

No. PowerPoint prints one slide per page when using Notes Pages.

If you need multiple slides per page, you must use Handouts, but notes will not appear.

Why are my notes not showing in print preview?

You likely selected Full Page Slides instead of Notes Pages in the print layout settings.

Change the layout and check preview again.

Can I export PowerPoint notes to PDF?

Yes.

Steps:

1. Click File
2. Choose Export
3. Select Create PDF
4. Choose Notes Pages

This saves the presentation with notes included.

How do I print speaker notes only?

PowerPoint does not directly support printing only notes. However, you can:

1. Copy notes into Word
2. Format them as text
3. Print the document.

Conclusion

Printing PowerPoint slides with notes is simple once you know where to find the right layout setting. By choosing Notes Pages in the print menu, PowerPoint will automatically print each slide with its speaker notes underneath.

Whether you’re using Windows or Mac, the process involves opening the print settings, selecting the notes layout, reviewing the preview, and printing the document.

For the best results, always check your print preview, adjust note formatting for readability, and consider exporting to PDF for consistent formatting. With these steps and tips, you can easily create clear, organized printed presentations that include all your speaker notes.