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.
Video Tutorial
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.
- 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.
- 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.
- 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.
To access the Print pane:
- Select the File tab. Backstage view will appear.
- Select Print. The Print pane will appear.
Click the buttons in the interactive below to learn more about using the Print pane.
Print Command
Click this large button to send your presentation to the selected printer.
Copies
Specify how many physical copies of the presentation you want to print.
Select Printer
Choose which printer to use, check printer status, or select "Print to PDF".
Print Layout
Choose to print full-page slides, notes pages, outline view, or multiple slides per page (handouts).
Collated
Determine if multiple copies should be grouped sequentially (1,2,3) or stacked by page (1,1,1).
Color Settings
Select whether to print your slides in Full Color, Grayscale, or Pure Black and White.
Print Preview
Shows a visual preview of exactly how your selected slides and layout will look on paper.
Page Navigation
Use these arrows or type a number to flip through the different pages of your print preview.
Zoom Slider
Zoom in to read details on your slides or zoom out to view the entire layout on the page.
To print a presentation:
- Select the File tab. Backstage view will appear.
- Select Print. The Print pane will appear.
- Choose the desired printer and print range.
- Chose the desired print layout and color settings.
- When you're done modifying the settings, click Print.
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Challenge!
- Open our practice presentation.
- In the Print pane, change the number of copies to 2.
- Choose a Handout version of the presentation with 6 Slides Horizontal per page.
- When you're finished, your print pane should look like this:
Optional: If you have a printer and would like to practice printing, print your presentation.
5 FAQs about Printing in PowerPoint
How can I print multiple slides on one page?
In the Print pane, look for the "Print Layout" drop-down (it usually says "Full Page Slides"). Click it and select one of the options under Handouts, such as 3, 4, 6, or 9 slides per page.
How do I print my speaker notes?
In the Print pane, click the "Full Page Slides" drop-down and change it to Notes Pages. This prints the slide at the top of the page and your notes at the bottom.
Can I print without the background color to save ink?
Yes. In the Print pane, click the color drop-down at the bottom (usually set to "Color") and change it to Pure Black and White or Grayscale. This removes backgrounds and prints outlines.
How do I print only a specific slide?
In the Print pane, click the drop-down that says "Print All Slides" and select Print Current Slide. Alternatively, you can type a specific slide number in the Slides: text box below it.
Why isn't my presentation fitting on the paper?
Ensure that the "Scale to Fit Paper" option is checked. Click the "Full Page Slides" drop-down and at the very bottom of that menu, make sure Scale to Fit Paper has a checkmark next to it.
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