How to Print PowerPoint with Notes (Step-by-Step Guide for Windows & Mac)
If you want to print PowerPoint with notes, you must choose “Notes Pages” in the print settings before printing. This option prints each slide at the top of the page and your speaker notes underneath it. The steps are slightly different on Windows and Mac, but both are quick and easy once you know where to click.
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This step-by-step guide explains exactly how to print PowerPoint with notes on Windows and Mac, how to print multiple slides with notes, how to fix common issues, and what mistakes to avoid.
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Why Print PowerPoint with Notes?
Printing slides with notes is useful when:
You’re giving a presentation and need talking points
You’re teaching a class and want to share detailed materials
You want a backup copy in case Presenter View fails
You need a printed script
You’re leading a meeting or workshop
When printed correctly, each page includes:
The slide image at the top
The speaker notes below the slide
How to Print PowerPoint with Notes on Windows
Follow these steps in Microsoft PowerPoint for Windows.
Step 1: Open Your Presentation
Open your PowerPoint file.
Before printing, confirm that notes are added:
Go to Normal View
Look at the bottom of the screen
Click inside the Notes pane
Add or review your notes
If you don’t see the Notes pane, click Notes in the status bar at the bottom.
Step 2: Open the Print Menu
Click:
File → Print
Or use the shortcut:
Ctrl + P
You will now see the Print settings panel.
Step 3: Select “Notes Pages”
Under Settings, you will see a dropdown menu. It usually says:
Full Page Slides
Click that dropdown.
From the list of layout options, select:
Notes Pages
This is the key step. If you leave it on “Full Page Slides,” your notes will not print.
Step 4: Review Print Preview
Look at the preview on the right side of the screen.
You should see:
Slide at the top
Notes underneath
If notes do not appear, go back and confirm “Notes Pages” is selected.
Step 5: Adjust Printer Settings
Before printing, check:
Printer selection
Number of copies
Color or Grayscale
Paper size
Orientation (Portrait is recommended)
Step 6: Click Print
Once everything looks correct, click Print.
Your slides will now print with notes included.
How to Print PowerPoint with Notes on Mac
The steps on Mac are similar but the layout menu appears differently.
Step 1: Open Your File
Open your presentation in PowerPoint for Mac.
Make sure notes are added in Normal View below each slide.
Step 2: Open the Print Dialog
Click:
File → Print
Or press:
Command + P
The Mac print dialog box will appear.
Step 3: Change the Layout Options
In the print window:
Find the dropdown that may say Copies & Pages
Click it
Select Microsoft PowerPoint
This will show additional layout options.
Step 4: Choose “Notes”
Under the layout options, select:
Notes
The preview should now show the slide with notes underneath.
Step 5: Adjust Settings and Print
Check:
Printer
Copies
Color settings
Paper size
Then click Print.
How to Print Multiple Slides with Notes on One Page
PowerPoint does not directly allow multiple Notes Pages on one sheet. By default, it prints one slide with notes per page. However, you can use these workarounds.
Option 1: Print to PDF First (Best Method)
Choose Notes Pages
Select Print to PDF
Save the PDF
Open the PDF file
Click Print
Choose Multiple pages per sheet
Select 2 or 4 pages per sheet
This method works on both Windows and Mac.
Option 2: Use Printer Settings
Some printers allow:
2 pages per sheet
4 pages per sheet
Look for settings such as:
“Pages per sheet”
“Multiple pages per sheet”
Keep in mind that notes may become small and harder to read.
Tips for Printing Multiple Slides with Notes
Keep notes concise
Use bullet points instead of paragraphs
Increase contrast (black text on white background)
Always test one page first
Avoid decorative fonts
How to Review Notes Before Printing
To prevent formatting issues:
Check Notes Page Layout
Click View
Select Notes Page
Scroll through slides
This shows exactly how the printed version will look.
If text is cut off:
Resize the notes text box
Reduce font size
Edit and shorten notes
Troubleshooting: PowerPoint Notes Not Printing
Here are common problems and solutions.
Problem 1: Only Slides Are Printing
Cause: “Full Page Slides” is selected.
Solution:
Go back to Print Settings and select Notes Pages.
Problem 2: Notes Are Missing
Cause: Notes were not added to slides.
Solution:
Return to Normal View and add notes in the Notes pane.
Problem 3: Notes Are Cut Off
Cause: Notes are too long for the page layout.
Solution:
Go to View → Notes Page
Resize the notes area
Reduce font size
Shorten content
Problem 4: Layout Options Not Visible on Mac
Cause: Wrong dropdown selected in Print dialog.
Solution:
Change dropdown from Copies & Pages to Microsoft PowerPoint.
Problem 5: Formatting Looks Different When Printed
Cause: Printer scaling or margin settings.
Solution:
Check scaling options
Turn off “Fit to page” if needed
Print to PDF first to preserve layout
Common Mistakes When Printing PowerPoint with Notes
Avoid these common errors.
- Forgetting to Choose Notes Pages
This is the most common mistake. Always confirm the layout selection.
- Skipping Print Preview
Preview helps catch formatting errors before printing.
- Printing Without Testing
Always print one sample page first, especially for large batches.
- Using Landscape Orientation
Notes Pages are designed for Portrait. Landscape can distort spacing.
- Writing Extremely Long Notes
Large blocks of text shrink automatically and become hard to read. Keep notes clear and structured.
Best Practices for Professional Results
If printing for a business meeting, class, or conference:
Use simple fonts like Arial or Calibri
Keep notes in bullet format
Print in grayscale to save ink
Add slide numbers
Check margins carefully
Save as PDF before large print runs
Professional printing starts with clean formatting.
Frequently Asked Questions (FAQ)
- Can I print PowerPoint with notes and handouts together?
No. You must choose either Handouts or Notes Pages in the print settings. They cannot be combined.
- Can I print only the notes without slides?
PowerPoint does not offer a notes-only print option. A workaround is copying notes into Microsoft Word and printing from there.
- Why are my notes printing too small?
This usually happens when using multiple pages per sheet. Print one Notes Page per sheet for better readability.
- Does PowerPoint Online support printing with notes?
PowerPoint Online has limited printing features. For full notes printing, use the desktop version.
- Can I save PowerPoint slides with notes as a PDF?
Yes. Go to File → Print, choose Notes Pages, and select Save as PDF instead of a physical printer.
Conclusion
To print PowerPoint with notes, select Notes Pages in the Print settings before printing. On Windows, choose it from the Settings dropdown. On Mac, switch the print dialog to Microsoft PowerPoint and select Notes.
Always review Print Preview, test one page first, and adjust formatting if notes are too long. If you need multiple slides with notes on one page, print to PDF first and use the multiple pages per sheet option.
By following these steps, you can confidently print clear, professional PowerPoint slides with notes on both Windows and Mac.