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About this lesson

Quickly print your slides professionally to give to your audience, or create PDFs to distribute either before or after the slideshow.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2010, 2013, 2016, 2019/365.

Exercise files

Download the PowerPoint presentation used in the video tutorial and try the lesson yourself.

Printing Slides.pptx
1.1 MB

Quick reference

Topic

Sharing your presentation with your audience in various formats.

When to use

To print your presentation in a range of formats or share it via other media.

Instructions

  • To print the presentation, use the keyboard shortcut Ctrl+P or the File tab.
  • Options to print are:
    • To select a specific printer and change the properties for that printer.
    • Print what – all slides, the current slide selected, or a specific range of slides identified by typing the slide numbers.
    • Print layout – full-page slides or the Notes Page, the Outline Page, or a range of Handouts containing from 1 to 9 slide thumbnails.
    • Print on one side or double sided.
    • Whether to collate the pages when printed – collation means for printing to copies of a five-page presentation, there would be two separate piles of print containing slides 1 to 5.
    • Color, grayscale, or pure black and white stop.
  • Other options available on the Save and Send tab of the Backstage view are:
    • Send the presentation by email.
    • Save the presentation to the cloud such as a SkyDrive location – Microsoft’s online cloud storage system.
    • Publish the slides to a slide library – a corporate storage system.
    • Present online as broadcast.
    • Save as different file type.
    • Create a PDF or XPS document.
    • Create a video.
    • Package the presentation for CD.
    • Create handouts.

Also note:

In this version of PowerPoint, print dialogue is part of the view known as the Backstage view.

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  • 00:04 You’ve worked hard on your presentation and everybody loves it, including the boss. Now you need to be able to distribute it to various people.
  • 00:12 In this video we’re going to look at sharing your presentation through print and mention briefly a few other PowerPoint features as well. The
  • 00:20 easiest way to commence printing is with the keyboard shortcut Ctrl P which brings up the print dialogue box, or of course via the File tab.
  • 00:28 So, within the print dialogue box or really the area known as backstage, we have four general areas that help us understand our printed
  • 00:36 output. For area one, I’m going to focus on the printer itself. The little drop-down arrow lets us select from a range of printers, and you can see
  • 00:45 that I have one hardware printer setup on another computer, and a range of virtual printers that produce a file output rather than a printed
  • 00:52 page. Also notice the printer properties menu item, and that’s where we can customise the printer itself. In this second area we have a
  • 01:01 range of settings that will customise our output. So, this area effectively governs what our presentation will look like. We can print all
  • 01:09 slides, which is the whole presentation, a selection, the current slide that is previewed here, or a custom range of slides. We can even
  • 01:19 type a range in this little box such as 1 hyphen 3, or 1 comma 2. Now let’s understand the selection option. I hit the escape on the
  • 01:30 keyboard, select three slide thumbnails in the slides pane by selecting the first, hold the shift key and then the third one, go Ctrl P and now it
  • 01:40 previews the number of 3 slides as seen is this little counter at the bottom, because we have three slides selected! The next drop-down item
  • 01:49 is whether we want to print a slide, or the notes page or outline. Note that the notes page and outline pane are the subject of other videos but
  • 01:59 the notes page is a combination of our slide and the text from the notes pane, while the outline pane is effectively the text in our presentation
  • 02:07 without any graphics. We can also print a range of slide combinations such as one slide, two slides, three slides and notice that this option
  • 02:17 allows us to combine slides with notes for that slide from the slide pane, and so on. We also have the option to print one-sided or double
  • 02:28 sided, to collate the document-that is to sort pages in sequence such as from page 1 to 4 or group all page ones together, or all page two’s
  • 02:38 together, for example. And we can select colour, greyscale, or pure black and white. Notice the changes in the preview as I select these various
  • 02:49 options! Notice also the option to edit the header or footer, and even though that can be done elsewhere in PowerPoint, it’s often forgotten
  • 02:57 until we actually print! The third area is of course the area here where we can preview our output. Again notice the slide counter so we can scroll
  • 03:05 across slides and a zoom function. The fourth area is, I guess the most important area, where we can select to print the final product as well
  • 03:14 as the number of copies. Remember also that our presentation can be distributed to people in a range of formats such as attached to an email,
  • 03:22 as a PDF, as a video, or packaged to a CD. So printing is very easy. Ctrl P or though the File tab gets you access to the area. You can print
  • 03:35 in a range of formats as well as customize your printer, and well worth exploring.

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