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

Printing a PowerPoint presentation with speaker notes allows you to include your slide content and the notes you wrote for presenting. This is helpful when preparing for meetings, lectures, training sessions, or presentations where you need reminders of what to say.

how to print powerpoint with speaker notes

To print PowerPoint slides with notes, you need to use the Notes Pages printing layout. This option prints one slide per page with the speaker notes displayed below the slide.

In this guide, you’ll learn exactly how to print PowerPoint with notes on Windows and Mac, along with troubleshooting tips, common mistakes to avoid, and helpful printing tips.

Why Print PowerPoint with Speaker Notes?

Speaker notes are designed to help presenters remember key talking points while presenting slides. When you print slides with notes, you get a handout that includes both the slide and the notes beneath it.

Common reasons to print PowerPoint with notes include:

• Practicing presentations
• Delivering lectures or training
• Sharing detailed explanations with colleagues
• Keeping a personal reference during meetings
• Printing presenter guides for workshops

Printing with notes ensures you don’t forget important points while presenting.

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 1: Open Your PowerPoint Presentation

First, open the presentation you want to print in Microsoft PowerPoint.

Make sure your speaker notes are already added. You can check this by looking at the Notes pane below each slide.

If you don’t see the notes section:

1. Click View
2. Select Notes

Step 2: Open the Print Menu

Next, access the print settings.

1. Click File
2. Select Print

This opens the PowerPoint printing panel where you can choose layout options.

Step 3: Choose “Notes Pages”

In the print settings, locate the layout dropdown.

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

This option prints:

• One slide per page
• Speaker notes below the slide

You can preview the layout on the right side of the screen.

Step 4: Select Printer and Settings

Now choose your printing preferences:

• Printer
• Number of copies
• Color or grayscale
• Page orientation
• Paper size

Adjust these settings based on your printer and needs.

Step 5: Click Print

Once everything looks correct in the preview:

1. Click Print

PowerPoint will print each slide with its corresponding speaker notes.

How to Print PowerPoint with Notes on Mac

The process is similar on Mac, but the interface looks slightly different.

Step 1: Open the Presentation

Launch Microsoft PowerPoint for Mac and open your presentation file.

Confirm that your speaker notes are added in the Notes section below each slide.

Step 2: Open the Print Window

1. Click File
2. Select Print

You can also press:

Command + P

This opens the Mac print dialog.

Step 3: Change the Layout to Notes

Inside the print window:

1. Look for the Layout dropdown
2. Choose Notes

This tells PowerPoint to print slides with the speaker notes included.

Step 4: Adjust Print Settings

Select your preferred printing options:

• Printer
• Copies
• Color or black and white
• Paper size
• Orientation

Use the preview window to confirm the layout.

Step 5: Print the Presentation

Click Print to start printing.

Each page will contain:

• The slide image
• Speaker notes underneath

Tips for Printing Multiple Slides with Notes

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

Print Only Selected Slides

Instead of printing the entire presentation:

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

Example:

1-5, 8, 10

This prints only specific slides.

Print in Grayscale to Save Ink

Color printing can consume a lot of ink.

To reduce printing costs:

1. Go to Print Settings
2. Select Grayscale or Black & White

This is especially useful for long presentations.

Export to PDF First

If you want better control over printing:

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

You can then print the PDF file.

This method is helpful when sharing printed notes with others.

Adjust Notes Text Size

If your notes are long, they may be difficult to read.

To improve readability:

1. Go to View
2. Select Notes Page
3. Increase the notes font size

Then print the slides again.

Troubleshooting: PowerPoint Notes Not Printing

Sometimes notes don’t appear when printing. Here are common fixes.

Problem 1: Notes Are Missing

Cause: Wrong layout selected.

Fix:

Make sure Notes Pages is selected instead of:

• Full Page Slides
• Handouts
• Outline

Problem 2: Notes Are Cut Off

Cause: Notes section is too large.

Fix:

1. Go to View → Notes Page
2. Adjust the notes text size
3. Shorten long notes if necessary

Problem 3: Printer Cuts Off Page Edges

Some printers have non-printable margins.

Fix:

• Change paper size
• Adjust margins
• Use Fit to Page

Problem 4: Formatting Looks Different

Sometimes notes formatting changes when printed.

Fix:

Export the presentation as a PDF with Notes Pages before printing.

This preserves formatting better.

Common Mistakes When Printing PowerPoint with Notes

Avoid these common errors to save time and paper.

1. Selecting the Wrong Print Layout

Many users accidentally leave the layout set to Full Page Slides, which prints slides without notes.

Always choose Notes Pages.

2. Forgetting to Preview the Print

Always check the preview before printing.

This helps you confirm:

• Notes are visible
• Slides are centered
• Text is readable

3. Printing Large Presentations Without Testing

Before printing 50+ pages, test print one slide.

This prevents wasting paper and ink.

4. Using Very Small Notes Text

Small notes can become unreadable on paper.

Use larger fonts when preparing notes for printing.

5. Printing in Color Unnecessarily

Color printing is expensive.

Use grayscale unless color is necessary for charts or diagrams.

FAQ: Printing PowerPoint with Notes

Can I print multiple slides on one page with notes?

No. PowerPoint’s Notes Pages layout only prints one slide per page with notes. If you need multiple slides per page, you must use Handouts, but notes will not appear.

How do I print PowerPoint notes without slides?

PowerPoint does not have a direct option for printing only notes. However, you can:

1. Export the presentation to Word
2. Edit the document
3. Print only the notes section

Why are my speaker notes not showing when printing?

This usually happens because the print layout is set to Full Page Slides. Change it to Notes Pages in the print settings.

Can I print PowerPoint notes as a PDF?

Yes.

Go to:

File → Export → Create PDF → Notes Pages

This creates a PDF that includes slides and notes.

Can I edit notes before printing?

Yes.

Open the Notes pane below each slide and update the text. You can also use View → Notes Page to format notes before printing.

Conclusion

Printing PowerPoint slides with speaker notes is a simple but powerful way to prepare for presentations, meetings, or teaching sessions. By selecting the Notes Pages layout, you can print each slide with its corresponding notes clearly displayed below.

Whether you’re using Windows or Mac, the process only takes a few steps: open the print menu, choose Notes Pages, review the preview, and print.

To get the best results, always preview your print layout, consider printing in grayscale to save ink, and test print a page before printing large presentations. With these tips, you can easily create professional presentation handouts that include all your important speaker notes.