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About this lesson

We explore the different Print Options available: how to select a printer, print to PDF, set printer properties and define what you want to print and the layout.

Exercise files

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

9.02-printing-a-presentation Exercise.docx
154.5 KB 9.02-printing-a-presentation Exercise Solution.docx
204.3 KB

Quick reference

Printing a Presentation

There may be occasions where we need to a physical copy of our presentation. Presentations can be printed to any connected printer and there are many settings that can be changed to customize how and what we are printing. 

When to use

We print a presentation if we require a physical copy. 

Instructions

A Simple Print

  1. From the File tab, click Print. 
  2. Select the number of copies.
  3. Select your printer from the list.
  4. Click Print. 

Settings

Review print settings prior to printing. 

Specify What to Print
  1. From the Print tab, click the drop down next to All Slides. 
  2. Select Print All Slides to print the entire presentation. 
  3. Select Print Selection to only print the selected slides. 
  4. Select Custom Range to specify what slides to print. For example: 1,2,4 or 1-5. 
Print Layout
  1. From the Print tab, click the drop down next to Full Page Slides. 
  2. In the Print Layout section, select Full Page Slides to print the slides full size. 
  3. Select Notes pages to print the slide and any notes. 
  4. Select Outline to print the slide headings. 
Print Handouts
  1. From the Print tab, click the drop down next to Full Page Slides. 
  2. In the Handouts section, select how many slides to print per page. 
  3. Review the different layouts. Some include lines for notes. 
Additional Settings
  1. From the Print tab, click the drop down next to Full Page Slides. 
  2. Tick Print slide numbers on handouts to print the slide number.
  3. Tick Frame slides to apply a thin border around the slide.
  4. Tick Print comments to print out any comments in the presentation. 
Collation

Collation means that when printing more than one copy of a presentation, the copies will print all pages of each copy before printing the second copy. They are sorted into a correctly assembled sequence. 

  1. From the Print tab, click the drop down next to Collated. 
  2. Select Collated or Uncollated. 
Color
  1. From the Print tab, click the drop down next to Color. 
  2. Select Color, Greyscale or Pure Black and White. 

Edit Header and Footer

We can apply a header and footer to our printout. The header appears at the top of the printout and the footer at the bottom. We can use both to display useful information. 

  1. From the Print tab, click Edit Header and Footer. 
  2. On the Slide tab, put a tick in the box next to Date and time. 
  3. Choose Update automatically to keep the date and time updated depending on the current day and time. 
  4. Or, choose Fixed. 
  5. Tick the box next to Slide number to include this on the print out. 
  6. Tick the box next to Header. 
  7. Type 'LandCo Sales Pitch'.
  8. Tick the box next to Footer.
  9. Type 'Your Name'. 
  10. Click Apply to All. 

Hints & tips

  • When printing a draft copy of a presentation, choose to print in greyscale or black and white to save ink and reduce costs. 
  • If you cannot see your printer in the list, ensure that the printer is turned on and connected via a wired or wireless connection. Ensure it has paper, ink and the toner is not low. 
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  • 00:04 Now it's more than likely at some point,
  • 00:05 you're going to want to print off your presentation.
  • 00:08 And as you might suspect,
  • 00:10 there is a whole host of different options that we can change.
  • 00:13 Now you'll find your printing options in that backstage area in file
  • 00:18 underneath this print page.
  • 00:20 Now if you just want to do a very basic straightforward print, and that is print
  • 00:24 one copy of your presentation to the printer that you're attached to,
  • 00:28 you don't really need to fuss around with these settings too much.
  • 00:31 The only thing you need to do in here is check to make sure you have one copy
  • 00:36 selected and then click this big print button.
  • 00:39 However, if you want to do something slightly different,
  • 00:42 then stay tuned because we're going to go through all of the different options.
  • 00:47 Now the most obvious thing up here is if you want more than one copy,
  • 00:50 just use these little arrows to select how many copies of this presentation you want.
  • 00:55 And most importantly,
  • 00:56 you want to make sure that you have your correct printers selected.
  • 01:00 And if you click this dropdown,
  • 01:01 it's going to show all of the printers that you're connected to.
  • 01:05 That's worth noting you won't only see printers in here,
  • 01:08 you might have something like I have here Microsoft print to PDF.
  • 01:13 So this is essentially another way of creating a PDF file from your PowerPoint
  • 01:18 presentation.
  • 01:19 If you have an application like OneNote installed on your PC,
  • 01:23 you'll also see a few options here which will basically send your
  • 01:27 presentation to your OneNote notebook.
  • 01:29 Now, once you're connected to your printer, either via an ethernet cable or
  • 01:34 wirelessly, you should see it appear in this list.
  • 01:38 It's then just a simple case of selecting your printer and
  • 01:41 then clicking the print button.
  • 01:43 You'll also see underneath you have a little printer properties link.
  • 01:46 And what you see in here is very much determined by the printer that
  • 01:50 you're connected to.
  • 01:52 Now I've currently got selected just the Microsoft print to PDF,
  • 01:55 so I don't particularly have any options in here
  • 01:58 other than changing the orientation of my print.
  • 02:01 What I would recommend you do here is if you are connected to a printer,
  • 02:05 jump into here and just review your settings.
  • 02:08 Now in addition to our printer properties,
  • 02:10 we also have some other settings underneath that we can define.
  • 02:14 So the first setting here is what exactly are we printing?
  • 02:18 Do I want to print all slides in the presentation, or
  • 02:21 maybe I just want to print a selection.
  • 02:24 If I select this option, I can then add in the slide numbers that I want to print.
  • 02:28 So if I want to do slide 1, slide 4, and slide 6.
  • 02:34 I could separate them like that with commas, or
  • 02:37 maybe I want to print slides 1 to 5.
  • 02:40 I could also do it in that format.
  • 02:42 So you can tailor exactly what it is that you want to print.
  • 02:45 I can also choose to just print the current slide.
  • 02:48 So that is basically the one that you can see in the preview Window.
  • 02:52 And then finally I can choose a custom range to print.
  • 02:55 So again, this is very similar to that previous option.
  • 02:58 I could type in 1 to 10.
  • 03:00 And if I hover over that info icon,
  • 03:02 it's going to give you a little reminder of that specific format.
  • 03:06 What you'll notice is that I could do 1 to 10 comma, and then I could say 11 and 13.
  • 03:13 So you can define your own custom range.
  • 03:16 Now I'm fairly happy printing all my slides at this stage.
  • 03:19 The next setting I can choose is how I want my print laid out.
  • 03:23 So currently, I'm just going to print full page slides, but
  • 03:27 I could choose to print my notes pages.
  • 03:30 And that's what it's going to look like.
  • 03:31 I'm going to have the slide and then any notes underneath.
  • 03:36 So that's particularly useful if you're giving a presentation.
  • 03:39 You might want to print out things with your notes and keep them with you.
  • 03:42 I could also choose to print just the outline,
  • 03:45 that's not particularly helpful to me at this stage.
  • 03:48 And then I can choose if I want to print some handouts.
  • 03:51 This is very similar to that export that we did to work.
  • 03:54 So if I choose three slides, that's basically what it's going to look like.
  • 03:58 So this is really great for your audience members.
  • 04:01 It means they can follow along with the presentation and
  • 04:04 make their own notes on the handout.
  • 04:06 And you have lots of different formats for these handouts.
  • 04:09 It all depends which one you want to select.
  • 04:12 And then underneath there we have various different options that we can toggle
  • 04:17 off or on.
  • 04:18 So maybe I want to print the slide numbers on the handouts.
  • 04:22 I have that checked and
  • 04:23 you can see those numbers underneath the sides in that print preview.
  • 04:27 I can choose to frame the slide.
  • 04:29 So if you notice I have a little black border around each of my slides.
  • 04:33 I'm currently scaling them to fit on the page.
  • 04:36 I can choose if I want a particularly high quality, and I can also determine if I
  • 04:40 want to print out any comments that I have in that presentation.
  • 04:44 Now I'm going to say no to print comments, because those are basically only for
  • 04:49 me and my team.
  • 04:50 I can choose if I want to print correlated or uncorrelated,
  • 04:54 I can set the orientation to portrait or landscape.
  • 04:58 And then finally I can choose if I want to print in color, grayscale, or black and
  • 05:03 whites.
  • 05:03 Or what I would suggest to you here is that if you just want to
  • 05:06 print your presentation while it's still in draft mode, so
  • 05:09 maybe you haven't quite finished here but you want to see how it's going to look.
  • 05:13 I would recommend you print in grayscale or black and white.
  • 05:17 Just so you're not wasting color ink,
  • 05:20 because as we all know ink is extremely expensive.
  • 05:23 And then the final thing we have here is the option to add a header and
  • 05:27 footer on our page.
  • 05:28 So let's click on Edit Header and Footer, and
  • 05:31 now I can choose what information I want to display.
  • 05:33 So I could say I want to add the date and time.
  • 05:37 And you can see on this tiny little preview window as I clicked that it
  • 05:41 highlighted in the corner.
  • 05:42 And if you look on the slide in the background,
  • 05:44 I now have the date listed up here.
  • 05:46 I can choose if I want that to update automatically.
  • 05:49 So tomorrow if I was to reopen this presentation,
  • 05:52 that date is going to change.
  • 05:54 If I wanted to, I could also choose to have a fixed date that never changes.
  • 05:59 I have page numbers selected, and you can see that in the bottom right hand corner.
  • 06:03 And then if I select header, I can add in some kind of header which might be
  • 06:08 the title, it might be the path name where this file is stored.
  • 06:12 It might be my name as the author.
  • 06:14 So I'm going to call this, LandCo Sales Pitch.
  • 06:21 I could also add a footer, and
  • 06:23 I'm just going to add my name in there as the author.
  • 06:27 And I'm going to say apply to all.
  • 06:29 And there we go that information has been added onto all of my slides, and if I want
  • 06:34 to check that you can see right at the bottom I have some little scroll arrows.
  • 06:39 And I can use these to move through my presentation, and remember because I
  • 06:44 currently have multiple sides on the page, I only currently have four pages.
  • 06:49 Now I'm going to just say I want to print full page slides.
  • 06:53 And now I am pretty much ready to click that big old print button at the top and
  • 06:58 send this off to the printer.
  • 07:00 It's as simple as that.
  • 07:02 In the final lesson of this course,
  • 07:04 we're going to take a look at sharing our presentation with others.

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