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

If you want to print PowerPoint slides with speaker notes, the fastest way is to use the Notes Pages print layout inside Microsoft PowerPoint. This format prints one slide per page with your notes displayed underneath, making it perfect for presentations, meetings, training sessions, or study materials.

In this complete step-by-step guide, you’ll learn exactly how to print PowerPoint with notes on Windows and Mac, how to print multiple slides with notes, and how to fix common printing problems.

What Does “Print PowerPoint with Notes” Mean?

When you add speaker notes in PowerPoint, they appear in the Notes pane below each slide. These notes are visible in Presenter View during a slideshow, but they don’t automatically print unless you select the correct layout.

To print slides with notes:

• You must choose Notes Pages under Print Layout.
• Each page will contain:
  • The slide at the top
  • Your speaker notes underneath

This format is ideal for presenters who need a printed script.

How to Print PowerPoint with Notes on Windows

Follow these steps if you’re using PowerPoint on Windows.

Step 1: Open Your Presentation

1. Open Microsoft PowerPoint.
2. Open the presentation file you want to print.

Step 2: Click File → Print

1. Click File in the top-left corner.
2. Select Print from the menu.

You’ll now see the print preview screen.

Step 3: Choose “Notes Pages”

Under Settings:

1. Click the dropdown that usually says Full Page Slides.
2. Select Notes Pages.

The preview on the right will update to show one slide with notes underneath.

Step 4: Adjust Printer Settings

Before printing, check:

• Printer selection
• Number of copies
• Orientation (Portrait is recommended for notes)
• Color or grayscale
• Double-sided printing (optional)

Step 5: Click Print

Once everything looks correct in the preview, click Print.

Your slides will now print with notes included.

How to Print PowerPoint with Notes on Mac

The process is slightly different on macOS but still simple.

Step 1: Open the Presentation

1. Launch Microsoft PowerPoint.
2. Open your file.

Step 2: Click File → Print

1. Click File in the top menu.
2. Select Print.

A print dialog box will appear.

Step 3: Change Layout to Notes

In the print window:

1. Locate the dropdown labeled Layout or Copies & Pages.
2. Select Microsoft PowerPoint (if needed).
3. Under Print What, choose Notes.

Make sure the preview shows the slide with notes beneath it.

Step 4: Adjust Print Settings

Check:

• Paper size
• Orientation (Portrait works best)
• Two-sided printing
• Scale to fit paper

Step 5: Click Print

Click Print, and your slides with notes will print.

How to Print Multiple Slides with Notes

PowerPoint only prints one slide per page when using Notes Pages. However, you have a few options if you need multiple slides with notes printed efficiently.

Option 1: Print Notes Pages Double-Sided

To save paper:

• Enable Print on Both Sides
• This prints two slides (with notes) per sheet — front and back.

Option 2: Convert to Word for More Layout Control

If you want multiple slides with notes on a single page:

1. Go to File → Export
2. Choose Create Handouts
3. Select Send to Microsoft Word
4. Choose layout options like:
   • Notes next to slides
   • Blank lines next to slides

This opens your presentation in Microsoft Word, where you can format multiple slides per page before printing.

This is the best method if you want compact printed notes.

Printing Tips for Better Results

Use Portrait Orientation

Notes Pages are designed vertically. Portrait layout prevents text from shrinking.

Check Notes Length

If notes are too long:

• They may shrink automatically.
• Text may overflow.

Edit notes before printing to keep them readable.

Use Print Preview Every Time

Always check:

• Notes are visible
• Nothing is cut off
• Correct layout is selected

Choose Grayscale to Save Ink

If slides have heavy graphics:

• Select Grayscale
• This reduces ink usage while keeping notes readable.

Save as PDF First (Optional)

Instead of printing directly:

1. Choose Print
2. Select Microsoft Print to PDF (Windows) or Save as PDF (Mac)
3. Review the file before printing

This prevents waste from formatting mistakes.

Common Mistakes When Printing PowerPoint with Notes

Here are common errors users make:

1. Selecting “Full Page Slides”

This prints slides only — without notes.

Fix: Choose Notes Pages instead.

2. Printing Handouts Instead of Notes

Handouts show multiple slides per page but do not include speaker notes.

Fix: Use Notes Pages if you want notes printed.

3. Notes Not Showing in Preview

If notes don’t appear:

• Confirm notes are actually typed in the Notes pane.
• Switch to Notes Page View to verify content.

4. Text Cut Off at Bottom

This happens when notes are too long.

Fix:

• Shorten notes
• Reduce font size slightly
• Adjust printer margins

5. Wrong Orientation

Landscape layout may compress notes text.

Fix: Switch to Portrait.

Troubleshooting: PowerPoint Notes Not Printing

If you’re still having problems, try these solutions.

Notes Section Is Blank

Possible causes:

• Notes were not saved.
• Printing wrong layout.
• Using older PowerPoint version.

Solution:

• Open each slide.
• Confirm notes appear in the Notes pane.
• Re-select Notes Pages in Print settings.

Formatting Looks Different When Printed

Cause:

• Printer margins or scaling.

Solution:

• Choose Scale to Fit Paper.
• Update printer drivers.
• Try saving as PDF first.

Only First Slide Prints with Notes

Cause:

• Custom print range selected.

Solution:

• Under Print settings, choose Print All Slides.

Notes Are Too Small to Read

Cause:

• Long text shrinking automatically.

Solution:

• Shorten notes.
• Export to Word for better layout control.

When Should You Print PowerPoint with Notes?

Printing slides with notes is helpful for:

• Business presentations
• Teaching or training sessions
• Conferences
• Study materials
• Speaker scripts

It gives you a reliable backup in case Presenter View fails.

FAQ: How to Print PowerPoint with Notes

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

Not directly using Notes Pages. PowerPoint only prints one slide with notes per page. To place multiple slides with notes on one page, export to Word and adjust layout there.

2. Why are my notes not printing?

You likely selected Full Page Slides instead of Notes Pages in the print settings.

3. Can I print notes only without slides?

PowerPoint does not offer a direct “notes only” print option. However, you can export to Word and remove the slide images before printing.

4. How do I save PowerPoint with notes as a PDF?

Go to File → Print, select Notes Pages, then choose Save as PDF instead of a physical printer.

5. Does this work in all versions of PowerPoint?

Yes. The location of options may vary slightly, but the Notes Pages layout is available in most modern versions of Microsoft PowerPoint.

Conclusion

Printing PowerPoint slides with notes is simple once you select the correct layout. On both Windows and Mac, go to File → Print, choose Notes Pages, review the preview, and print.

If you need multiple slides with notes per page, export the presentation to Word for better formatting control. Always double-check the preview before printing to avoid common mistakes.

By following this guide, you can confidently print PowerPoint with notes for meetings, classes, or professional presentations—quickly and correctly every time.