PowerPoint Basics:
Print Preview

Step-by-Step: Print Preview

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What you will learn:

to open a recent presentation to switch to Print Preview to pick a print layout from the Print what: control box to create header & footer for handouts to print handouts to print the outline

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Start with: , worldtraveloffer.ppt from previous lesson

Open Recent Presentation: Task Pane

1. If necesssary, open the New Presentation task pane. [ View  |  Task Pane , open drop list of panes]
   
   
   If necessary, open the Getting Started task pane.
   [ View  |  Task Pane , open drop list of panes]
    

2. From the list of Recent documents, click on worldtraveloffer.ppt. The presentation opens and the Task Pane closes.
    

   File not on list:
   If worldtraveloffer.ppt does not appear in the list, click on the link More presentations... or More... to open the Open dialog. Navigate to worldtraveloffer.ppt on your Class disk or wherever you saved it earlier.
    

3. Click on the Close button for the presentation. Next you will use the menu to open the same presentation.
    
   Be careful not to close PowerPoint. You aren't done yet!
    

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Open Recent Presentation: Menu

1. From the menu, click on  File . At the bottom of the menu is a list of presentations that have been opened recently.
    

2. Click on worldtraveloffer.ppt. The presentation opens.

   Cannot find file: If this presentation is not in the list, select from the menu  File  |  Open... to get to the Open dialog and then navigate to the saved presentation on your Class disk, or wherever you saved it.
   
   

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Open Print Preview

1. Click on the Print Preview button on the toolbar to open the preview.
    
   The default print layout is Slides, which prints one slide per page.
    

2. Use the Previous and Next buttons on the toolbar to view the pages of the preview. Or, you can use the scrollbar.
    
   Lots of wasted space on these pages.
   

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Print Preview Options

1. Click the Options... button on the toolbar to open the list of printing options.
    
2. Click on  Frame Slides . Now each slide has a border. Very helpful since these slides don't yet have a background.
   

   

3. Scroll through all of the slides again.

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Print Layout: Handouts

1. Click the arrow at the end of the Print what: control to open the list of layout choices.
    
2. Select each layout in turn and scroll through the pages to see how the slides fit on the page.
    
3. Finally, click on Handouts: 3 slides per page. This layout puts 3 slides on each page with lines for writing notes.
    
   This layout is good if your audience needs to take notes during your speech. Be sure they have the pages before you start!

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Headers/Footers: Notes and Handouts

You can create a header and a footer for your Notes and Handouts. Your choices also apply to printed outlines but not to the Slides layout.

Confusion: There are two different headers and footers! Each has a tab in the Header and Footer dialog.

• Slides -  Header and footer are on the slide itself. Each slide can have a different header/footer or all slides can have the same header and footer.
• Notes, Handouts, Outline  - The same header and footer on all the print-out pages besides the Slides layout.

1. Open the Options... list and click on Header and Footer.... The Header and Footer dialog appears.
    
   Since you are previewing a Handout layout, the Notes and Handouts tab is on top.
    
2. In the Header text box, type in your name. The information in this box will appear at the top left of the printed pages.

   

3. View each page of the print layout to see that your new header info is there.

   

4. Click the Print button on the Print Preview toolbar and then OK in the Print dialog to print the 2  pages of your Handouts.

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Print Layout: Outline

The Print Preview of the outline will show only what is showing in the Outline tab in Normal view. If you collapse all of the outline levels, then your outline will show just the slide titles.

The printed outline will always use the same text formatting as the slides, but your Outline tab can hide that formatting.

1. From the Print what: box, select Outline View .
   The preview changes to show just the outline of the presentation.
   

   

   The outline includes the text table items. The table columns are a little off.  The header includes your name as before. Nice!

   If you had used a regular table instead of a text table, none of the table data would be in the outline!
    

2. Click the Print button on the Print Preview toolbar. The Print Dialog opens. The default settings should be acceptable this time.
    

3. Click on OK to print the Outline. It's only 1 page. The Print dialog closes.
    

4. Close the Preview by clicking  the text Close button or the standard Close button on the Print Preview toolbar. Your normal PowerPoint window appears.
    
   Did you think that PowerPoint itself would close? It looks like it should to me!

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Save

1. Click the Save button to save your changes. [worldtraveloffer.ppt]

   How to handle a full Class disk
    

2. Close the presentation.