PowerPoint Basics:

Title: Jan's Illustrated Computer Literacy 101

Did you want: Working with Presentations: PowerPoint 2007,2010,2013,2016 or español

Printing your presentation is usually more complicated than just clicking the Print button Button: Print. The Print button uses the settings you used the last time you printed. Do you know what those were??

Where can you change settings for printing?

  • Print Preview toolbar
  • Print dialog
  • Printer's Document Properties dialog

Toolbar: Print Preview

Print Preview toolbar

Dialog: Print  Dialog: Printer Properties (Lexmark Z53 Jetprinter)

Print dialog and Printer Document Properties dialog

Where you are:
JegsWorks > Lessons > Presentations

Before you start...

Project 1: PowerPoint Basics
    Getting StartedTo subtopics
    Interface To subtopics
    Create To subtopics
    Printing Arrow to Subtopics
    Icon: Step-by-StepPrint Preview
    Icon: Step-by-StepPrint Dialog
    ExercisesTo subtopics

Project 2: PowerPoint FormattingTo subtopics

Project 3: Advanced PowerPoint To subtopics


What are the settings for printing?

  • Which printer?
  • Printer Properties
    • Paper orientation
    • Print quality
    • Media - plain paper, transparency, card stock etc.
    • Media size
    • Color, gray scale or black and white
    • Advanced features?
  • Which slides - current slide, all, selection, a range, a custom show?
  • # of copies?
  • Collated?
  • Which layout
    • Slides
    • Handouts
    • Notes
    • Outline
  • Scale slides to fit paper?
  • Frame slides?
  • Comments, too?

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

It's enough to make your head spin! In the next two 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 layouts for printing your slides:

  • Slides
  • Handouts - 1 to 9 slides per page
  • Notes Pages
  • Outline

Choosing a Layout

You choose the layout in the Print what: box in either Print Preview or the Print dialog.

  • Print Preview: Control: Print What
  • Print dialog:Dialog: Print - layout choices at the bottom

Layout Choices:

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 is your friend!

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

WarningThe default layout is Slides, where each slide takes up a whole sheet of paper. Be sure that's what you want before you use all that ink and paper!

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 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

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Copyright 1997-2012 Jan Smith   <jegs1@jegsworks.com>
All Rights Reserved

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~~  1 Cor. 10:31 ...whatever you do, do it all for the glory of God.  ~~

Last updated: 30 Apr 2012