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

Printing PowerPoint slides with speaker notes is useful when you want a physical copy of your presentation along with the notes you wrote for each slide. Whether you’re preparing for a meeting, lecture, or training session, printing notes pages allows you to see your slide and its notes on the same page.

How To Print Out ppt With Notes

In Microsoft PowerPoint, you can easily print slides with notes using the Notes Pages layout in the print settings. This guide explains exactly how to do it on Windows and Mac, along with troubleshooting tips, common mistakes, and practical printing tips.

What Does “Print PowerPoint with Notes” Mean?

When you print PowerPoint with notes, the output page contains:

• The slide image at the top
• The speaker notes below the slide

This format is called Notes Pages in PowerPoint. It’s ideal for presenters who want reminders or talking points while presenting.

Printing slides normally (full page slides or handouts) does not include the notes, so you must choose the correct layout before printing.

How to Print PowerPoint with Notes on Windows

If you’re using PowerPoint on a Windows computer, follow these steps.

Step 1: Open Your Presentation

1. Open Microsoft PowerPoint.
2. Load the presentation you want to print.

Step 2: Go to the Print Menu

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

You will now see the PowerPoint print settings screen.

Step 3: Choose the Notes Layout

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

This option prints one slide per page with notes underneath.

Step 4: Adjust Print Settings

Before printing, review the following options:

• Printer – choose the correct printer.
• Copies – select how many copies you need.
• Color – choose color, grayscale, or black and white.
• Orientation – portrait is usually best for notes pages.

Step 5: Print the Slides

1. Click Print.
2. PowerPoint will print each slide with its notes.

How to Print PowerPoint with Notes on Mac

The steps on Mac are slightly different but still simple.

Step 1: Open the PowerPoint File

Launch PowerPoint and open your presentation.

Step 2: Open the Print Window

1. Click File in the top menu.
2. Select Print.
3. The Mac print dialog will appear.

Step 3: Select Notes Layout

1. Find the Layout or Show Details section.
2. Click the layout dropdown.
3. Select Notes or Notes Pages.

Step 4: Review Print Settings

Adjust options such as:

• Number of copies
• Printer selection
• Color settings
• Paper size

Step 5: Print

Click Print, and PowerPoint will print the slides with speaker notes.

How to Preview Notes Before Printing

Before printing many pages, it’s smart to preview the layout.

Use Notes Page View

1. Click View.
2. Select Notes Page.

This shows exactly how the printed page will look.

You can also:

• Adjust the notes text
• Resize the slide area
• Format text if needed

Previewing helps avoid printing mistakes.

Tips for Printing Multiple Slides with Notes

Sometimes you need printed notes for long presentations. These tips help make the process easier.

1. Print Only Selected Slides

Instead of printing the entire presentation:

1. Go to File → Print
2. In Slides, type the slide numbers

Example:
1-5, 8, 10-15

This saves paper and ink.

2. Use Grayscale to Save Ink

If color isn’t necessary:

1. Go to Color settings
2. Select Grayscale or Black and White

This is especially useful for large presentations.

3. Print to PDF First

If you want a digital copy of notes:

1. Choose Print
2. Select Save as PDF

This creates a document you can share or print later.

4. Adjust Notes Font Size

Long notes may get cut off. To avoid this:

1. Open Notes Page View
2. Reduce the font size
3. Ensure the notes fit on the page

5. Check Page Orientation

Notes pages work best in portrait orientation, which gives enough space for notes under the slide.

Troubleshooting: PowerPoint Notes Not Printing

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

Problem 1: Notes Are Missing

Cause: The wrong print layout is selected.

Fix:

1. Go to File → Print
2. Select Notes Pages

Problem 2: Notes Are Cut Off

Cause: Notes text is too long.

Fix:

• Open Notes Page View
• Reduce font size
• Shorten the text

Problem 3: Printer Only Prints Slides

Cause: The layout is set to Full Page Slides.

Fix:

Change the layout to Notes Pages in the print settings.

Problem 4: Blank Notes Section

Cause: No notes were added in PowerPoint.

Fix:

1. Go to the Notes pane below the slide.
2. Add your speaker notes.

Problem 5: Formatting Looks Wrong

Cause: Printer scaling issues.

Fix:

• Disable Fit to Page
• Use default scaling.

Common Mistakes When Printing PowerPoint Notes

Avoid these common errors.

Printing the Wrong Layout

Many users forget to change the print layout. Always select Notes Pages.

Not Previewing Before Printing

Large presentations can waste a lot of paper if something is wrong.

Always preview the notes page first.

Notes Are Too Long

If notes are extremely long, PowerPoint may:

• Cut them off
• Shrink them too small

Keep notes concise.

Forgetting to Check Printer Settings

Incorrect printer settings can lead to:

• Blank pages
• Missing notes
• Wrong orientation

Double-check the print settings before printing.

When Should You Print PowerPoint with Notes?

Printing notes is helpful for several situations:

Presentations

Speaker notes help presenters remember key points.

Teaching and Training

Instructors can use notes as a lesson guide.

Meetings

Printed notes make it easier to follow complex presentations.

Backup for Technical Problems

If the screen fails, you still have your presentation content.

FAQ

Can I print PowerPoint notes without slides?

PowerPoint normally prints notes with the slide image. If you want only the notes, you can export the presentation to Word and print the notes section.

How many slides print per page with notes?

When using Notes Pages, PowerPoint prints one slide per page with its notes underneath.

Can I print PowerPoint notes to PDF?

Yes. In the print window, select Save as PDF instead of a printer. The file will include the notes pages.

Why are my PowerPoint notes not showing when printing?

This usually happens because the layout is set to Full Page Slides instead of Notes Pages.

Can I edit the notes layout before printing?

Yes. Use View → Notes Page to adjust formatting, font size, and spacing before printing.

Conclusion

Printing PowerPoint slides with notes is simple once you know where to find the Notes Pages layout. By selecting the correct print setting, PowerPoint will print one slide per page with its speaker notes underneath, making it ideal for presentations, meetings, and training sessions.

To print PowerPoint with notes:

1. Open File → Print
2. Change layout to Notes Pages
3. Review settings
4. Click Print

Always preview your notes pages first to ensure everything looks correct. With the tips and troubleshooting steps in this guide, you can print PowerPoint notes quickly and avoid common mistakes.