Lesson 11: Printing

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Introduction

Even though PowerPoint presentations are designed to be viewed on a computer, there may be times when you want to print them. You can even print custom versions of a presentation, which can be especially helpful when presenting your slide show. The Print pane makes it easy to preview and print your presentation.

Optional: Download our practice presentation.

Watch the video below to learn more about printing in PowerPoint.

Print layouts

PowerPoint offers several layouts to choose from when printing a presentation. The layout you choose will mostly depend on why you're printing the slide show. There are four types of print layouts.

  • Full Page Slides: This prints a full page for each slide in your presentation. This layout is most useful if you need to review or edit a printed copy of your presentation.
    preview of a full page slide printout
  • Notes Pages: This prints each slide, along with any speaker notes for the slide. If you've included a lot of notes for each slide, you could keep a printed copy of the notes with you while presenting.
    previewing the notes pages layout
  • Outline: This prints an overall outline of the slide show. You could use this to review the organization of your slide show and prepare to deliver your presentation.
    preview of an outline printout
  • Handouts: This prints thumbnail versions of each slide, with optional space for notes. This layout is especially useful if you want to give your audience a physical copy of the presentation. The optional space allows them to take notes on each slide.
    preview of a handouts printout

To access the Print pane:

  1. Select the File tab. Backstage view will appear.
    selecting the File tab
  2. Select Print. The Print pane will appear.
    clicking Print in the Backstage view

Click the buttons in the interactive below to learn more about using the Print pane.

edit hotspotsthe print pane

Slide Selection

You can click the arrows to view a different slide in the Preview pane.

You can also access the Print pane by pressing Ctrl+P on your keyboard.

To print a presentation:

  1. Select the File tab. Backstage view will appear.
    selecting the File tab
  2. Select Print. The Print pane will appear.
    clicking Print in the Backstage view
  3. Choose the desired printer and print range.
  4. Chose the desired print layout and color settings.

    changing the print settings

  5. When you're done modifying the settings, click Print.
    clicking the Print button

Challenge!

  1. Open our practice presentation.
  2. In the Print Pane, change the number of copies to 2.
  3. Choose a Handout version of the presentation with 6 Slides Horizontal per page.
  4. When you're finished, your print pane should look like this:
  5. Optional: If you have a printer and would like to practice printing, print your presentation.

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