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

If your printer is not printing your PowerPoint slides with notes, the problem is usually one of three things: the wrong print layout is selected, printer settings are incorrect, or the notes section is empty or cut off. The solution is simple—choose the Notes Pages layout in PowerPoint, confirm your printer settings, and preview before printing.

This step-by-step guide shows you exactly how to print PowerPoint with notes on Windows and Mac, fix common printing problems, and avoid mistakes that waste paper and ink.

why is my printer not printing

Why Your Printer Is Not Printing PowerPoint Notes

Before jumping into steps, here are the most common reasons your notes are not printing:

• You selected Full Page Slides instead of Notes Pages
• You printed from the wrong view (Slide view instead of Notes view)
• Notes are outside the printable area
• Printer is set to “Fit to Page” or incorrect paper size
• PowerPoint is sending slides only, not notes
• Printer driver is outdated

Now let’s fix it properly.

How to Print PowerPoint with Notes on Windows

These instructions apply to Microsoft PowerPoint for Microsoft 365, 2021, 2019, and similar Windows versions.

Step 1: Open the Print Menu

1. Open your PowerPoint presentation.
2. Click File in the top left.
3. Select Print.

You will now see the Print settings panel.

Step 2: Select “Notes Pages” Layout

This is the most important step.

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

This layout prints:

• One slide per page
• Your speaker notes below the slide

If you skip this step, your notes will not print.

Step 3: Check Printer Settings

Before clicking Print:

• Confirm the correct printer is selected.
• Set the correct Paper Size (Letter for US users).
• Check Orientation (usually Portrait).
• Make sure “Print All Slides” is selected unless you want specific slides.

Step 4: Preview Before Printing

Look at the right-side preview panel.

Make sure:

• Notes appear under each slide.
• Text is not cut off.
• Margins look correct.

If everything looks good, click Print.

How to Print PowerPoint with Notes on Mac

The process is similar but looks slightly different.

Step 1: Open the Print Window

1. Open your PowerPoint file.
2. Click File.
3. Select Print.

Step 2: Choose Notes Layout

1. In the print window, locate the layout dropdown.
2. Change from Slides to Notes.

If you do not see layout options:

• Click Show Details at the bottom of the print dialog.

Step 3: Confirm Paper and Layout Settings

• Choose the correct printer.
• Set Paper Size to US Letter.
• Choose Portrait orientation.
• Make sure scaling is set to 100% (not “Fit to Page” unless necessary).

Step 4: Check Preview

Mac shows a preview panel on the left.

Confirm:

• Notes are visible.
• No text is cut off.
• Slide and notes are centered properly.

Click Print.

How to Print Multiple Slides with Notes (Best Methods)

PowerPoint only allows one slide per page when printing Notes Pages. However, you have options.

Option 1: Print Standard Notes Pages (Recommended)

• Each slide prints with its notes below.
• Best for presenters.
• Clear and easy to read.

Option 2: Convert to Word for More Control

If you want more formatting control:

1. Click File
2. Select Export
3. Choose Create Handouts
4. Send to Microsoft Word
5. Choose layout with notes

In Word, you can:

• Resize slides
• Adjust note spacing
• Print multiple pages per sheet

Option 3: Print Multiple Pages per Sheet (Save Paper)

In your printer settings:

• Choose Pages per Sheet
• Select 2 pages per sheet

This prints two slides (each with notes) on one physical page.

Helpful for training sessions and workshops.

Troubleshooting: PowerPoint Notes Not Printing

If your printer still refuses to print notes, try these fixes.

1. Notes Section Is Empty

Go to View → Notes Page.

Make sure:

• There is actual text in the notes area.
• Text is not hidden or white-colored.

2. Notes Are Cut Off

This happens when:

• Notes are too long.
• Margins are too small.

Fix:

• Reduce note text size.
• Edit layout in View → Notes Master.
• Adjust margins.

3. Printer Is Printing Blank Pages

Possible causes:

• Printer driver issue
• Corrupt PowerPoint file
• Print spooler problem

Fix:

• Restart printer.
• Restart computer.
• Update printer driver.
• Save presentation as PDF and print from PDF.

4. Formatting Looks Different in Print

This can happen due to:

• Font substitution
• Scaling settings
• Printer margins

Fix:

• Embed fonts (File → Options → Save → Embed fonts).
• Turn off “Scale to Fit.”
• Confirm paper size matches printer tray.

5. Printing from PDF Still Doesn’t Show Notes

If you exported to PDF but notes are missing:

When exporting:

1. Click File
2. Select Export
3. Choose Create PDF
4. Under options, select Notes Pages

Then print the PDF.

Common Mistakes When Printing PowerPoint with Notes

Avoid these errors to save time and paper.

1. Forgetting to Change Layout to Notes Pages

This is the most common mistake.

Always check layout before printing.

2. Not Checking Print Preview

Preview shows exactly what will print. Never skip it.

3. Using the Wrong Paper Size

If PowerPoint is set to Letter but printer tray has A4, content may shrink or cut off.

Match:

• PowerPoint slide size
• Printer paper size

4. Overloading Notes with Too Much Text

PowerPoint does not auto-resize notes perfectly.

If notes are too long:

• They may spill to a second page.
• Or get cut off.

Keep notes concise.

5. Ignoring Notes Master Settings

You can customize how notes print:

Go to:

• View → Notes Master

Here you can adjust:

• Font size
• Layout
• Header/footer
• Margins

Pro Tips for Clean, Professional Printouts

Use Notes Master for Consistency

Modify fonts and layout once instead of editing every slide.

Test Print One Slide First

Print slide 1 only to:

• Check margins
• Confirm alignment
• Avoid wasting ink

Use Grayscale for Draft Copies

Under printer settings:

• Select Grayscale

This saves ink for internal review copies.

Save as PDF Before Large Print Jobs

Exporting to PDF helps:

• Lock formatting
• Avoid font changes
• Prevent layout shifting

Frequently Asked Questions (FAQ)

1. Why are my PowerPoint notes not showing in print preview?

You likely selected “Full Page Slides” instead of “Notes Pages.” Change the layout in the Print settings.

2. Can I print multiple slides per page with notes?

PowerPoint only prints one slide per notes page. To print multiple per sheet, use your printer’s “Pages per Sheet” setting or export to Word for custom formatting.

3. Why are my notes printing on separate pages?

This happens when notes are too long. Reduce text length or adjust formatting in Notes Master.

4. How do I print PowerPoint with notes and slide thumbnails?

Use:
File → Export → Create Handouts → Send to Word
Then choose a layout that includes slide images and notes side by side.

5. Why does formatting change when I print?

Formatting may change due to:

• Missing fonts
• Incorrect scaling
• Paper size mismatch

Embed fonts and confirm printer settings before printing.

Conclusion

If your printer is not printing PowerPoint notes, the fix is usually simple: select Notes Pages in the Print layout settings and confirm your printer configuration. Always preview before printing, check paper size, and adjust formatting in Notes Master if needed.

For best results, test one slide first, export to PDF for large jobs, and use printer settings to print multiple pages per sheet when needed.

Follow the steps in this guide, and you’ll get clean, professional PowerPoint printouts with notes every time.