Blog > How to export & print handouts in PowerPoint

How to export & print handouts in PowerPoint

08.09.21   •  #powerpoint #tips.

PowerPoint allows you to easily create handouts to share with the audience after the presentation. You can also export your presentation with slides and notes to Word for further editing and formatting. You can find out how this all works and how you can print out the handouts at the end in this blog post.

Format & print handouts without notes

open handout master

Format & print handouts with notes

edit the notes

If you want to make them available to the audience, you can easily print them out. All you have to do is select "Notes page" instead of "Full page slide" in the print settings.

print the notes out

Exporting and editing handouts in Word

export the handout in word

When exporting a PowerPoint presentation to Word, a lot of memory is used. Therefore, this process can also take for a while. If you get the error message "PowerPoint could not write to Microsoft Word", try restarting your computer.

ppt handout pdf

Share slides digitally with the audience

ppt handout pdf

Printing handouts for every attendee is cumbersome and also not quite environmental friendly. A much better solution is using SlideLizard (a cool software for live audience interaction in PowerPoint) for your presentations. Attendees can join your talk with their smartphone (or Laptop) and see your slide live during the presentation . They can also browse previous slides and as well download the slides directly as a PDF (if you allow it). In addition, participants can take private notes on their own smartphones directly within SlideLizard. These notes remain linked to the slides and at the end of the presentation all participants receive their own notes via email. Moreover, attendees can mark the most important slides with a star to find them more easily later. Live polls & quizzes are also possible with SlideLizard. You can try SlideLizard for free today !

ppt handout pdf

How do I create handouts in PowerPoint?

To create handouts in PowerPoint go to "Handout Master" in the "View" tab. You can format your handouts for all pages there.

How do I print handouts from PowerPoint?

To print your handouts you have to go to "Print" in the "File" tab. You can then choose how many slides you want per page under "Full page slides" in the "Handouts" group.

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About the author.

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Miriam Rapberger

Miriam supports SlideLizard in the area of marketing and design. There she uses her creativity for blog posts, among other things.

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Q. How do I save a PowerPoint file as a 3-slides-per-page PDF file?

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Answered By: Danielle Knowles Last Updated: Jul 24, 2018     Views: 166817

If you have PowerPoint 2010 or more recent, you can save your PowerPoint file as a PDF file with 3 slides per page and note lines to the right.

For PowerPoint 2016/2013 :

  • Open your PowerPoint and click on File .  

ppt handout pdf

  • Click on OK .  
  • Make sure the File name is the way you want it and select the location where you want to save the PDF file.  
  • Check the box for Open file after publishing if you want to view the finished PDF file immediately after it's created.  
  • Click Publish . That's it!

For PowerPoint 2010 , you will first need to download and install a free PDF maker such as CutePDF Writer . (Note: this isn't needed if you have Adobe Acrobat Pro installed on your computer.)

  • Open your PowerPoint and click on File , then select Print .  

ppt handout pdf

  • Under Settings , choose 3 slides under Handouts. On this same dropdown menu, you may wish to check the box for Frame Slides to add a thin border around your slides. Checking the box for Scale to Fit Paper will make the slides as big as possible.  
  • Click the square Print "button" at the top of the page.  
  • On the Save As pop-up box, choose the location where you would like to save your new PDF file, then click Save .  
  • Go to your new file and open it to be sure it looks the way you wanted, and you're done!
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Comments and Suggestions (7)

  • can this be reversed? I mean, if I have a 2-slide pdf file, how can i save to to 1 slide powerpoint? by Karen on Jan 15, 2018
  • Admin reply: That’s a really good question, Karen, but for the most part, the answer is no, at least not without a lot of work that probably won’t end up being worth it. The reason is that the PDF file doesn’t retain all the formatting and positioning information that was stored in the original PowerPoint, so you might be able get the slides into PowerPoint, but it won’t recognize layout elements, titles, textbody, etc., and some elements won’t be able to be edited. One helpful web site described it well: “If the PDF came from PowerPoint in the first place, why is it so hard to convert it back? • - Turning a PPT into a PDF is like turning meat, veggies, spices and water into stew. • - Turning the PDF back into a PPT is like turning the stew back into the original meat, veggies, spices and water." "…when you convert the PDF back to PPT, you'll get the text in the right place (usually) and correctly formatted (generally) but it'll be a plain text box, not real title text in a title text placeholder. The individual graphic shapes on the slides may have turned into a single bitmap image that can't be ungrouped for editing. This isn't the fault of the PDF to PowerPoint conversion; it's simply that the PDF, though it may look like the original, is NOT the original and doesn't contain the information needed to reconstruct the original.” (from http://www.pptfaq.com/FAQ00054_Import_PDF_content_into_PowerPoint.htm) This also means that when you import from a 2-slide per page PDF, it puts two “slides” on each PDF page because it’s treating them as text boxes, not individual slides. It takes a lot of duplicating pages, deleting elements, reformatting, etc., to even get the PowerPoint to sort of look right, and even then it doesn’t act right. Sorry! Hopefully sometime soon there will be an easy way to do this conversion. by Amy Campbell on Jan 15, 2018
  • This is the very best step by step explanation of All! Thank You So Much! by Kat on Dec 27, 2018
  • Great tutorials. It really helps to enhance my knowledge of PowerPoint. I would like to share a site where you can read more PowerPoint tutorials. It's https://www.slidegeeks.com/blog/ by Elisa Martin on Sep 12, 2019
  • nice brother well explained by MOH BEN on Nov 11, 2020
  • thank you!! although it's not letting me have the pages vertical! I wanted 3 pages per page and I tried with both horizontal option and vertical but both gave me horizontal. do you maybe have a solution? by neg on Dec 07, 2021
  • nice guide. check Ideslot by Taran on Apr 19, 2023

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Presentation Geeks

How to Create a Quick & Easy PowerPoint Handout

5 second powerpoint handouts, instructions.

So… you’ve created an awesome presentation, you’ve practiced your delivery, and the presentation date is just around the corner. If the last thing on your checklist is to create a PowerPoint Presentation Handout , this post is for you! If you find yourself always scratching your head when it comes to creating handouts, bookmark this page right now. Trust us, you will be using it often.

How to create am amazing presentation handouts is one of the most frequently asked questions for the Presentation Geeks. Although Microsoft PowerPoint has an easy way to create a handout, many people make these so infrequently that it’s easy to forget what buttons to click and what options to select.

Before we jump into the 4 easy steps to create and print a PowerPoint handout , let’s talk about why a presenter might want to create a handout, what layout options are available for your slides, and finally, how many slides is optimal for your PowerPoint handouts.

Why would a presenter want to create a PowerPoint Handout?

Too much text.

When a presenter is given the opportunity to deliver a PowerPoint presentation, the time that they are awarded is valuable. The average attention span is only 17 minutes. This means that the presenter only has a limited amount of time to click through their slides and deliver their information before their audience loses interest . 17 minutes translates into a limited number of slides. The average presenter can deliver between 10 to 15 slides within this amount of time. Often, this limits the amount of text you can deliver and expect the audience to retain. In this case, a presenter might opt to print a handout that contains additional content so that the audience can take the handout and read through the additional text at a later date. Audiences like this approach because it allows them to focus on the presenter for a more engaging presentation.

Concepts versus Facts

If your presentation slides are filled with charts and data, it may be unrealistic to expect that the audience will retain this information. People generally remember concepts rather than facts. Audiences like when stories are included in presentations as they are often the most memorable parts of a presentation . Concepts are easy to understand because they don’t require additional context. One example of this is that your audience would sooner remember that a human foot contains many bones (concept) before they remember the number of bones in a human foot (it’s 26 just in case you were wondering). For a presentation that contains a number of facts, whether they are charts, tables, stats, or graphs, these are best included in PowerPoint handouts. It doesn’t mean that you can’t include a stat in your presentation, but you should follow them up in your handouts.

Educational Presentations

If you are delivering an educational presentation , you might want to include a handout that includes enough room for notes. Notes are an important way for people to recall information, and Microsoft PowerPoint includes layout options that contain notes. When printed, this may cause the slides on the handout to be smaller and a little tougher to view, and this should be considered when you select your text font size for your slides. The use of PowerPoint handouts in an educational presentation should strongly be considered when planning your presentation.

Microsoft PowerPoint offers multiple different layout options for your handouts. They include:

Additional options included adding speaker notes, or choosing an outline view to try to condense the PowerPoint slides.

Which Layout should I use for my PowerPoint Handout?

How do you know which layout option to select? it would depend on a few factors.

  • Is there a lot of text on your slides? If so, you might want to select 3 or fewer slides per page so that the audience can view each slide without having to squint.
  • are you slides full color? If your presentation is full of big beautiful pictures that span across the entire width of your slides, you may want to print 4 or more slides per page to avoid the additional expense when. it comes time to print.
  • If you are presenting an educational presentation, the experts at Presentation Geeks recommend choosing. the 3 per page layout to allow your audience room to take notes.

HOT TIP: If you want to go for more of a custom handout, print the first slide as a full-page, and print the remaining slides as multiple per page.

Enough background.. let's find out how to use microsoft powerpoint to create a handout., step 1 - file > print.

POwerPoint Handout INstructions SCreen Shot

To access the handout menu, click the File dropdown, and then use the Print option to begin creating your handout. This is the first step needed to create your presentation handout.

Step 2 - Click Show Details

POwerPoint Handout INstructions SCreen Shot

What makes creating a presentation handouts tricky for most people, is remembering to click the “Show Details” button. Click the Show Details button in. order to unlock a bunch of cool new options you can use, including creating handouts. When you don’t click this button it can seem as though the handout option isn’t available, but using these steps will help you make creating a handout simple and easy.

Step 3 - Layout > Slides

POwerPoint Handout INstructions SCreen Shot

The next step is to choose how many slides you would like on each page. We typically choose 3 slides per page allowing for room for notes, but as mentioned above, not all presentations require the audience to take notes. Click the dropdown menu to view all of the layout options. Using the preview on the left-hand side you may want to click through a few different options in order to find out slide size makes the text clear enough to read.

Step 4 - Save as PDF

PowerPoint Handout Instructions Screen Shot

The final step in your journey is to click the PDF button, and then select or click Save as PDF.

A Few Final Words

And that’s it! With a click here and there, you can use this article to create a PowerPoint Handout in 5 seconds. Hopefully, this helps you remember the steps required to create a handout the next time you have a big presentation coming up.

If you need a little help or require further customization, such as a personalized cover, full-page charts, or a customized infographic, please don’t hesitate to enquire about our Powerpoint Presentation services.

Author:  Ryan

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Erin Wright Writing

Writing-Related Software Tutorials

How to Create Handouts in PowerPoint (Printable & Editable)

By Erin Wright

Empty seats in lecture hall with text overlay "How to Create Handouts in PowerPoint"

Quick Links:

How to Create Printable PowerPoint Handouts

How to create editable powerpoint handouts with microsoft word.

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than 100 other writing-related software tutorials on my YouTube channel .

The images below are from PowerPoint for Microsoft 365 and Word for Microsoft 365. These steps also apply to PowerPoint 2019, PowerPoint 2016, and PowerPoint 2013.

  • Select the File tab in the ribbon.

File tab in PowerPoint 365

  • Select Print in the Backstage view.

Print option in the Backstage view in PowerPoint 365

  • (Optional) If you don’t want include all your slides, enter specific slide numbers separated by commas or a number range (e.g., 3,5,7,9-14) into the Slides text box.

Slides text box in the Print screen in the Backstage view of PowerPoint 365

  • Select the Full Page Slides menu.

Full Page Slides menu in the Print screen in the Backstage view of PowerPoint 365

  • Select an option from the Handout section in the menu. (You may need to use the scrollbar on the right side of the menu to see all the options shown here.)
  • One slide per page
  • Two slides per page
  • Three slides per page with lines for notes
  • Four horizontal slides per page
  • Six horizontal slides per page
  • Nine horizontal slides per page
  • Four vertical slides per page
  • Six vertical slides per page
  • Nine vertical slides per page

Handouts options in the Print screen in the Backstage view in PowerPoint 365

  • (Optional in PowerPoint for Microsoft 365 only) Uncheck Print slide numbers on handouts if you don’t want to include slide numbers.

"Print slide numbers on handouts" option in the Backstage view of PowerPoint 365

  • (Optional) Enter the number of copies into the Copies text box.

Copies text box in the Print screen in the Backstage view of PowerPoint 365

  • Select the Print button.

Print button in the Backstage view in PowerPoint 365

PowerPoint doesn’t provide a way to save the handout options you just chose. So, repeat these steps if you need to print additional handouts in the future.

Important Note: Some users may have difficulty exporting large PowerPoint files into Microsoft Word. If you encounter problems, please see the Microsoft Support website for two possible solutions .

  • Select the File tab in the ribbon (see figure 1).
  • Select Export in the Backstage view.

Export option in the Backstage view in PowerPoint 365

  • Select Create Handouts in the Export screen.

Create Handout option in the Export screen in the Backstage view in PowerPoint 365

  • Select the Create Handouts button.

Create Handout button in the Export screen in the Backstage view in PowerPoint 365

  • Select a page layout option from the Send to Microsoft Word dialog box. (The dialog box label may be abbreviated to “Send to Microsoft…”)
  • Note next to slides
  • Blank lines next to slides
  • Notes below slides
  • Blank lines below slides
  • Outline only (This option only pastes the text from your slides, not the slides themselves.)

Send to Microsoft Word dialog box in PowerPoint 365

  • Select the Paste or Paste link option. (These options won’t be available if you selected “Outline only” in step 5.)
  • Paste duplicates your slides and notes (if applicable) into a Word document.
  • Paste link duplicates your slides and notes (if applicable) into a Word document and creates a link between the files. Therefore, if you update your PowerPoint slides, the Word file will update also. (Unfortunately, the links don’t apply to PowerPoint notes.)

Paste and Paste link options in the Send to Microsoft Word dialog box in PowerPoint 365

  • Select the OK button.

OK button in the Send to Microsoft Word dialog box in PowerPoint 365

Your PowerPoint file will be pasted into a Word document. This process may take several moments if your PowerPoint file is large.

  • If Microsoft Word doesn’t open automatically, select the Word icon in the Windows taskbar.
  • Within Word, your slides and notes (if applicable) are placed in a table. Select the table selector to see the table rows and columns, which you can adjust or delete.

Table selector in Word 365

For more information about working with tables in Word, please see “ Three Ways to Insert Tables in Microsoft Word .”

How to Update the Link between Your PowerPoint Slides and Your Word Handouts

If you selected Paste Link in step 6 but don’t see updates in your Word handouts after updating the PowerPoint slides, right-click the slide in the Word file and then select Update Link from the shortcut menu.

Update Link in the shortcut Menu in Word 365

Continue to add content to your new Word file, and then save and print it as you normally would.

Related Resources

How to Save Shapes and Objects as Images in PowerPoint

How to Convert PDFs to PowerPoint Slides in Adobe Acrobat

How to Insert a Linked PowerPoint Slide in Microsoft Word

Updated November 02, 2021

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Art of Presentations

Handouts in Powerpoint – Everything You Need to Know!

By: Author Shrot Katewa

Handouts in Powerpoint – Everything You Need to Know!

When you go for a presentation, it is always a good feeling to have a Handout of it with you, that way it makes it easy to follow through with the presenter, even if you can’t see the screen properly.

To create handouts in PowerPoint, first, click on the “View” tab in the “Menu” ribbon. Then, click on the “Handouts Master”. Customize the handouts using the “Preview” option, and then click “Close Master View”. This will return to the normal view and the changes to your handouts will be saved.

However, this is just a quick summary on how to make handounts in PowerPoint. There are quite a few things you should know while creating handouts in PowerPoint. In this article, we shall cover all the nuances involved in creating PowerPoint handouts. So, let’s get started!

1. What are Handouts in PowerPoint and Why are They Used?

Microsoft PowerPoint slides can be printed or converted into a copy of “Handouts.” Handouts are either PDF, Word, or paper copies of a PowerPoint presentation that you can hand to the audience. 

They provide something substantial for your audience to take hand notes and to keep with themselves. Handouts can also be used for adding notes alongside each slide by the presenter.

2. How to Create Handouts in PowerPoint?

Creating handouts of a PowerPoint presentation can be helpful for both the presenter and the audience to keep track of all the slides. Besides, it allows the audience to review it even after the presentation is over. You can easily create handouts in Microsoft PowerPoint using the “Handout Master” feature.

2a. Using Handout Master on PC

On a Windows PC, you can create a PowerPoint handout. All you have to do is follow the 3 easy steps.

Step-1: Click on “Handout Master”

ppt handout pdf

In the menu ribbon located at the top of the screen, click on the “View” tab. Then you have to click on the “Handout Master” option.

Step-2: Customize the handout

ppt handout pdf

In the “Handout Master” view, you can preview the PowerPoint handout. The menu is divided into four main sections: “Page Setup” , “Placeholders” , “Edit Theme” and “Background” . You can use the options under each section to customize the handout according to your preference.

Step-3: Click on “Close Master View”

ppt handout pdf

The final step is to click on the “Close Master View” button after customizing the handout. This will automatically save the handout and return it to “Normal View” where you can go back to editing the presentation slides.

2b. Using Handout Master in PowerPoint on Mac

To use the “Handout Master” in PowerPoint for creating handouts on Mac, follow the 3 quick steps.

Step-1: Click on “View”

In the menu bar at the top of the screen, click on the “View” tab. This will open the “View” menu right under the menu bar. Click on the “Handout Master” option in the “View” menu.

Step-2: Arrange the handout with the preferred settings

In the “Handout Master” view, you will find various options to customize the handout. Click on “Handout Orientation” to change the orientation of the handout.

You can also click on the “Slide Size” button to access the “Page Setup” dialog. You can also add or remove the “Header” , “Footer” , “Date and Time” and “Page Number” .

Step-3: Click on “Close Master”

The final step is to click on the “Close Master” option to save the preferred settings for the PowerPoint handout.

3. How to Create Multi-slide Handouts in PowerPoint?

Microsoft PowerPoint allows you to create handouts with one to nine slides per page. To create multi-slide handouts in PowerPoint, follow the 3 simple steps.

Step-1: Click on the “View” tab

ppt handout pdf

The first step is to click on the “View” tab from the menu bar. In the “View” menu, click on the “Handout Master” option in the “Master Views” section.

Step-2: Click on the “Slides Per Page” option

ppt handout pdf

In the “Handout Master” view, click on the “Slides Per Page” option which is in the “Page Setup” section. From the dropdown menu, click on your preferred number of slides for a single page.

Step-3: Click on the “Close Master View” option

Now all you have to do is click on the “Close Master View” option to save the multi-slide template for the handout. (shown in the image above)

4. How to Change Handout Orientation?

The handout orientation controls whether the PowerPoint handout will be in landscape or portrait mode. To change the handout orientation, follow the 3 simple steps.

Step-1: Click on the “Handout Master” option

ppt handout pdf

The first step is to click on the “View” tab in the menu ribbon. Then click on the “Handout Master” option in the “Master Views” section.

Step-2: Click on “Handout Orientation”

ppt handout pdf

The next step is to click on the “Handout Orientation” option which is the first option in the “Page Setup” section in the “Handout Master” view. This will open a dropdown menu. Click on “Portrait” for portrait orientation or click on the “Landscape” option for landscape orientation.

Step-3: Click on the “Close Master View” button

Now all you have to do is click on the “Close Master View” button to save the new orientation. The screen will return to “Normal View” (as shown in the image above)

5. How to Change Header and Footer of Handouts in PowerPoint?

Using the “Handout Master” in the PowerPoint presentation, you can change the header and the footer of the handouts. Follow the 5 easy steps.

ppt handout pdf

The first step is to open the “Handout Master” view. You have to first click on the “View” tab in the menu ribbon. Then click on the “Handout Master” option in the “View” menu.

Step-2: Click on the “Header” and the “Footer” options /

ppt handout pdf

In the “Handout Master” view, you can make both or either of the header and the footer disappear. To remove the header, click on the checked box beside the “Header” option in the “Placeholders” section of the toolbar.

Similarly, you can click on the checked box at the left side of the “Footer” option to make it disappear. To make them reappear, click on the unchecked box again and the checkmark will reappear.

Step-3: Click on the “Header” placeholder

ppt handout pdf

To edit the header, click on the “Header” placeholder. It is located at the top left corner of the “Handout Master” . Then click on the “Home” tab in the menu ribbon. You can use the toolbar in the “Home” menu to edit the header of the handout.

Step-4: Click on the “Footer” placeholder

ppt handout pdf

You can also edit the footer in a similar way. Click on the “Footer” placeholder located on the left side at the bottom of the “Handout Master” . Then click on the “Home” tab to access the editing toolbar. You can also drag the placeholder to resize or reposition it.

Step-5: Click on “Close Master View”

ppt handout pdf

Now all you have to do is click on the “Close Master View” option in the “Handout Master” tab. This will save the edited changes of the header and the footer.

6. How to Change the Background of Handouts in PowerPoint?

Microsoft PowerPoint allows you to change the background of the handouts. This does not affect the background of the presentation slides. To change the background of the handouts, follow the 3 quick steps.

ppt handout pdf

Click on the “View” tab in the menu ribbon at the top of the screen. Then click on the “Handout Master” in the “View” menu.

Step-2: Click on the tools in the “Background” section

ppt handout pdf

In the “Handout Master” view, you can use the tools in the “Background” section to change the background of the handout. There are “Colors” , “Fonts” , and “Effects” options.

Click on “Background Styles” and then click on the “Format Background” option from the dropdown menu to customize the background.

ppt handout pdf

To save the changes to the handout background, all you have to do is click on the “Close Master View” button at the top of the screen.

7. How to Preview Handouts in PowerPoint?

Using the “Print” option in Microsoft PowerPoint, you can preview the handouts. All you have to do is follow the 3 simple steps.

Step-1: Click on “File”

ppt handout pdf

In the menu ribbon located at the top of the screen, click on the “File” tab. In the “File” menu, you have to click on the “ Print” option. Alternatively, you can press the “Ctrl+P” keys or the “Ctrl+Shift+F12” keys on your keyboard. This will open the “Print Preview” screen.

Step-2: Click on the “Print Layout” option

ppt handout pdf

The next step is to click on the “Print Layout” option which is the second box under “Settings” . In the “Print Layout” menu, the default option is “Full Page Slides” . You have to instead click on the preferred handout layout from the “Handouts” section.

Step-3: Click on the “Next Page” arrow

ppt handout pdf

Now you can see the handout preview of the current page. At the bottom of the screen under the preview, you can click on the “Previous Page” option which is the leftward-facing arrow to preview the previous pages.

Click on the “Next Page” option which is the rightward-facing arrow to preview the next pages of the handout. You can also use the “Zoom” option to zoom in or zoom out on the preview page.

8. How to Print Handouts in PowerPoint?

Microsoft PowerPoint allows you to print out handouts or save them as a PDF file. There are also multiple layouts available for printing handouts.

8a. How to Print Handouts in PowerPoint?

To print handouts in PowerPoint, follow the 4 easy steps.

Step-1: Click on the “File” tab

ppt handout pdf

The first step is to click on the “File” tab on the left side of the menu bar. In the “File” menu, click on the “Print” option from the sidebar at the left side of the screen (shown in image below).

Step-2: Click on the “Full Page Slides” box

ppt handout pdf

In the “Print Preview” screen, click on the “Full Page Slides” box under the “Settings” . It will open the “Print Layout” dropdown menu.

Step-3: Select the preferred handout layout

ppt handout pdf

In the “Print Layout” menu, you will find 9 different options under the “Handouts” section. Click on your preferred handout layout. You can see a preview on the screen.

Step-4: Click on the “Print” button

ppt handout pdf

In the “Printer” section, make sure that the correct printer device is connected to your computer. Now all you have to do is click on the “Print” button at the top of the screen.

8b. How to Print Handouts with Slide Number in PowerPoint?

You can easily print handouts with slide numbers in PowerPoint. All you have to do is follow the 4 simple steps.

ppt handout pdf

In the menu ribbon located at the top of the screen, click on the “File” tab. In the “File” menu, click on the “Print” option.

ppt handout pdf

In the “Print Preview” screen, click on the “Print Layout” option which is the second box under the “Settings” section. In the “Print Layout” menu, select your preferred handout layout under the “Handouts” section.

Step-3: Click on “Print slide numbers on handouts”

ppt handout pdf

The next step is to click on the “Print slide numbers on handouts” option in the “Print Layout” menu. You will see a checkmark appear on the left side of the option. In the preview screen, slide numbers will appear under each slide.

Step-4: Click on “Print”

ppt handout pdf

Now all you have to do is click on the “Print” button located at the top of the screen to print the handouts with slide numbers in PowerPoint

8c. How to Print Handouts as PDF?

To save the handouts as a PDF file, follow the 4 quick steps.

Step-1: Click on the “Print” option

ppt handout pdf

The first step is to click on the “File” tab in the menu ribbon. Then click on the “Print” option from the sidebar at the left side of the screen in the “File” menu.

Step-2: Click on “Print Layout”

ppt handout pdf

The next step is to click on the “Print Layout” option. It is the second box under the “Settings” section. In the “Print Layout” menu, select your preferred handout layout. There are nine different layouts available to choose from in the “Handouts” section.

Step-3: Click on the “Printer” box

ppt handout pdf

Click on the “Printer” box to open a dropdown menu. Then click on the “Microsoft Print to PDF” option.

The last step is to click on the “Print” option. This will save the Microsoft PowerPoint handouts as a PDF document (as shown above).

9. How to Export Handouts to Word From PowerPoint?

In Microsoft PowerPoint, there is a feature that allows users to export handouts to Microsoft Word. Using this feature, you can edit the notes and rearrange the handout slides. To export handouts to Word from PowerPoint, follow the 3 simple steps.

ppt handout pdf

In the open Microsoft PowerPoint presentation, click on the “File” tab from the menu ribbon. Then click on the “Export” option from the left sidebar in the “File” menu.

Step-2: Click on the “Create Handouts” option

ppt handout pdf

The next step is to click on the “Create Handouts” option from the secondary sidebar in the “Export” screen. Then click on the “Create Handouts” button under the “Create Handouts in Microsoft Word” section. This will open a new dialog box.

Step-3: Select your preferred page layout

ppt handout pdf

In the “Send to Microsoft Word” dialog box, click on your preferred layout under the “Page layout in Microsoft Word” option. Then click on the “Paste” option under the “Add slides to Microsoft document” section if you want to export the handout in its current state.

You can also click on the “Paste link” option if you want the exported handout to update when you update the PowerPoint. Finally, click on the “OK” button to export the handouts to Microsoft Word.

10. Difference Between Notes and Handouts in PowerPoint

The main difference between “Handouts” and “Notes” is that handouts are mostly designed for your audience while the notes are for you, the presenter. Notes usually contain the speaker notes and key points of a presentation. The handouts contain printed slides where the audience may add their own notes.

Credit to user18526052 on Freepik for the featured image of this article (further edited)

How to save a PowerPoint as a PDF with notes.

A woman wearing an orange sweater smiles while working on a laptop to save and print a PowerPoint as a PDF with notes.

Want to share your PowerPoint as a PDF but don’t want to lose your notes? Learn how to turn a PowerPoint into a PDF with all your notes still intact.

PDFs maintain their formatting no matter what device you use. If you want to share your PowerPoint presentation with others, it’s always best to save it as a PDF. Luckily, you can use a few different methods to keep your extensive notes intact.

How to save a PowerPoint presentation as a PDF.

PowerPoint offers two different ways to save your presentation as a PDF , even including your notes. You can do this using the Save As option or the File Export option. To save your presentation as a PDF using the Save As option, follow these steps:

  • Open your presentation in PowerPoint.
  • Click Save As under the File menu.
  • Find and click PDF under the file type dropdown menu.
  • To make sure your notes are visible in the final PDF, select More Options underneath the file type dropdown menu.
  • Click the Options button.
  • Select “Notes pages” under the “Publish what” dropdown menu. This will show your notes and slides on the final PDF.
  • Adjust any other desired settings, including checking the box next to “Include comments” if there are comments you want to include in your file.
  • Click Save.

To save your PowerPoint presentation as a PDF using the File Export option, use these steps:

  • Click Export under the File menu.
  • Click Create Adobe PDF, or click Create PDF/XPS Document if Adobe Acrobat is not yet installed.
  • Click Options.
  • If using Acrobat, check the box next to Convert Speaker Notes. Then click OK.
  • If using the built-in PDF converter, select “Notes pages” from the “Publish what” dropdown menu.
  • Click OK, then click Publish.

How to print PowerPoint as a PDF with notes.

Before printing your PowerPoint as a PDF, you have to save it as one. The first way to save your PowerPoint as a PDF with notes is to use the right save options. Once you’re ready to export your presentation, follow these steps:

  • Click File on the top toolbar, then Print.
  • Choose Show Details.
  • Under the Layout dropdown menu, click Notes.
  • Select Save as PDF from the PDF dropdown menu.

This will “print” your PowerPoint as a PDF with all your notes included. You should be able to view and share your presentation and read all your notes without worrying about formatting issues. The print as PDF option works wonders in this instance. Then from there, you can simply open the PDF version of your presentation and select File > Print.

Printing speaker notes for your PowerPoint.

It’s important to stay focused on your audience while you’re presenting. But you don’t want to get distracted and miss giving important details either. You can connect with your audience and make sure you cover everything by printing out the speaker notes you’ve typed on your slides.

Hand the printed papers out in advance and let your listeners read along with you. Or use them for yourself to keep your presentation on track. Either way, the process is simple with these few steps:

  • Select Print from the File menu.
  • Select the correct printer.
  • In Settings, select Notes Pages from the first dropdown menu under Slides. This will display one slide and its accompanying notes on each printed page.
  • Click Print.

Convert your PowerPoint to a PDF online.

Another way to convert a PowerPoint presentation to a PDF is to use an online PDF editor like Adobe Acrobat online services. Just follow these easy steps:

  • Visit the Acrobat online services PPT to PDF converter tool .
  • Upload your PowerPoint file.
  • Let the software do its magic.
  • Download the new PDF.

These easy steps convert your PowerPoint to a PDF without you needing to download any additional software. Once saved, you’re free to share your presentation (and notes) with any device.

Discover what more you can do with Adobe Acrobat online services to simplify saving and sharing your PowerPoint presentations.

ppt handout pdf

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How to create PDF Handouts in PowerPoint 2010?

When giving a presentation, it is always recommended to supply your audience with handouts.  This is done so that the listeners will be able to concentrate better on what the speaker is talking about, since they will not have to scramble to take notes during the presentation. Also, handouts serve as a great reminder later when recalling certain aspects of the presentation.

You probably already know how to print handouts directly from a presentation, that’s easy: Go to File – Print – then in Settings , choose Handouts along with the number of slides per page.

However, turning the handouts in PDFs can come in just as handy some times. For example, if you want to email them to your audience, or if you want to print them at another location and you need to have a file that you can take with you anywhere. Having the file in an electronic PDF format is always useful.

As you know, PDF files can be opened in any platform. Since mobile platforms are becoming widespread, it is more and more common to follow presentations on a computer screen, not on paper.  Listeners can save their PDF handouts on their computers and always have them ready if they need to go back to the presentation.

Here is how you can create PDF Handouts.

Go to your PowerPoint presentation, and click on Save As .

Then, under file format, choose PDF.

Now click on Options .

In the Publish What field, choose Handouts .

Then, on the right side, you’ll see an option for choosing how many slides you want per page.

After you have determined the number of slides per page, click on OK and Print , which gives you a great looking PDF handout created from your PowerPoint slides.

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Print a PowerPoint Handout in PDF Format Without a Date

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Provide your audience with printed handouts of your PowerPoint presentation. You'll make it easy for them to follow along during the presentation and refer to the presentation after it's over. Before you print the handouts, save the file as a  PDF  so that the handouts appear exactly as you intended. PowerPoint includes the date the files were saved in the upper right-hand corner of each page. If you want a printout that doesn't include the date, here's how to produce it.

Instructions in this article apply to PowerPoint 2019, 2016, 2013, 2010, 2007; and PowerPoint for Microsoft 365.

Remove the Date in PowerPoint

When you don't want the date to appear in your PowerPoint slides, make the change in the Handout Master.

On the ribbon , go to View .

In the Master Views group, Select Handout Master .

In the Placeholders section, clear the Date check box.

Select Close Master View .

Print PowerPoint Slides to PDF

After the date has been removed from the Handout master, save your PowerPoint presentation as a PDF file . Then, print the PDF file and hand it out to your coworkers or other presentation watchers.

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February 13, 2024

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PowerPoint Handouts PDF back to PowerPoint Format

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Ivy Guo MSFT

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Dear Michael,

Export Handouts to Word I have is a feature we can export all the slides into Word. However, I have to say that there is no official way to revert Handouts to .pptx format file in PowerPoint or other Office applications. I think the tools provided by HansV are quick good choice.

However, you can sincerely post this requirement in PowerPoint UserVoice which is a specific platform for us to collect user's request. Your suggestion will help us improve our products and give users a better experience.

Your understanding is highly appreciated.

Best Regards,

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ppt handout pdf

Print your PowerPoint slides, handouts, or notes

In PowerPoint, you can print your slides, your speaker notes, and create handouts for your audience.

Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.

Print your presentation

Select File  >  Print .

For  Printer , select the printer you want to print to.

For  Settings , select the options you want:

Print All Slides : To print each slide on a single sheet or change to just print a range of slides. 

Slides : From the drop-down, choose to print all slides, selected slides, or the current slide. Or, in the  Slides  box, type which slide numbers to print, separated by a comma.

Print Layout : Choose to print just the slides, just the speaker notes, an outline, or handouts. The number of slides per page is also an option, an effective way to save paper. 

The Outline prints only the text in the slides, without images. The Notes of a presentation show the slide and the related speaker notes below it. If you choose to print Handouts, you can print several slides on one page using a variety of layouts, some with space for note-taking.

Color : Choose whether you want color, grayscale, or pure black and white. 

Edit Header & Footer : Select to edit the header and footer before printing.

For  Copies , select how many copies you want to print.

Select  Print .

Printed handouts: Add or remove slide numbering

By default, in PowerPoint for Microsoft 365 (beginning with version 1810), printed handouts include a slide number below each slide image.

You can turn off this option in the Print dialog box on the same menu where you chose to print Handouts. At the bottom of the menu are several toggle options with check marks. Clear the check mark next to Print slide numbers on handouts :

Print Slide Numbers on Handouts.

The following procedures cover printing in PowerPoint 2016 for Mac and newer versions.

Select a heading below to open it and see the detailed instructions.

Print slides

On the File menu select Print .

Select Show Details at the bottom of the dialog box.

The Show Details button in the Print dialog box.

In the Layout box, select Slides .

Select the Slide layout in the Print dialog box

Set the other printing options you want, and select Print .

Print slides with speaker notes

In the Layout box, select Notes .

Select the Notes layout in the Print dialog box

Print an outline

In the Layout box, select Outline .

Select the Outline layout in the Print dialog box

Print handouts (with or without slide numbering)

In the Layout box, select one of the Handout options, depending on how many slides per page you want.

Select a Handout layout in the Print dialog box

By default, in PowerPoint for Microsoft 365 for Mac (beginning with version 16.30), printed handouts include a slide number below each slide image.

The Print dialog with the Print slide numbers on handouts option shown.

Select Print .

Add speaker notes to you slides

For files stored on OneDrive, OneDrive for work or school, or SharePoint in Microsoft 365, you can print slides, notes, or handouts.

To get more advanced printing layout options, use a desktop version of PowerPoint. 

Important:  If you use an add-in in your presentation, any content added to a slide via the add-in will not be printed successfully in PowerPoint for the web. In order to print such content, you would need to switch to the PowerPoint desktop app on Windows or macOS and print the slide from there.

Print in Chrome

From your PowerPoint for the web slide show, select File > Print and then choose the kind of sheets you want to print:

Select one of the Print buttons

Wait for the Print panel to open.

Chrome Print panel options

Next to Destination , click Change to choose a printer. Set any other print layout options you want, such as which slides to print and one-sided versus two-sided printing. (Available options vary by printer.)

Click Change to choose a printer

Click Print .

Click Print

Print in Microsoft Edge

From your PowerPoint for the web slide show, click File > Print and then choose the kind of sheets you want to print:

Wait for the Print dialog box to open.

Wait for the printer panel to open

Under Orientation , choose the option that matches the orientation of your slides. Set any other print layout options you want, such as which slides to print and one-sided versus two-sided printing. (Available options vary by printer.)

Under Orientation, click Landscape

Under Printer , choose a printer.

Choose a printer

Click Print to print your slide show (you might have to scroll to find Print on the print panel).

Click Print

Print in Firefox

Click Open PDF .

Your PDF is ready

Click the printer icon in the upper right above the slide show.

Click the printer icon

In the Print dialog box that appears, under Printer , choose a printer.

Choose a printer

Click OK to print your slide show.

Click OK to print

When you are finished printing, close the PDF file that was opened for printing in step 2.

Print in Safari

From your PowerPoint for the web slide show, click File > Print and then choose the kind of sheets you want to print: .

From the open presentation hover your pointer over the bottom of the presentation and click this image.

Click the image on your PowerPoint Online presentation

In the Print dialog box, under Orientation , click Landscape . Set any other print layout options you want.

Choose print settings in the Print dialog box

In the Printer box, choose a printer.

Click Print to print your slide show.

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  1. Create handouts for PowerPoint Presentations (2022)

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  2. Saving PowerPoint 2016 Handouts to PDF format

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  3. Save PowerPoint presentations as PDF files

    Select File > Export. Click Create PDF/XPS Document, then click Create PDF/XPS. In the Publish as PDF or XPS dialog box, choose a location to save the file to. If you want it to have a different name, enter it in the File name box. Optionally, if you want to change what the final PDF file is like, do any of the following:

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  5. Create or change a presentation's handout

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    Step 2 - Click Show Details. What makes creating a presentation handouts tricky for most people, is remembering to click the "Show Details" button. Click the Show Details button in. order to unlock a bunch of cool new options you can use, including creating handouts. When you don't click this button it can seem as though the handout ...

  7. Print handouts using Adobe Reader

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    What are Handouts in PowerPoint and Why are They Used? Microsoft PowerPoint slides can be printed or converted into a copy of "Handouts." Handouts are either PDF, Word, or paper copies of a PowerPoint presentation that you can hand to the audience. They provide something substantial for your audience to take hand notes and to keep with themselves.

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    Click 'Save'. This will then create a pdf handout from your Powerpoint slides which can then be uploaded to print via UniPrint's online ordering system. Please note: If you have selected the 'Slides per page' option when creating the pdf, you do not need to select that option in the online ordering system workflow. INSTRUCTION SHEETS MARCH 2018

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