How to Print a Presentation in PowerPoint

If you’ve ever had to print out a PowerPoint presentation, you may have noticed that the process isn’t as straightforward as hitting the “print” button.

Whether you’re printing handouts for a presentation or creating a physical copy for your records, there are several steps you’ll need to follow to ensure that your presentation looks just as good on paper as it does on your computer screen.

In this post, we’ll walk you through every step of the process, from selecting the right print settings to troubleshooting common printing issues.

How to print a presentation in PowerPoint – Step-by-Step Guide

1. Prepare Your Presentation for Printing

Before you can print your presentation, you’ll need to ensure it’s optimized for printing. Here are a few tips to help you get started:

Check your layout: The first step is to make sure that your slide layout is optimized for printing. Choose a layout that will leave plenty of room for your text and graphics, and avoid any layouts that result in empty space or awkward formatting.
Adjust your fonts: When printing a PowerPoint presentation, it’s important to use clear, readable fonts that will be easy to read on paper. Avoid using serif fonts (such as Times New Roman) for body text, as they can be difficult to read in smaller sizes. Stick to basic sans-serif fonts like Arial or Calibri, and increase your font size slightly to ensure your text is legible when printed.
Scale your graphics: If your presentation contains any graphics, you may need to adjust their size before printing. Use the “Scale to Fit” option to make sure that your graphics aren’t too large or small, and avoid stretching or distorting your images.
Consider your colour scheme: Finally, consider your colour scheme when printing your presentation. Dark backgrounds with light text may look sleek on a computer screen but may be difficult to read when printed. Stick to light backgrounds with dark text for optimal readability.

2. Choose Your Print Settings

Once you’ve prepared your presentation for printing, it’s time to choose your print settings. Here are the settings you’ll need to consider:

Print layout: The first decision you’ll need to make is how you want your presentation to appear on paper. Do you want each slide to fill a full page, or do you want to print multiple slides per page? Consider the purpose of your presentation (e.g. handouts vs. reference material), and choose your print layout accordingly.
Paper orientation: Next, consider the orientation of your paper. Do you want to print in portrait (vertical) or landscape (horizontal) mode? Most presentations are designed for landscape orientation, but check to see whether your slides look better in portrait mode.
Paper size: Your next decision is what size paper to use. In most cases, standard letter-sized paper (8.5″ x 11″) is sufficient, but you may need to use larger paper if your presentation contains detailed graphics or diagrams.
Colour vs. black and white: Consider whether you want to print your presentation in colour or black and white. Colour may be important for visual impact if you’re printing handouts for a presentation. However, if you’re printing many pages, black and white may be a more economical choice.

3. Print Your Presentation

Once you’ve chosen your print settings, it’s time to print your presentation. Here’s how to do it:

Click the ‘File’ tab and choose ‘Print’
In the ‘Print’ window, review your print settings, including printer, print layout, orientation, paper size, and colour vs. black and white.
Choose any other options you may need, such as double-sided printing or stapling.
Click ‘Print’ to start the printing process.

Common Printing Issues (And How to Solve Them)

Even if you’ve followed all of the steps above, your printed presentation may not turn out exactly as you’d hoped. Here are a few common printing issues, along with tips on how to solve them:

Graphics are blurry or pixelated: This is often caused by scaling graphics too large. To fix the problem, either reduce the size of your graphics or use higher-resolution images.
Text is cut off: This may be caused by a mismatch between slide size and paper size. Check your print settings and adjust as needed.
Colours are incorrect: Double-check your colour settings, and ensure your printer is set up to print in colour.
Pages are printing out of order: This is often caused by mistake in your print layout settings. Review your settings and adjust as needed.

Conclusion

Printing a PowerPoint presentation may seem like a daunting task, but by following these steps, you can ensure that your presentation looks just as good on paper as it does on screen. Prepare your presentation carefully, choose the right print settings, and troubleshoot any issues that arise.

With a little bit of effort, you’ll be able to create professional-looking handouts or reference materials that will impress your audience.