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 printed reference for presentations, meetings, or teaching materials. Instead of printing slides alone, PowerPoint allows you to print Notes Pages, which display the slide on top and the speaker notes underneath.
The process is simple once you know where to find the right print setting. In most cases, you only need to change the print layout to “Notes Pages.” This guide will walk you through how to print PowerPoint with notes on Windows and Mac, how to print multiple slides efficiently, and how to fix common printing problems.
What Does “Print PowerPoint with Notes” Mean?
PowerPoint includes a Notes section under each slide where presenters write talking points or reminders. When you choose to print Notes Pages, PowerPoint prints:
- The slide image
- Speaker notes below the slide
- One slide per page
This format is helpful for:
- Presenters who want a printed script
- Teachers creating lecture notes
- Meeting handouts
- Studying presentation material
How to Print PowerPoint with Notes on Windows
Follow these steps if you’re using PowerPoint on a Windows computer.
Step 1: Open Your PowerPoint Presentation
Open your .ppt or .pptx file in Microsoft PowerPoint.
Make sure your speaker notes are already written in the Notes pane below each slide.
Step 2: Click the File Tab
In the top-left corner, click:
File → Print
This opens the PowerPoint print settings screen.
Step 3: Change the Print Layout to Notes Pages
Under Settings, locate the layout dropdown that usually says:
Full Page Slides
Click it and select:
Notes Pages
This tells PowerPoint to print the slide along with its speaker notes.
Step 4: Choose Your Printer
From the Printer dropdown, select the printer you want to use.
Make sure the correct printer is selected.
Step 5: Adjust Additional Print Settings
You can optionally change:
- Color: Color, Grayscale, or Pure Black & White
- Orientation: Portrait or Landscape
- Copies: Number of printed copies
Step 6: Click Print
Press Print, and PowerPoint will print each slide with its notes below it.
How to Print PowerPoint with Notes on Mac
The process on macOS is very similar.
Step 1: Open Your Presentation
Launch PowerPoint and open your presentation.
Confirm your notes appear in the Notes pane below the slide editor.
Step 2: Open the Print Menu
Click:
File → Print
Or use the shortcut:
Command + P
Step 3: Select the Notes Layout
In the print dialog:
- Find the Layout or Show Details option
- Choose Notes or Notes Pages
This layout prints the slide with notes underneath.
Step 4: Select Printer and Preferences
Choose your printer and adjust settings such as:
- Paper size
- Orientation
- Number of copies
- Color options
Step 5: Print the Presentation
Click Print to start printing.
How to Print Multiple Slides with Notes Efficiently
Normally, Notes Pages prints one slide per page, which can use a lot of paper. Here are ways to print more efficiently.
Method 1: Print to PDF First
Instead of printing directly:
- Select Notes Pages
- Choose Print to PDF
- Save the file
Then you can print selected pages later.
This helps when reviewing notes before printing.
Method 2: Convert Notes to a Handout
If you want multiple slides per page, PowerPoint normally removes notes. However, you can copy notes into another document.
Steps:
- Go to File → Export
- Choose Create Handouts
- Export to Microsoft Word
- Print from Word with multiple slides per page
This method works well for meeting materials.
Method 3: Adjust Printer Scaling
Some printers allow scaling two pages onto one sheet.
Check your printer settings for:
Pages per Sheet
This can reduce paper usage.
Troubleshooting: PowerPoint Notes Not Printing
If PowerPoint prints slides but notes are missing, check the following fixes.
1. The Layout Is Set to “Full Page Slides”
This is the most common problem.
Fix:
- Open Print settings
- Change layout to Notes Pages
2. Notes Pane Is Empty
PowerPoint cannot print notes if there are none.
Check:
- Open Normal view
- Confirm notes exist under each slide
3. Printer Settings Override Layout
Some printer drivers modify layout settings.
Try:
- Printing to PDF first
- Updating printer drivers
4. Incorrect Print Preview
Always check Print Preview before printing.
If notes are not visible there, they will not print.
5. PowerPoint Is Outdated
Older versions sometimes have printing bugs.
Update PowerPoint to the latest version.
Common Mistakes When Printing PowerPoint Notes
Many users accidentally print the wrong layout. Avoid these common mistakes.
Mistake 1: Choosing the Wrong Layout
Selecting Handouts instead of Notes Pages removes notes.
Always choose:
Notes Pages
Mistake 2: Not Checking Print Preview
Preview helps confirm:
- Notes appear under slides
- Layout is correct
- Pages look readable
Skipping this step can waste paper.
Mistake 3: Printing Too Many Slides at Once
Large presentations can use hundreds of pages.
Instead:
- Print selected slides
- Print to PDF first
Mistake 4: Notes Are Too Long
Long notes can spill onto additional pages.
Keep notes:
- Short
- Structured
- Easy to read
Tips for Better PowerPoint Notes Printing
These practical tips make printed notes more useful.
Keep Notes Clear and Structured
Use:
- Bullet points
- Short sentences
- Key talking points
Avoid writing full paragraphs.
Use Large Fonts for Readability
Notes print best when they are easy to read.
Recommended size:
- 12–16 pt text
Print in Grayscale
Color printing uses more ink.
For notes, grayscale printing usually works well.
Print a Test Page First
Before printing an entire presentation:
- Print one slide
- Check formatting
- Confirm notes appear correctly
This prevents wasting paper and ink.
FAQ: Printing PowerPoint with Notes
Can I print multiple slides with notes on one page?
PowerPoint normally prints one slide with notes per page. To place multiple slides on one page, export the presentation to Word handouts and print from there.
Why are my notes not showing in print preview?
Most likely the print layout is set to Full Page Slides or Handouts. Change it to Notes Pages in the print settings.
Can I print PowerPoint notes without the slide?
PowerPoint does not have a direct option for this. However, you can copy notes into Word or another document and print them separately.
How do I print only selected slides with notes?
In the print settings:
- Enter slide numbers in the Slides box
- Choose Notes Pages
- Click Print
Example: 1-3, 7, 10
Can I save PowerPoint notes as a PDF?
Yes. In the print menu:
- Choose Notes Pages
- Select Save as PDF or Print to PDF
This creates a digital file with slides and notes.
Conclusion
Printing PowerPoint slides with speaker notes is easy once you know the correct setting. The key step is selecting Notes Pages in the print layout, which prints the slide and its notes together on one page.
Whether you’re using Windows or Mac, the process is almost identical: open the print menu, change the layout, review the preview, and print. If notes don’t appear, checking the layout setting usually fixes the issue.
For better results, preview your pages before printing, keep notes concise, and consider exporting to PDF first. These simple practices help you create clear, professional printed presentation notes every time.