Printout types

Preview a printout

Open print preview in Microsoft® Office PowerPoint® by clicking the Print Preview button on the Standard toolbar (or, on the File menu, click Print Preview). Select printout types in the list for the Print What box.

Note    You can also select a printout type and other print options in the Print dialog box, opened by clicking Print on the File menu, or by clicking the Print button in print preview.

Print one slide per page

Choose one of these:

• The Slides printout type. This prints the slide bigger than any other printout type.
• The Handouts (1 slide per page) type. This leaves larger margins than the slides type and lets you include page headers and footers.

Print multiple slides per page

Choose any of the handout types from two to nine slides per page.

Print multiple slides per page with lines for audience notes

Click the Handouts (3 slides per page) printout type.

Print speaker notes

Click the Notes Pages printout type. This prints one slide per page with your speaker notes underneath.

Print an outline

Click the Outline View printout type. This prints only the text on the slides. (It does not print any text, though, in text boxes you've added to slides.)

Set headers and footers

• In print preview, on the Options menu, click Header and Footer.
• In normal view, on the View menu, click Header and Footer.

For slides, click the Slides tab. For notes, handouts, and outlines, click the Notes and Handouts tab.

Correct typos or formatting on a specific notes page

1. If you're in print preview, click Close.
2. In normal view, on the View menu, click Notes Page.
3. Scroll to the slide with the notes you wish to change.
4. Make corrections, such as shortening the amount of text if it's spilling outside the text area, or apply formatting to the notes text. To apply a formatting change to the whole text area, click its border to select the area first, then apply the change.

Change formatting or layout for all notes pages or all handouts and outlines

To make a formatting or layout change that will apply to all notes pages or to all handouts and outlines:

1. In normal view, on the View menu, point to Master, and click one:
   • Notes Master
   • Handout Master (this also applies to outlines)

   Depending on which one you choose, the Notes Master View toolbar or Handout Master View toolbar appears. For handouts, click the printout type you want on the Handout Master View toolbar.

2. For notes pages, you can:

   • Change font and paragraph formatting for notes, headers, and footers.
   • Change the size and position of slides, notes, header, and footer areas.
   • Change the border color and style of slides, notes, and header and footer areas; change the fill color for notes, header, and footer areas.
   For handouts and outlines, you can:
   • Change font and paragraph formatting for headers and footers.
   • Change the size and position of header and footer areas.
   • Change the border color, style, and fill color of header and footer areas.
3. If you delete any section of a master, you can get it back by clicking the Handout Master Layout button on the Handout Master View toolbar or the Notes Master Layout button on the Notes Master View toolbar. Select the check box for the item you deleted, and click OK.

Using Word

To print in Microsoft Office Word

With the presentation open in normal view:

1. On the File menu, point to Send to, and click Microsoft Office Word (this command is Microsoft Word in earlier versions, back to Office 2000).
2. Select a page layout in the dialog box that appears. They include two layouts for slides with speaker notes, two for slides with lines for audience notes, and one for an outline.
3. Click Paste link (this keeps any saved Word file small), and click OK.

   Word opens and displays the presentation in the layout you've chosen.

4. Break the links (which makes the saved file size even smaller). On the Edit menu, click Links. Select the list of items in the Links dialog box, and click Break Link. Click Yes to confirm that you want to break the links.
5. To alter your page layout in Word, do any of these:
   • If you chose a layout that uses a table, change the row or column width or height.

     To do this for all rows or columns, on the Table menu point to Select, and click Table. On the Table menu, click Table Properties, and change settings on the Row or Column tab.

     To do this for a single row or column, on the Table menu point to Select, and click either Row or Column. On the Table menu, click Table Properties, and change settings on the Row or Column tab.

   • To change margins for the page, on the File menu, click Page Setup, and change settings on the Margins tab.
   • If you chose a layout that has page breaks, and you want to fit more on a page, you can delete the page breaks and alter content (deleting or shortening notes, for example) to move more content onto the page.

Tips

Change default print settings

To change default print settings for one presentation:

1. On the Tools menu, click Options, and click the Print tab.
2. Under Default print settings for this document, click Use the following print settings. Select printout type and other settings.

You can make these settings apply to a design template, too. If you open the template file (.pot file extension), select print settings as above, and save the file. The settings will apply to every presentation you create that uses the template. For help with modifying and opening templates, see Edit a design template.

Change default page orientation for notes, handouts, and outlines

1. On the File menu, click Page Setup.
2. Select an option under Notes, handouts & outline.

Note: changing page orientation or size for slides is not advised, as this affects every slide in your presentation and can distort slide items. However, you may have a need to change these settings. For guidance in doing so, see:

• Customize slide size and orientation for printing
• Show a portrait-oriented slide in a landscape-oriented presentation

Additional resources

For more information, see these links.

• Printing add-ins and resources for PowerPoint

  In particular, see the Capture Show add-in, created by Shyam Pillai, which enables you to print each stage of an animation. There's also a link to the Handout Wizard, which you might find helpful for printing in PowerPoint.

• Margins are wrong, printout is off-center, I don't want any margins
• PowerPoint add-ins