How to Print Handouts in Microsoft PowerPoint

Edited 1 week ago by ExtremeHow Editorial Team

MicrosoftPowerPointWindowsMacPrintingHandoutsPresentationsAudienceNotesSlidesFormattingSetupLayoutsCustomization

Creating and printing handouts in Microsoft PowerPoint is a useful skill, especially if you need to share slides with the audience or provide some information from your presentation. In this guide, we will walk you through the process of printing handouts step by step. We will cover everything from the basics of configuring your slides for printing, to choosing the most appropriate format and layout for your needs, to the final step of using your printer effectively. This guide will be beneficial for both beginners and experienced users who want to improve their presentation tool. Let's move on to gain a comprehensive understanding of how to print handouts in Microsoft PowerPoint.

Understanding handouts in PowerPoint

Before we get into the specifics, it's important to understand what PowerPoint handouts are. A handout in PowerPoint is a printed version of your slides that provides a convenient way for your audience to follow along, take notes, or review later. Handouts can be customized to include multiple slides per page, making them an efficient way to present detailed information without overwhelming the audience with too much information at once.

Step-by-step process for printing handouts

Step 1: Open your PowerPoint presentation

The first step to printing your handout is to open the presentation file. Make sure all slides are finalized because any changes you make after that will not be reflected in the printed handout unless you print them again.

Step 2: Access the print menu

In PowerPoint, go to the Menu. Depending on your version of PowerPoint, this will either be the File tab or the Office Button in the upper-left corner of the screen. Click on it, and choose Print from the dropdown list.

Step 3: Choose a print layout

In the Print menu, you will see a dropdown menu with a Print Layout selection or similar. Click this menu to see the options available for printing your slides. Typically, these options include "Slides", "Handouts", "Notes Page", and "Outline". For handouts, you must select Handouts.

Step 4: Choose the handout option

Once you select “Handouts,” additional options will become available. You can choose the number of slides to print on each page. Options typically include:

• 1 slide per page
• 2 slides per page
• 3 slides per page (this is the most common option for handouts, allowing room for handwritten notes)
• 4, 6, or 9 slides per page

Choose the slides that best suit your needs. If slides contain a lot of information, fewer slides per page may be more readable. Conversely, if slide content is light, more slides per page may save paper and ink.

Step 5: Customize the handouts (optional)

Before printing, PowerPoint allows you to make further customizations to your handout, including adding headers, footers, or page numbers. This can be necessary for organization, especially if the presentation will be used again or referenced later. You can also customize whether the slides will be printed in color or grayscale.

To access these options, look for something like Edit Header/Footer. A dialog box will open where you can make these changes.

Step 6: Set the printer properties

Next, make sure your printer settings are configured correctly. In the Print menu, there will be options to choose your default printer, specify the number of copies, and configure other print options.

If you need to adjust quality settings, double-check the options for paper size and feed paper manually if necessary. Configure them to suit your printing needs to maximize quality while potentially saving on resources.

Step 7: Print

Once everything is set up - your layout, customizations, and printer settings - it's time to print! Click the Print button in the Print menu. Your printer will begin printing your handouts according to your selections.

Best practices for printing handouts

Now that you know how to print handouts, let's discuss some best practices:

• Review slides: Before printing, make sure all slides are final. Reprinting can waste paper.
• Use both sides: If your printer supports duplex printing, consider printing on both sides to save paper.
• Grayscale printing: Save color ink by printing in grayscale, unless color is critical to understanding the slide content.
• Choose the appropriate layout: Think about the audience and context to choose the most effective layout for your handouts.
• Use the Notes section: When using the 3-slides-per-page layout, encourage engagement by highlighting the note-taking section in your handouts.

Applications and benefits of printing handouts

Using handouts can greatly enhance your presentation. Here are some of the main benefits:

• Audience participation: Handouts with a notes section encourage listeners to write down their thoughts and questions, leading to deeper engagement.
• Reference material: After the presentation, handouts serve as excellent reference material, allowing the audience to revisit the content later without the need for a digital device.
• Accessibility: Not all presentation rooms may have or support digital screens. Handouts ensure that everyone has access to slide content, regardless of technical limitations.

Troubleshooting common problems

Although printing handouts is usually easy, some problems can arise. Here are some common problems and their solutions:

• Printer is not responding: Make sure your device is properly connected to the printer. Check the cable, network configuration, and power cycle if necessary.
• Poor print quality: Verify that your printer's ink or toner levels are adequate and that the printer settings are set to high quality if clarity is an issue.
• Wrong layout: Double-check the layout options before printing. Sometimes the settings revert to the default, requiring you to select the desired layout again.
• Paper jam: Make sure the correct size paper is loaded and that no paper is blocking the feed path.

Conclusion

Printing handouts in PowerPoint is an invaluable tool for delivering professional presentations and facilitating audience interaction. By mastering the print feature, presenters can ensure that their messages are clearly communicated and their audience has useful resources. With the step-by-step instructions provided, along with best practices and troubleshooting tips, you are now well-equipped to create effective, professional handouts for any presentation setting. Remember to customize your handouts according to your audience's needs, and enjoy the added depth and accessibility that printed handouts provide.

Whether you're teaching a class, leading a training session, or presenting at a conference, handouts are a vital component in ensuring clear communication and that your audience gets the most out of your presentations.

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