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Printing notes, handouts, and slides

From: PowerPoint for Mac 2011 Essential Training

Video: Printing notes, handouts, and slides

One way of sharing your presentation with others is the old-fashioned way of just simply printing it out. You can print slides. You can print your speaker notes. That's very handy if you're going to be up at a podium. You can even print out handouts for your audience members so they can see a miniature of the slide, maybe even have an area where they can take notes. These are all options when it comes to printing. We're going to do that using our Sharing presentation. So the first thing is to go to the Home tab, and we're going to go to slide number 1. I want you to see the slide, because it's really full of graphics and a lot of color.

Printing notes, handouts, and slides

One way of sharing your presentation with others is the old-fashioned way of just simply printing it out. You can print slides. You can print your speaker notes. That's very handy if you're going to be up at a podium. You can even print out handouts for your audience members so they can see a miniature of the slide, maybe even have an area where they can take notes. These are all options when it comes to printing. We're going to do that using our Sharing presentation. So the first thing is to go to the Home tab, and we're going to go to slide number 1. I want you to see the slide, because it's really full of graphics and a lot of color.

So I want you to imagine printing this out using maybe an inkjet printer, for example, and how much ink it would take. So there are some Print options to consider as well. We'll do that by going up to the File menu and then down to Print. Command+P is your keyboard shortcut, and it'll take you to the Print window, where we can choose a number of different options, such as the printer you're using. If you have more than one printer, you can select it from here. There are presets for Standard, Last Used Settings, and you can even save your own presets, but the presets are set down below. And there are different categories.

You should see Copies & Pages by default. Here is where you set the number of copies, what slides you're going to print - all the slides or select slides, such as from 1 to 3, for example - or Selected Slides, which allows you to choose the slides you're going to print. It doesn't mean you have to print slides, however. Let's go to the Print What dropdown, and you'll see Handouts and Notes as well. When you choose Notes, you're going to see this little thumbnail change to show you a miniature of the slide itself, and then the speaker notes down below.

If you're the presenter, this is a nice thing to have with you up at the podium if you're not in Presenter view let's say. Let's go back to this dropdown for Print What and look at some of the Handout options. You might want to have 2, 3, 4 slides per page; let's try 4 slides per page. You can see what that looks like. You're going to see thumbnails of the various slides on your page. Now, you're going to see a preview of 1 of 1, because we have Selected Slides. Well, let's go to All Slides and see what happens. There they are: little miniatures of each slide.

If that's too difficult to read, you might want to change it from 4 slides per page to something like 2, and you get bigger versions. All right! Down below the Output, you can see it's set to Color by default, and that all depends on the printer that's connected to your computer right now. If we click the dropdown, we can go to Grayscale or Black and White. I like Black and White because as you're going to see, what happens here on our slides, we're going to be using black ink, and we're not going to be using as much ink as well because of the backgrounds that were in color, and so on.

We could also go to Grayscale, which does use a little more ink, because you'll see different shades of gray and so on for some of the background. So it's totally up to you how much you want to use. I like Black and White when it comes to printing out handouts that I'm going to be giving to my audience members. You can also choose whether or not hidden slides will be printed. We do have a hidden slide. Do we want that included? Well, if we do, we leave it checked. If we don't, we'll deselect it, and now our number is actually going to go down. You could see the thumbnails change here to skip over Slide2.

Let's go up here to Copies & Pages. We'll just click that, and you can see there are other categories to choose from here as well. So if we go to Paper Type/Quality and if you're going to be printing in Black and White, you might want to set under Paper, your Color to Grayscale, and your Paper Type where it says Automatic, you have a number of different options. I have Inkjet paper. And the Quality, you can see, you can adjust this to a draft, all the way up to maximum dots per inch.

Again, this will save you some ink if you go to something like Fast Draft. It's not going to be the best quality, but your people - your audience - they'll get the idea. Go to Color Options. You can also choose just to use the black print cartridge if you're going to be printing in Black and White. When you're ready to print it, just click the Print button and off go your handouts, notes, or slides in a presentation.

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This video is part of

Image for PowerPoint for Mac 2011 Essential Training
PowerPoint for Mac 2011 Essential Training

63 video lessons · 22491 viewers

David Rivers
Author

 
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  1. 4m 11s
    1. Welcome
      1m 20s
    2. Understanding PowerPoint
      2m 4s
    3. Using the exercise files
      47s
  2. 15m 58s
    1. Exploring the Presentation gallery
      4m 17s
    2. Understanding the Ribbon interface
      6m 7s
    3. Navigating presentations
      2m 56s
    4. Customizing the UI layout
      2m 38s
  3. 32m 42s
    1. Creating new presentations
      2m 56s
    2. Adding, removing, and arranging slides
      7m 5s
    3. Saving time with Outline mode
      5m 15s
    4. Separating slides into sections
      8m 37s
    5. Checking compatibility
      3m 15s
    6. Saving your presentations
      5m 34s
  4. 35m 23s
    1. Using themes
      4m 58s
    2. Creating your own themes
      2m 42s
    3. Changing the background
      5m 33s
    4. Designing slides
      3m 12s
    5. Working with slide layouts
      3m 58s
    6. Working with slide masters
      5m 51s
    7. Using headers and footers
      4m 25s
    8. Using and creating templates
      4m 44s
  5. 30m 14s
    1. Adding text with text slides and boxes
      3m 37s
    2. Adding text to a shape
      2m 16s
    3. Formatting text on a slide
      5m 42s
    4. Changing character direction
      4m 11s
    5. Creating lists using bullets and numbering
      5m 25s
    6. Changing spacing and indents
      4m 17s
    7. Finding and replacing content
      4m 46s
  6. 25m 28s
    1. Adding a table to a slide
      4m 47s
    2. Editing and formatting tables
      4m 25s
    3. Pasting a table from Excel
      5m 11s
    4. Inserting a chart
      5m 42s
    5. Pasting a chart from Excel
      5m 23s
  7. 26m 40s
    1. Inserting pictures and clip art
      2m 18s
    2. Replacing and adjusting pictures
      6m 40s
    3. Drawings and SmartArt
      6m 29s
    4. Adding video to a slide
      5m 53s
    5. Adding sound to a presentation
      5m 20s
  8. 18m 7s
    1. Using a template with animation
      5m 35s
    2. Animating objects on a slide
      6m 1s
    3. Using slide transition effects
      6m 31s
  9. 15m 7s
    1. Checking spelling
      5m 25s
    2. Finding synonyms, definitions, and translations
      4m 23s
    3. Setting AutoCorrect options
      5m 19s
  10. 40m 53s
    1. Using speaker notes
      3m 50s
    2. Showing and navigating a presentation
      4m 56s
    3. Using pointer options
      3m 59s
    4. Using presenter tools with two screens
      3m 44s
    5. Creating a self-running slideshow
      6m 40s
    6. Playing a self-running slideshow
      3m 44s
    7. Adding hyperlinks to a presentation
      5m 7s
    8. Using action buttons
      8m 53s
  11. 28m 5s
    1. Using comments
      3m 58s
    2. Printing notes, handouts, and slides
      4m 17s
    3. Sending a slideshow to iPhoto
      2m 57s
    4. Creating PowerPoint pictures
      2m 43s
    5. Creating a PowerPoint movie
      3m 56s
    6. Creating a PDF presentation
      1m 49s
    7. Creating custom slideshows
      3m 57s
    8. Broadcasting a presentation over the web
      4m 28s
  12. 8m 52s
    1. Changing PowerPoint preferences
      3m 29s
    2. Customizing the Ribbon and toolbars
      5m 23s
  13. 22s
    1. Goodbye
      22s

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