Previewing and Printing a Presentation

Previewing and Printing a Presentation

If you will deliver a presentation by using transparencies on an overhead projector, you will need to print your presentation on special sheets of acetate. Even if you plan to deliver your presentation electronically, you might want to print your presentation to proof it for typographical errors and stylistic inconsistencies.

Before printing a presentation, you can set the size and orientation of your slides to fit the paper. By default, slides are sized for an on-screen slide show (10 x 7.5 inches), oriented horizontally, with slides numbered starting at 1. If you want to change these settings, you click the Page Setup button in the Page Setup group on the Design tab and then set the slide size, starting number, and orientation, as well as the orientation for any associated notes and handouts. You can select from the following slide sizes:

  • On-screen Show. For an electronic slide show on screens of various aspects (4:3, 16:9, or 16:10)

  • Letter Paper. For a presentation printed on 8.5 by 11 inch U.S. letter-size paper

  • Ledger Paper. For a presentation printed on 11 by 17 inch legal-size paper

  • A3 Paper, A4 Paper, B4 (ISO) Paper, B5 (ISO) Paper. For a presentation printed on paper of various international sizes

  • 35mm Slides. For 35mm slides to be used in a carousel with a projector

  • Overhead. For transparencies for an overhead projector

  • Banner. For a banner for a Web page

  • Custom. For slides that are a non-standard size

After you set the slide size and orientation, you might want to preview your presentation to see how the slides will look when printed. If you will be printing a color presentation on a monochrome (usually black ink) printer, preview in pure black and white or grayscale (shades of gray) to verify that the text is legible against the background. To preview a presentation, click the Microsoft Office Button, point to Print, and click Print Preview.


In Normal view, you can see how your slides will look when printed on a monochrome printer by clicking either the Grayscale or the Pure Black And White button in the Color/Grayscale group on the View tab.

When you are ready to print, you can click the Microsoft Office Button, point to Print, and then click Quick Print to print one copy of each slide on the default printer. If you want to adjust any print settings, click the Microsoft Office Button and then click Print to display the Print dialog box, in which you can make the following changes:

  • Switch printers. You can specify the printer you want to use and set its properties (such as paper source and image compression).


    If Microsoft Office OneNote 2007 is installed on your computer, Send To OneNote 2007 appears in the list of installed printers. Printing a presentation to OneNote creates a page in the Unfiled Notes section containing the presentation's slides. From there, you can move the slides to your notebook.

  • Print to a file. Instead of printing a physical copy a the presentation, you can output a file containing the presentation content and all the necessary instructions for displaying the content.

  • Specify which slides to print. You can print all the slides, the current slide, or a selected element of a slide. You can print only specific slides by clicking the Slides option and entering slide numbers and ranges separated by commas (no spaces). For example, enter 1,5,10-12 to print slides 1, 5, 10, 11, and 12.

  • Print and collate multiple copies. If you want to print multiple copies of a presentation, you can specify whether complete copies should be printed one at a time.

  • Specify what to print. You can print slides (one per page), handouts (multiple slides per page), notes pages (one half-size slide per page with space for notes), or an outline. When printing handouts, you can specify the number of slides that print on each page (1, 2, 3, 4, 6, or 9) and the order in which the slides appear on the page.

    See Also

    For information about printing handouts and notes pages, see "Preparing Speaker Notes and Handouts" in Chapter 10, "Delivering a Presentation Electronically."

  • Specify the color range. You can print your presentation in color (color on a color printer and grayscale on a monochrome printer), grayscale (on either a color or a monochrome printer), or pure black and white (no gray on either a color or a monochrome printer).

  • Scale slides to fit the paper. If you haven't set the size of the slides to match the size of the paper in the printer, PowerPoint can automatically reduce or increase the size of the slides to fit the paper when you print them.

  • Put a frame around slides. You can print a frame around the slides on the printed page.

  • Print comments and ink markup. You can print any electronic or handwritten notes attached to the presentation so that you can review them along with the slides.

  • Print hidden slides. You can include slides in the printed version that will be hidden in the electronic presentation.

  • Print in high quality. For final output, you can specify that the slides be printed in the printer's highest quality.

In this exercise, you will change the slide size for printing, preview a presentation in grayscale, select a printer, and print a selection of slides.

USE the 01_Printing presentation. This practice file is located in the Chapter08 subfolder under SBS_PowerPoint2007.

BE SURE TO start PowerPoint before beginning this exercise.

OPEN the 01_Printing presentation.

On the Design tab, in the Page Setup group, click the Page Setup button.

The Page Setup dialog box opens.

Click the Slides sized for arrow, and in the list, click Letter Paper (8.5x11 in). Then click OK.

The slide size changes to fit standard U.S. letter paper.

Click the Microsoft Office Button, point to Print, and then in the Preview and print the document pane, click Print Preview.

Microsoft Office Button

The screen displays the first slide as it will print with the current settings. In this view, only the Print Preview tab appears on the Ribbon.


If you are printing on a monochrome printer, the slide is shown in grayscale.

On the Print Preview tab, in the Print group, click the Options button, point to Color/Grayscale, and then click Pure Black and White.

The preview shows the slide with black text on a white background.

In the Preview group, click the Next Page button to move through the slides, until you reach the last slide.

Move the pointer over one of the shapes on the slide, and when the pointer changes to a magnifying glass with a plus sign, click the shape.

The zoom level increases to display a magnified view of the slide.

Click the shape again to return to the original zoom level.

In the Preview group, click the Close Print Preview button.

The current slide appears in Normal view.

Click the Microsoft Office Button, and then click Print.

The Print dialog box opens.

Under Printer in the dialog box, click the Name arrow.

A list displays the names of all the printers installed on your computer.

In the Name list, click the printer you want to use.


After choosing a printer, you can customize its settings for this particular print operation by clicking Properties to display the Properties dialog box. For example, if the printer you have selected has duplex capabilities, you might want to specify that it should print slides on both sides of the page.

Under Print range, select the Slides option, and in the adjacent box, type 1-3,5.

Click the Color/grayscale arrow, and in the list, click Grayscale.

At the bottom of the dialog box, select the Frame slides check box. Then click OK.

PowerPoint prints slides 1, 2, 3, and 5 with frames in shades of gray on the selected printer.

CLOSE the 01_Printing presentation without saving your changes.


If you want the same identifying information to appear at the bottom of every slide, you can insert it in a footer. Footer information is stored on the presentation's master slides, but you don't have to know anything about master slides to set up the footer. Display the Header And Footer dialog box by clicking the Header & Footer button in the Text group of the Insert tab. Then indicate whether you want to include the date and time, the slide number, and custom text. PowerPoint indicates in the Preview box where the specified items will appear on the slide.

 Python   SQL   Java   php   Perl 
 game development   web development   internet   *nix   graphics   hardware 
 telecommunications   C++ 
 Flash   Active Directory   Windows