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Jan's Working with Presentations

   Basics: Printing

Printing your presentation is usually more complicated than just clicking a button.

You could add the Quick Print button Button: Quick Print (PowerPoint 2010) Button: Quick Print - Quick Access Toolbar (PowerPoint 2013) to the Quick Access Toolbar, but that button uses the default printer and settings (each slide on a whole sheet of paper!) to print one copy of the whole presentation. If you have already printed during the editing session, the Quick Print button uses the most recent settings. Do you know what those settings are?

Where can you change settings for printing?

  • Print Preview
  • Page Setup or Slide Size dialog - Orientation only
  • Icon: PowerPoint 2007 PowerPoint 2007 only: Print dialog
  • Printer Document Properties dialog, also called Printing Preferences dialog
  • Printer Properties dialog

Print Preview (PowerPoint 2007) Print Preview (PowerPoint 2010)

Icon: PowerPoint 2010 Icon: PowerPoint 2013 Icon: PowerPoint 2016 PowerPoint 2010, 2013, and 2016 have similar preview panels.

Dialogs about printing:

Icon: ConfusionPoint of Confusion: You get a different 'Properties' dialog, depending on where you asked for it. Plus different brands of printers have very different dialogs for the printer's properties.

  • From inside PowerPoint, you get Printer Document Properties.
  • From the Control Panel icon context menu, you have 3 commands which open different 'properties':
    • Properties
    • Printer Properties
    • Printing Preferences
      This last one opens the same dialog as Printer Document Properties. Only the title bar is different!

Page Setup or Slide Size dialog

Opens from:

Icon: PowerPoint 2007 Button on Print Preview toolbarDialog: Page Setup (PowerPoint 2010)

Icon: PowerPoint 2010 Icon: PowerPoint 2010 Icon: PowerPoint 2016 Button on Design ribbonDialog: Slide Size

Icon: PowerPoint 2007 Print dialog

Opens from:
Icon: PowerPoint 2007 Print button or Office button > Print command

Dialog: Print (PowerPoint 2007)

Printer Document Properties

Opens from:

Icon: PowerPoint 2007 Print dialog > Properties button

Dialog: Print > Properties (PowerPoint 2007)

Icon: PowerPoint 2010 Icon: PowerPoint 2010 Icon: PowerPoint 2016 Print Preview > Printer Properties
          Link to Printer Properties (PowerPoint 2013)

The dialog that appears will be different for different manufacturers. The title bar may not include the word 'Document'.

Dialog: Printer Document Properties (HP OfficeJet)

It should open to to a tab that lets you pick things like paper type and size and print quality.

Printer Properties - from Control Panel

Opens from: Control Panel printer icon - right click menu

Dialog: Printer Properties - from Control Panel - Samsung printer

This dialog is created by the operating system.

The Preferences... button on the General tab opens the Printer Document Properties dialog.

What settings can you change?

  • Which printer to use
  • Printer Properties
    • Paper orientation
    • Print quality
    • Media
    • Media size
    • Color, gray scale or black and white
  • Which slides to print
  • # of copies
  • Collated or not
  • Which layout:
    • Slides
    • Handouts
    • Notes
    • Outline
  • Scale slides to fit paper or not
  • Frame slides or not
  • Comments printed or not

Plus, some printers have advanced features, like two-sided printing (duplex printing), advanced color management, and more.

It's enough to make your head spin! In the next lessons you will work with most of these printing features.

Page Layout

To print a presentation you have to choose a page layout. PowerPoint has several different page layouts for printing your slides:

  • Slides - each slide fills a sheet of paper
    (Almost always a BAD choice!)
  • Handouts - pick how many slides to put on a page,  1 to 9
  • Notes Pages - each slide printed with its own notes
  • Outline

Choosing a Layout

  • Print Preview:

Icon: PowerPoint 2007  Print Preview: Print What - list dropped (PowerPoint 2007) Icon: PowerPoint 2010 Icon: PowerPoint 2010Icon: PowerPoint 2016 Drop list of page layouts in Print Preview (PowerPoint 2010)
  • Icon: PowerPoint 2007Print dialog:
 Dialog: Print - layout choices at the bottom

Layout Choices:

For 4 or more slides on a page you can choose whether the slide order is across the page first (Horizontal) or down the page first (Vertical).

View: Preview - Slides

Each slide takes a whole page.

View: Preview - one slide per page

Handouts- 1 slide per page

View: Preview - 2 slides per page

Handouts - 2 slides per page

View: Preview - 3 slides per page

Handouts- 3 slides per page
Includes lines for taking notes.

View: Preview - 4 slides per page

Handouts- 4 slides per page

View: Preview - 6 slides per page

Handouts- 6 slides per page

View: Preview - 9 slides per page

Handouts- 9 slides per page

View: Preview - Notes page

Notes Pages
One slide per page
with its Notes

View: Preview - Outline


Print Preview

The Print Preview button Button: Print Preview & Print (PowerPoint 2010) Button: Print Preview & Print (PowerPoint 2013) Quick Access Button: Preview & Print (PowerPoint 2016) is your friend!

WarningPreview before you print!!!
PowerPoint remembers what handout layout you chose last. You can waste a lot of paper if you don't look at what is going to print!!

WarningDefault layout is Slides: Each slide takes up a whole sheet of paper. Be sure that's what you want before you use all that ink and paper! It's hardly ever worth it!

Background Info: Making Colors

The colors you see on your screen will not be quite what prints on your color printer. Different methods are used to create colors in print than on a monitor. Design for your primary purpose!

WarningDifferent printers and different brands of ink will produce slightly different colors.

CMYK color scheme:
Colors in print are created by
blending 4 colors of ink:

  •      Cyan
  •      Magenta
  •      Yellow
  •      BlacK

RGB color scheme:
Colors on a monitor are created by blending 3 colors of light:

  •      Red
  •      Green
  •      Blue