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From Screen To Toner: Printing Your Presentation

By: Rick and Rebecca Altman

Page 3 of 4

Read Rick Altman's interview here...

Date Created: June 2nd 2007
Last Updated: June 2nd 2007

...Continued from Page 2

Stopping a Print Job
Printing the Outline
Adding Speaker Notes

Continued on Page 4...

Stopping a Print Job

If you choose the Print command and then decide you want to cancel the print job, you can delete the job from the print queue.

To stop a print job:

  1. Double-click the printer icon on the Windows taskbar (Figure 19.9).

    Figure 19.9 To display the print queue, double-click the printer icon on the Windows taskbar.

    The print queue appears (Figure 19.10).

    Figure 19.10 The print queue shows you the job being printed and any others waiting their turns.

  2. Click the document name.

  3. Press Delete.


    Choose Document > Cancel Printing.

  4. Close the print queue window.


  • For small print jobs, the printer icon may come and go very quickly. If the icon isn't there, the print job has already been spooled to the printer, and it's too late to cancel the print job.

  • If you're having trouble canceling a print job after you've double-clicked the printer icon on the Windows task pane, try using Document > Pause Printing and then do Document > Cancel Printing.


Printing the Outline

You can print an outline of your presentation exactly as it appears in Outline view. For instance, if only the slide titles are displayed in Outline view, only the slide titles are printed (Figure 19.11). If the outline is completely expanded, all the slide titles and bulleted items are printed (Figure 19.12). If formatting is hidden, the text and bullets are not formatted.

Figure 19.11 This printed outline shows only the slide titles.

Figure 19.12 This printed outline shows slide titles and expanded text.

Remember that text boxes which were added manually (in other words, not a text placeholder) will not show in Outline view.

To get the results you want, set the options in Outline view before printing your outline.

To print the outline:

  1. Switch to Normal view. If the Slide Thumbnails view appears, click the toggle tab to see the outline.

  2. Display the Outlining toolbar by selecting View > Toolbars > Outlining.

  3. Make any of the following changes:

    • To hide or display formatting, click the Show Formatting button.

    • To display only the slide titles, click the Collapse All button.

    • To display the entire outline, click the Expand All button.

  4. Choose File > Print.

  5. In the Print What field, choose Outline View (Figure 19.13).

    Figure 19.13 Choose Outline View in the Print What field to print the outline.

  6. Click OK to begin printing.


Adding Speaker Notes

To help remind you what to say when you present each slide during a slide show, you can refer to speaker notes saved on notes pages.

When printed, each page of notes consists of the slide on the top half and any speaker notes you have for that slide on the bottom half.

You can enter your speaker notes in Notes Page view (Figure 19.14) or in the notes pane in Normal view (Figure 19.15).

Figure 19.14 Use Notes Page view to enter speaker notes.

Figure 19.15 You can enter speaker notes in the notes pane in Normal view.

To enter speaker notes in Notes Page view:

  1. Choose View > Notes Page to switch to Notes Page view (Figure 19.15).

  2. Zoom in if necessary.

  3. Click the text placeholder and type your notes.

  4. To go to the next slide, use the scroll bar or the Page Down button on your keyboard, then repeat steps 2 and 3.


  • In PowerPoint 2002 and later, you can set up notes for yourself to appear on a second monitor to prompt you during a slide show. Choose Slide Show > Set Up Show > Show Presenter View (multiple monitors must be enabled).

  • If the slide image is taking up too much space on the notes page, you can resize it by dragging the corner. Or you can delete it altogether.

To enter speaker notes in Normal view:

  1. Switch to Normal view.

  2. Adjust the size of the notes pane (Figure 19.15), if desired.

  3. Click inside the notes pane and type your notes.

  4. To go to the next slide, use the scroll bar or the Page Down button on your keyboard.

  5. Repeat steps 3 and 4 for each slide.


  • The Notes Page view gives you a better idea of how the notes will look as handouts.

  • To return to Normal view, double-click the slide image on the Notes Page view.

  • If you want more than one slide per page plus speaker notes, use File > Send to > Microsoft Word.


Continued on Page 4...

Altman/Altman, MICROSFT OFFICE POWERPT 2003 WIN: VISUAL QUICKSTART, ©2003 Reproduced by permission of Pearson Education, Inc. Publishing as Peachpit Press. ALL RIGHTS RESERVED.

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