Understanding Your Printing Options in PowerPoint

Handout Page Setup

Before you can print your PowerPoint presentation with notes, you must first understand the different handout page setup options available to you. In PowerPoint, you can choose how many slides per page you want to print. This gives you the freedom to either minimise paper usage by printing multiple slides on one page or maximise readability by printing one slide per page. The more slides per page, the smaller each slide will be, and the less room there will be for notes. Therefore, choosing the number of slides per page is a balance between saving paper and ensuring that your notes are easy to read.

Printing Settings

Once you have chosen your preferred handout page setup, the next step is to adjust your printing settings. PowerPoint offers you different printing options, including whether to print in colour or black and white, and whether to print on one side of the paper or both. You can also choose the print quality, with higher quality prints requiring more ink but giving a sharper image. Additionally, you can decide whether to print your slides with notes, without notes, or with notes on separate pages. Printing with notes will naturally require more paper and ink but can be useful if your presentation contains complex information that is difficult to remember.

Print Preview

Before you print your PowerPoint presentation with notes, it is highly recommended that you use the print preview feature. This feature allows you to see exactly how each page will look when it is printed, ensuring that there are no surprises when you collect your printed handouts. In the print preview window, you can also make last-minute changes to your printing settings without having to navigate back to the printing settings menu. This makes the print preview feature not only a valuable tool for checking your work but also a convenient way to make minor adjustments.

Steps to Print PowerPoint with Notes

Selecting with Notes Option

Now that you understand the various settings and options, let's dive into the actual steps on how to print PowerPoint with notes. The process is simple and straightforward. To start with, click on "File" on the top left corner. From the drop-down menu, select "Print." You'll see an option labeled "Print Layout." In this section, select "Print with Notes." This choice will ensure that your PowerPoint presentation is printed along with any speaker notes you have.

Choosing Print Range

After selecting the "Print with Notes" option, you can choose the range of slides you wish to print. This does not necessarily mean you have to print all the slides in your presentation. Specify the range by entering the slide numbers you want to include in the "Slides" field. This option can be convenient if you only need to print out a particular part of your presentation.

Final Print Order

Before clicking the "Print" button, there's one more step to ensure your PowerPoint prints according to your preference. That is selecting the order in which your slides will print. It typically defaults to "Collated," meaning your slides print off in order. If you're printing multiple copies, you may want to select "Uncollated." This means PowerPoint will print all copies of one slide before moving onto the next slide. Once all settings are precise, click the "Print" button to start the printing process.

Optimizing PowerPoint for Note Taking

Effective Slide Designing

When preparing to print PowerPoint with notes, it's essential to consider how your slide design will affect note-taking. Good practice includes keeping your slides clean and organized to minimize confusion. Avoid cramming too much information on one slide; instead, spread your content across multiple slides. This format not only improves readability but also provides more space for note-taking. Use clear, legible fonts, appropriate font size, keep color choices in mind that print well in both color and grayscale.

Incorporating Speaker Notes

Speaker notes in PowerPoint provide an excellent way to incorporate additional details without cluttering your slides. As you create your presentation, add notes that supplement your slide content. These notes might include additional context, explanations, or references. When you print your PowerPoint with the 'notes' option selected, these speaker notes will appear below the slides. Just ensure the notes are concise and relevant.

Considering User's Note Space

When you prepare your PowerPoint presentation for printing with notes, consider your audience and how they will use the handouts. If your audience is likely to take notes, ensure that you leave adequate space for this. A typical practice is to leave the bottom third of the page blank for notes. This strategy allows users to jot down their thoughts or additional points while engaging with your presentation.