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Intro to PowerPoint: Essential Training & Tutorials8 chapters | 66 lessons
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Free 5-day trialKaren has a Bachelors in Communications. She has 25 years of experience in Information Systems, Adult Learning and Virtual Training.
So, let's talk about printing in PowerPoint. The Print command is located under the File menu, and PowerPoint offers several options for printing your slides, such as different Layouts, which are pages that are formatted specifically for printing. For example, you can change your slides to a format more suitable for handouts because it's common for presenters to print out a paper copy for their audience. This lesson will introduce you to the most common printing options in PowerPoint.
If you click on the Print command, you will see a group of options called Settings. The first option is to select what slides to print, and although most of the time you will Print All Slides, you will have occasions where you will want to print a particular slide or maybe a set of slides. For example, imagine you are collaborating on a presentation, and you have printed a draft copy for you and your subject matter expert (or SME as they're called) to review. You need to make changes and send a final, hard-copy draft to your manager for a final review.
After you meet with the SME on the project, you make changes to only the first two slides. Using this option, you will not need to re-print the entire presentation. Re-print only the first two slides, add them to the slides you didn't change, and you are good to go for your manager. Simply enter the slides you want to print in the Slide box. Here are some helpful hints when entering the range of slides to print:
In our scenario, we want to print only the first two slides. The range we would enter into the Slide box would be 1-2, or we could use 1, 2 - either one will work.
The next option is choosing a Layout. If you click on the Full Page Slides option, you will see several layout options, such as printing full pages, pages with your notes, or the outline. A common layout here is to print your Notes Pages. As you create your slides, you can add your own speaking notes to each slide, then print the slide and notes to help you rehearse or to use during your presentation. In addition, you can choose different layouts for your handouts. Here you can choose how many slides per page you would like to print:
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The most common choice for handouts is three slides per page, which includes an area for your audience to take notes. As you can see above, you can print up to nine slides per page. However, I find the layout to be very hard to read. The slides are small and the content is even smaller. I suggest, that if you want handouts for your audience, three slides per page is best.
Once you have made your selections on what to print, you can choose how to print the presentation. For example, you can print 1-sided or back-to-back, you can also choose to collate while printing, and you can choose whether to print in black-and-white or color. When you are ready to print, select your printer and click on the Print button. An added benefit is that regardless of the selections you make for printing, your slides will remain the same, and your selections will not affect how your presentation will look when you run your slide-show.
So, in this lesson, you were introduced to different printing options in PowerPoint. You learned that you can Print All Slides or you can select specific slides to print, which is helpful during collaboration on a PowerPoint project.
You also learned that you can print different Layouts. This is helpful when printing handouts and you get many choices. The best choice for handouts is the three slides per page as it gives you a place for your audience to take notes.
Finally, you learned that you can also print your Notes Pages to help you rehearse or to use as your speaker notes during your presentation. With so many options, the most common is to print all slides or choose a layout for your handouts. Printing in PowerPoint can be helpful for your next conference, remote meeting, or even your next training event.
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Intro to PowerPoint: Essential Training & Tutorials8 chapters | 66 lessons