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PowerPoint Printing

posted Oct 26, 2010, 10:22 AM by Joe Fahs   [ updated Dec 6, 2012, 6:13 AM by Joe Fahs ]
PowerPoint is designed primarily for onscreen viewing. The visual quicksteps below for PowerPoint 2010 for Windows and PowerPoint 2011 for Macintosh can assist you in printing slides more quickly and reducing the amount of paper used. Additionally, compact printing allows for easy insertion of the slide pages into a notebook binder for convenient reading and notetaking.

PowerPoint 2010 for Windows
  • Choose File > Print
As you proceed through these steps refer to the diagram Print Settings
    • Choose Handouts > 4 Slides Horizontal.  Slides are printed in order from left to right for each of the two rows. 
    • Check Frame slides and Scale to Fit Paper, which increases the slide slightly depending on available space. If you prefer a region for taking notes, then Handouts 3 Slides per page is the best option

    Layout Settings 
    • Choose Color > Grayscale, which replaces colored backgrounds (but not background graphics) with a white fill making the slides easier to read. The amount of black toner will be substantially reduced. See the section Attention! below, which explains the effect of background graphics on printing. 
    • Choose Custom Range and enter the range in the Slides box separating the beginning and ending range by a dash (-). If you choose (4 slides per page), then slides are numbered 1-4, 5-8, 9-12 and so on. In this example the range 5-12 is used. 
    • Choose Print on Both SidesPrinting two-sides is usually preferable unless the slides have dense graphics, which may show through and thus require printing on one side only.
    • Choose Portrait Orientation to allow convenient reading of your slides in a notebook binder. Landscape orientation will enlargen the size of your slides but requires turning your printed pages sideways to read. 

    Print Settings
    • Click OK. The printers in the labs will print double-sided. 
    Attention! If printing Grayscale does not hide replace colored backgrounds with a white fill, then most likely background graphics have been applied to the slides in the presentation. You can hide such Background Graphics by chooosing Design > Hide Backgrounds Graphics. However, if the text is white or light-colored, then hiding background graphics is not a good option. 


    PowerPoint 2011 for Macintosh
    • Choose File > Print 
    As you proceed through these steps refer to the diagram Copies and Pages.
    • Choose Print What Handouts (4 slides per page). Slides are printed in order from left to right for each of the two rows. 
    If you prefer a ruled section to the right of your printed pages for taking notes, then Handouts (3 slides per page) is the best option.

      • Choose Slides: All to print all slides or choose From and enter a range of slides based on the number of slides per printed page. If you choose (4 slides per page), then slides are numbered 1-4, 5-8, 9-12 and so on. In the example below the range is 5 - 12.
      • Choose Frame Slides and Scale to Fit Paper, which increases the size of the slide slightly depending on available space. 
      • Choose Output: Black and White, which will replaced colored backgrounds and background graphics with a white fill making the slides easier to read. The amount of black toner will be substantially reduced. 

    Copies and Pages
    • In the dropdown menu Copies and Pages choose Layout. Refer to the diagram below.
    • To right of Two-Sided: choose Long-Edge binding. Make sure that Pages Per Sheet = 1.  Printing two-sides is usually preferable unless the slides have dense graphics, which may show through and thus require printing on one side only.
      • Click the Print button to print your slides.
    Older Versions of PowerPoint (to be updated)

    PowerPoint 2007 for Windows
    • Click the big Office button to drop down the menu 
    • Click the PowerPoint Options button at the bottom 
    • Click Advanced in the left sidebar 
    • Under the Print section uncheck “Print in background” 
    • Click the big Office button and choose Print > Print to bring up a dialog box 
    • Under the Print What section choose Handouts 
    • Under Handouts (just to the right) change from 6 to 2 slides per page 
    • Click OK. The printers in the labs will automatically print double-sided
    PowerPoint 2008 for Macintosh
    • Choose Format > Slide Background 
    • Check Hide background Objects 
    • Choose Apply to All 
    • Choose File > Print 
    • Keep Print What = Slides
    • Choose Copies & Pages > Layout 
    • Choose Pages Per Sheet > 2 (NOTE – the Macintosh layout command scales the slides to fit the paper) 
    • Choose Two-Sided > Long-Edge binding 
    • Choose Print