How to Print PowerPoint with Notes (Step-by-Step Guide for Windows & Mac)
If you want to print PowerPoint with notes, you need to select “Notes Pages” in the Print settings before printing. This option prints each slide at the top of the page with your speaker notes underneath. The steps are slightly different on Windows and Mac, but both are simple once you know where to click.
How to Print PowerPoint with Notes
This guide walks you through exactly how to print PowerPoint with notes on Windows and Mac, how to print multiple slides with notes, how to fix common problems, and what mistakes to avoid.
Why Print PowerPoint with Notes?
Printing slides with notes is useful when:
- You’re giving a speech and need talking points
- You’re teaching and want to distribute study material
- You need a backup copy of your presentation
- You’re presenting without Presenter View
- You want a printed script version of your slides
When printed correctly, each page shows:
- The slide image at the top
- Your notes text below it
How to Print PowerPoint with Notes on Windows
Follow these exact steps in Microsoft PowerPoint for Windows.
Step 1: Open Your PowerPoint File
Open your presentation in PowerPoint.
Before printing, make sure your notes are added:
- Go to Normal View
- Click inside the Notes pane below the slide
- Type or review your notes
If you don’t see the Notes pane, click Notes at the bottom of the screen.
Step 2: Go to the Print Menu
Click:
File → Print
Or use the shortcut:
Ctrl + P
This opens the Print settings panel.
Step 3: Select “Notes Pages”
Under Settings, you will see a dropdown that usually says:
Full Page Slides
Click that dropdown.
From the list of options, select:
Notes Pages
This is the most important step. If you skip this, your notes will not print.
Step 4: Adjust Print Settings
Before clicking Print, check:
- Printer selection
- Number of copies
- Color or Black & White
- Portrait orientation (recommended)
Use Print Preview on the right side to confirm your notes appear under the slide.
Step 5: Click Print
Once everything looks correct in preview, click Print.
Your slides will print with notes underneath each slide.
How to Print PowerPoint with Notes on Mac
The process is slightly different on Mac but still easy.
Step 1: Open Your Presentation
Open your file in PowerPoint for Mac.
Check that notes are added:
- In Normal View, type notes below each slide
- Scroll through slides to confirm notes are present
Step 2: Open the Print Window
Click:
File → Print
Or press:
Command + P
This opens the Mac print dialog.
Step 3: Change the Print Layout
In the print window:
- Look for a dropdown menu that may say Copies & Pages
- Click it
- Choose Microsoft PowerPoint
This reveals layout options.
Step 4: Select “Notes”
Under Layout or Print What, choose:
Notes
You should now see a preview with:
- Slide at the top
- Notes underneath
Step 5: Print
Confirm:
- Printer
- Copies
- Paper size
- Color settings
Then click Print.
How to Print Multiple Slides with Notes
By default, PowerPoint prints one slide with notes per page. There is no built-in option to print multiple Notes Pages on a single sheet. However, you can use these workarounds.
Option 1: Print to PDF First (Recommended)
- Select Notes Pages
- Choose Print to PDF
- Save the PDF
- Open the PDF
- In your PDF viewer, choose Print
- Select Multiple pages per sheet (2 or 4 per page)
This saves paper and works on both Windows and Mac.
Option 2: Use Printer Settings
Some printers allow:
- 2 pages per sheet
- 4 pages per sheet
Look for a setting called:
- “Multiple pages per sheet”
- “Pages per sheet”
Keep in mind: text may become small and harder to read.
Tip for Long Notes
If your notes are long:
- Reduce font size slightly
- Edit and shorten paragraphs
- Preview before printing
- Print one test page first
How to Review Notes Before Printing
Before printing large quantities, check formatting.
View Notes Page Layout
- Click View
- Select Notes Page
- Scroll through slides
This shows exactly how each printed page will look.
If notes are cut off:
- Resize the notes text box
- Reduce font size
- Edit content
Troubleshooting: PowerPoint Notes Not Printing
Here are common problems and how to fix them.
Notes Are Not Printing
Cause: “Full Page Slides” is selected.
Fix:
Go to Print Settings and select Notes Pages.
Notes Are Blank
Cause: Notes were never added.
Fix:
Return to Normal View and type notes in the Notes pane.
Notes Are Cut Off
Cause: Notes are too long.
Fix:
- Go to View → Notes Page
- Resize the notes area
- Reduce font size
- Shorten text
Layout Options Missing on Mac
Cause: Wrong dropdown selected in Print dialog.
Fix:
Change dropdown from Copies & Pages to Microsoft PowerPoint.
Formatting Looks Different When Printed
Cause: Printer margins or scaling settings.
Fix:
- Check “Scale to Fit” settings
- Print to PDF first
- Review Print Preview carefully
Common Mistakes When Printing PowerPoint with Notes
Avoid these common errors.
1. Forgetting to Select Notes Pages
This is the most common mistake. Always confirm layout before printing.
2. Skipping Print Preview
Preview shows formatting issues before you waste paper.
3. Printing Without Testing
Always print one sample page first.
4. Using Landscape Orientation
Notes Pages work best in Portrait. Landscape can distort layout.
5. Writing Extremely Long Notes
Long notes shrink automatically and become hard to read. Keep notes concise and structured.
Best Practices for Professional Printing
If you’re printing for a class, meeting, or event:
- Use black text for clarity
- Avoid decorative fonts
- Keep notes structured with bullet points
- Print in grayscale to save ink
- Add page numbers if needed
- Use high-quality paper for formal presentations
If distributing to many people, consider exporting to PDF first to ensure consistent formatting.
FAQ: How to Print PowerPoint with Notes
1. Can I print PowerPoint with notes and handouts together?
No. Handouts and Notes Pages are separate print layouts. You must choose one option at a time.
2. Can I print notes only without slides?
PowerPoint does not offer a built-in notes-only print option. You would need to copy notes into Word and print from there.
3. Why are my notes printing too small?
This usually happens when using multiple pages per sheet. Try printing one Notes Page per sheet for better readability.
4. Does PowerPoint Online allow printing with notes?
PowerPoint Online has limited print features. For full Notes Page printing, use the desktop version.
5. How do I save slides with notes as a PDF?
Go to File → Print, select Notes Pages, and choose Save as PDF instead of a printer.
Conclusion
To print PowerPoint with notes, select Notes Pages in the Print settings before printing. On Windows, choose it from the Settings dropdown. On Mac, switch the print dialog to Microsoft PowerPoint and select Notes.
Always check Print Preview, test one page first, and adjust formatting if notes are too long. If you need multiple slides with notes per sheet, print to PDF first and use your printer’s multiple-page option.
By following these steps, you can quickly and confidently print professional PowerPoint slides with notes on both Windows and Mac.
