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Discover the power shortcuts the pros use to navigate PowerPoint 2010 with ease. Author Alicia Katz Pollock shows how to customize views, work with text, format slides, and publish your final presentation. The course also includes her top 10 tips for working with presentations, including autofitting text, creating custom bullets, and using shapes to mask images and video.
Printing PowerPoint slideshows can deplete your ink supply very quickly. Here are some tips you can use to save your precious toner. Your first line of defense is now part of PowerPoint standard tools. Go to File and then choose Print. Now on the right-hand side there is a preview and you can zoom in and out to see your slides and scroll through to see what they look like. If you find an error, simply go back to Home and fix it, back to File and Print again. Now let's take a look at the settings. There is an option here for Print All the Slides or just the Current Slide that you're on or you can click on Custom Range and then specify the Slides that you want to print. For example, I can tell it that I want to print Slides 1-4 and then Slides 5 and 8. Now it will just show those slides. Now come down here where it says Full Page Slide, Print 1 side per page.
You can have it print a Full Slide, a Notes Page, the Outline of your presentation, or Handouts. 1 slide, 2 slide, 3 slides, up to 9 slides. Now right now mine is only showing 6, because I've only told them to print certain slides. So let's go ahead and change that back to Print All Slides and I can see that I have two pages, but that's certainly better than none. Also, on that drop down there is an option for Frame Slides. This refers to the black lines around each slide. That can help you visually, but it does use toner.
So if you really want to scale back, go ahead and uncheck that checkmark. There is an option here for Portrait versus Landscape Orientation. Landscape will make your slides a little bit larger, which will use more toner, but it does make them easier to read. I will put it back to Portrait, and then down here at the bottom we have Color. If you don't want to use up your colored ink, change it to Grayscale. There's also an option for Pure Black and White, but sometimes this makes your slide hard to read and it actually uses more ink than printing in grayscale. Now this has nothing to do with saving ink, but I want to point out that you can edit your header and footer right here from this dialog box. So I can go ahead and on my Notes and Handouts set the time and any other information I want.
You can also adjust your Printer Properties when you select your Printer. I will set my Printer here and then choose Printer Properties. Now what you see is going to be different than what I have here, because this window is dependent on your equipment. But I'll show you some things to look out for. First, the Paper type many inkjet and laser printers prefer certain matching kinds of paper, and this can be important, because your printer will adjust to how much ink it uses according to the paper that it's printing on.
If your printer does Duplex printing you should certainly print on both sides. That will cut your paper use in half. Now here's one I like a lot, Pages per sheet. Now we saw that you can set handouts up to 9 slides per page, but this will allow you to actually print full slides, just several on one piece of paper, up to 16 per sheet. Also, look around for print quality, many printers will have an EconoMode or a Draft mode that will definitely help you save on ink and toner.
Now I am going to go ahead and click Cancel. Now let's also take a look at PowerPoint's default Print Settings. While we are on the File tab, come down here to the bottom to Options, go to the Advanced section, and then scroll down to the bottom, and you will find Print. The first option is for Print in background. If your printjob is extremely slow, because of your number of high-resolution graphics, turn off this checkmark and PowerPoint will pause waiting for your print job to finish. It does mean that you can't continue working on the file until the printing is done, but depending on your computer, this may give extra processing resources to your printer.
The last two print options that I want to take a look at definitely involve a trade-off between saving ink and getting good quality printouts. Putting a checkmark in front of Print inserted objects at printer resolution will improve the quality of your pie charts and tables. And the last one I want to look at is High quality. This will print at increased resolution, which is great for blends and transparencies or soft shadows, but of course, it does use more ink. There are also options here for setting your defaults. If you have it on Use the most recently used print settings, whatever settings you used the last time you print, will repeat themselves the next time you print. You can also set your own defaults, put a dot in front of Use the following print settings, and maybe you will always wanted to print up three-up handouts in Grayscale.
There is an option for printing or not printing or hidden slides, and then scaling your items to fit the paper. Again, that will enlarge them, and maybe you want to turn off the frames, so it doesn't use up that black ink. And I'll click OK. By thinking carefully about what you print and how you print it, you can save yourself a bundle on paper and ink. Your chief financial officer will appreciate it, even if it's just you.
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