How to Print PowerPoint with Notes (Step-by-Step Guide for Windows & Mac)
Printing slides with notes in Microsoft PowerPoint is useful when presenting, teaching, or sharing materials with others. The notes section contains speaker notes, explanations, or reminders that don’t appear on the slide itself. By printing slides together with notes, you create a helpful reference for presentations, meetings, or study sessions.
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This guide explains how to print PowerPoint with notes on both Windows and Mac, along with troubleshooting tips, common mistakes, and practical advice for printing multiple slides with notes.
What Does “Print PowerPoint with Notes” Mean?
In PowerPoint, each slide can include a Notes Pane where you add extra information for the presenter. When you choose to print slides with notes, PowerPoint prints:
- The slide image at the top of the page
- The speaker notes below the slide
This format is often called Notes Pages. It’s ideal for presenters who want a printed script or for audiences who need detailed explanations.
How to Print PowerPoint with Notes on Windows
Follow these steps to print slides with notes using PowerPoint on Windows.
Step 1: Open Your PowerPoint Presentation
Launch Microsoft PowerPoint and open the presentation file you want to print.
Step 2: Go to the Print Menu
Click File in the top-left corner of the screen.
Then select Print from the sidebar menu.
Step 3: Select “Notes Pages”
In the Settings section:
- Click the dropdown that usually says Full Page Slides
- Choose Notes Pages
This tells PowerPoint to print each slide with its speaker notes.
Step 4: Choose Your Printer
Select the printer you want to use from the printer dropdown list.
You can also adjust:
- Number of copies
- Color or grayscale
- Page orientation
Step 5: Preview the Pages
Look at the Print Preview panel on the right.
You should see:
- Slide at the top
- Notes below the slide
If everything looks correct, continue.
Step 6: Click Print
Press the Print button to start printing.
Your slides will print with their notes on separate pages.
How to Print PowerPoint with Notes on Mac
The process on macOS is similar but the interface is slightly different.
Step 1: Open the Presentation
Open your file in Microsoft PowerPoint.
Step 2: Open the Print Window
Click File in the menu bar.
Then select Print.
You can also press:
- Command + P
Step 3: Change Layout to Notes
In the print dialog box:
- Locate the Layout or Print What dropdown
- Select Notes
This option prints the slide along with the notes underneath.
Step 4: Adjust Print Settings
Before printing, you can adjust:
- Page orientation
- Paper size
- Color settings
- Number of copies
Step 5: Preview the Output
Check the preview to confirm that the notes appear below the slide.
Step 6: Print the File
Click Print to produce your printed notes pages.
Tips for Printing Multiple Slides with Notes
Sometimes you may want to print several slides with notes efficiently. These tips can help.
Print Specific Slides Only
If you don’t need the entire presentation:
- Go to File → Print
- In the Slides box, enter slide numbers
Example:
- 1–5
- 2,4,7
This prints only those slides with their notes.
Print in Black and White
To save ink:
- Open the Color settings
- Choose Grayscale or Pure Black and White
This works well for text-heavy notes.
Export Notes to Word for Bulk Printing
For long presentations, consider exporting to Microsoft Word.
Steps:
- Click File
- Select Export
- Choose Create Handouts
- Send to Word
This allows you to print slides and notes in a document format, which is easier to edit.
Use Double-Sided Printing
If your printer supports duplex printing:
- Enable Print on Both Sides
This reduces paper usage when printing large presentations.
Troubleshooting: Why Notes Are Not Printing
If your PowerPoint notes are not printing, several issues could be causing the problem.
Notes Section Is Empty
Check whether notes actually exist.
Go to Normal View and look at the Notes Pane under the slide. If it’s empty, nothing will print.
Wrong Print Layout Selected
The most common mistake is leaving the layout as Full Page Slides.
Make sure Notes Pages is selected before printing.
Printer Driver Issues
Sometimes printing problems are caused by the printer driver.
Try:
- Restarting the printer
- Updating the printer driver
- Printing to PDF first
Print Preview Looks Incorrect
If the preview doesn’t show notes:
- Close PowerPoint
- Reopen the presentation
- Try printing again
Page Size Problems
If notes are cut off:
- Change paper size to Letter or A4
- Adjust margins in print settings
Common Mistakes When Printing PowerPoint with Notes
Many users encounter issues because of simple mistakes. Avoid these common problems.
Printing the Wrong Layout
The default option is Full Page Slides, which does not include notes.
Always select Notes Pages before printing.
Forgetting to Check the Preview
Skipping the preview step may result in printing the wrong format.
Always confirm that:
- The slide appears on top
- Notes appear below
Large Images Blocking Notes
If slides contain very large images, they can push notes off the page.
Try:
- Reducing image size
- Shortening notes
Using the Wrong Paper Orientation
Some presentations print better in Landscape orientation.
Experiment with orientation if the layout looks cramped.
Printing Without Testing
If you’re printing many pages, print one test page first to confirm everything looks correct.
FAQ: Printing PowerPoint with Notes
Can I print multiple slides per page with notes?
No. In Microsoft PowerPoint, the Notes Pages layout prints one slide per page with notes underneath.
If you want multiple slides and notes together, exporting to Microsoft Word is a better option.
Why are my PowerPoint notes not showing when printing?
This usually happens because Notes Pages is not selected in the print settings. Change the layout from Full Page Slides to Notes Pages.
Can I print PowerPoint notes without the slide?
PowerPoint does not offer a direct option to print only notes. However, you can:
- Export the presentation to Microsoft Word
- Delete the slide images
- Print the notes text only
How do I save PowerPoint with notes as a PDF?
Follow these steps:
- Go to File
- Select Print
- Choose Notes Pages
- Select Save as PDF instead of a printer
This creates a PDF containing slides and notes.
Do notes print automatically in PowerPoint?
No. By default, PowerPoint prints slides only. You must manually select Notes Pages in the print settings.
Conclusion
Printing slides with notes in Microsoft PowerPoint is simple once you know where to find the correct settings. By selecting Notes Pages in the print menu, you can create printed pages that include both the slide and the speaker notes beneath it.
The key steps are:
- Open the print menu
- Select Notes Pages layout
- Preview the output
- Print or export to PDF
With the tips in this guide—such as printing specific slides, using grayscale, and exporting to Microsoft Word—you can produce professional, easy-to-read presentation notes quickly and efficiently.
Using these methods ensures your audience, students, or colleagues receive clear materials that include both the visual slides and the detailed explanations that accompany them.