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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 ‘before’ and ‘after’ PowerPoint presentations from the video tutorial and try the lesson yourself.

Printing Slides.pptx
1.1 MB Printing Slides - Solution.pptx
1.1 MB

Quick reference

Printing Slides

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 1 to 9 slide thumbnails.
    • Print on one side or double sided (may depend on the capability of your printer to print double-sided).
    • Whether to collate the pages when printed – collation means for printing two 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.
  • Other options available on the Share tab of the Backstage view are:
    • Save the presentation to the cloud such as a SkyDrive location – Microsoft’s online cloud storage system.
    • Send the presentation by email.
    • Present online as broadcast.
    • Publish the slides to a slide library – a corporate storage system.
  • Other options available on the Export tab of the Backstage view are:
    • Create a PDF or XPS document.
    • Create a video. Note that this version of PowerPoint supports a higher screen resolution when exported as video (1920 x 1080).
    • Package the presentation for CD.
    • Create handouts, or
    • Save as different file type.

Also note:

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

A Section of slides within PowerPoint can be printed from within the print dialogue provided the presentation does indeed contain a Section.

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  • 00:05 You've worked hard on your presentation, and everybody loves it,
  • 00:08 including the boss, woohoo.
  • 00:10 Now you need to be able to distribute it to various people.
  • 00:13 In this video, we're going to look at sharing your presentation through print.
  • 00:17 And mention briefly a few other PowerPoint features as well.
  • 00:21 The easiest way to commence printing is with the keyboard shortcut of Ctrl+P,
  • 00:26 which brings up the print dialogue box.
  • 00:28 Or of course, via the File tab.
  • 00:31 So within the print dialogue box, or really the area known as backstage,
  • 00:35 we have four general areas that help us understand our printed output.
  • 00:39 For one area, I'm going to focus on the printer itself.
  • 00:43 The little drop down arrow lets us select from a range of printers.
  • 00:47 And you can see that I've got one hardware printer set up.
  • 00:49 And it's on another computer.
  • 00:51 I've also got a range of virtual printers that produce a file output rather
  • 00:56 than a printed page.
  • 00:57 Also, notice the printer properties menu item.
  • 01:00 And that's where we can customize the printer itself.
  • 01:03 In this second area, we have a range of settings that will customize our output.
  • 01:07 So this area effectively governs what our presentation will look like when printed.
  • 01:12 We can print all slides, which is the whole presentation.
  • 01:15 A selection, the current slide that is previewed here.
  • 01:18 Or a custom range of slides.
  • 01:21 We can even type a range into this little box, such as 1 and 3.
  • 01:25 Or even slides with commas if we want to jump across various slides.
  • 01:30 Now, let's understand the selection option.
  • 01:33 I hit the escape key on the keyboard,
  • 01:35 select three slide thumbnails in the slide pane.
  • 01:38 By selecting the first, hold the shift key, and then the third one, go Ctrl+P.
  • 01:43 And now it previews the number of slides as seen in this little counter at
  • 01:48 the bottom.
  • 01:49 Because we have three slides selected.
  • 01:51 The next drop down item is whether we wanna print a slide, or the notes page, or
  • 01:55 the outline.
  • 01:56 Note that the notes page and outline pane are the subject of other videos.
  • 01:59 But the notes page is a combination of our slide, and the text from the notes pane.
  • 02:05 While the outline pane is effectively the text in our presentation without any
  • 02:09 graphics.
  • 02:10 We can also print a range of slide combinations, such as one slide,
  • 02:14 two slides, three slides.
  • 02:15 You can also have the option to collate the document.
  • 02:18 That is to sort all of the pages in sequence, such as from one to two.
  • 02:23 Or group all page ones together, and all page twos together.
  • 02:27 And we can select color, grayscale or pure black and white.
  • 02:31 Notice the changes in the preview as I select these various options.
  • 02:34 So for the chart on this slide, pure black and
  • 02:36 white shows a bar that takes on a particular hatch, which is a bit
  • 02:41 common in scientific publishing rather than using and printing in color.
  • 02:45 Notice, also, the option to edit the header and the footer.
  • 02:49 And even though this can be done elsewhere in PowerPoint,
  • 02:51 it's often forgotten until we actually print.
  • 02:53 The third area is of course the area where we can preview our slide output.
  • 02:58 Again notice the slide counter.
  • 03:00 So we can scroll across slides and zoom function.
  • 03:03 The fourth area is, I guess, the most important area.
  • 03:05 And that's where we can select to print the final product,
  • 03:08 as well as select the number of copies.
  • 03:10 Remember also that our presentation can be distributed to people in a range of
  • 03:15 formats, such a PDF, or a video, or packaged to CD.
  • 03:18 So printing is very easy, Ctrl+P,
  • 03:20 or through the File tab gets you access to this area.
  • 03:24 You can print in a range of formats, as well as customize your printer.
  • 03:27 And these are all well worth exploring.

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