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Print Tab of Backstage View in PowerPoint 365 for Mac

Learn about the Print option in PowerPoint 365 for Mac.

PowerPoint 365 for Mac has no Print tab in Backstage View. It uses menus to access options that are available within the Backstage view in other PowerPoint versions. In this tutorial, we will explore the Print option used to print the current presentation in the form of selected slides, notes pages, handouts, etc. Follow these steps to learn more about Print options in PowerPoint 365 for Mac:

  1. Open a presentation in PowerPoint 365 for Mac. Click the File menu, and choose the Print option, as shown in Figure 1, below.

  2. Figure 1: Print option in File menu
  3. This opens the Print pane, as shown in Figure 2, below.

  4. Figure 2: Print pane
  5. Alternatively, the + P keyboard shortcut replicates this step.
  6. PowerPoint Keyboard Shortcuts

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    Explore our PowerPoint Keyboard Shortcuts and Sequences Ebook that is updated for all PowerPoint versions.

  7. Click the Show Details button, highlighted in red within Figure 2, above. Doing so shows a more-detailed Print pane, as shown in Figure 3, below.

  8. Figure 3: Detailed Print pane
  9. Options within the Print pane are explained below, as marked in Figure 3, above:
  10. A. Print Preview

  11. Shows a thumbnail of a slide. You can navigate to first, previous, next, and last slides using the arrow keys below the thumbnail.
  12. B. Printer

  13. Select the printer from the drop-down list that you want to send this print job to. Do note that this can be a physical printer or even a virtual printer driver that creates PDF files.
  14. C. Presets

  15. From this drop-down list, you can choose from Default Settings, Last Used Settings, or any existing Presets. You can also save current settings as a new Preset.
  16. D. Copies

  17. Specify the number of copies that you want to print.
  18. E. Paper Size

  19. From this drop-down list, you can choose from available paper sizes supported by your selected printer.
  20. F. Print Options Category

  21. By default, PowerPoint print options are selected in this drop-down list, but you can choose from other categories too, as shown in the complete drop-down list in Figure 4, below.

  22. Figure 4: Options drop-down list
  23. Do note that all further options will change depending upon the Options category you choose.
  24. G. Print Which Slides

  25. You can select whether you want to print all slides, a selection of slides, just the current slide, or a custom range of slides.
  26. H. Print Layout

  27. Click to reveal a drop-down list shown in Figure 5, below. You can opt to print regular slides, or slides within Notes pages. You can also opt to print just the text outline of your presentation. Additionally, you are also provided options to print various Handout layouts which include slide thumbnails.

  28. Figure 5: Print Layout drop-down list
  29. I. Orientation

  30. Choose between Portrait or Landscape orientations.
  31. J. Color

  32. Clicking this option opens up the drop-down list that you see in Figure 6, below with three options:

  33. Figure 6: Color drop-down list
  34. Color: This is the default option, and will print your slides in color, provided you selected a printer that is capable of printing in color within the Printer drop-down list (see point B). Figure 7, below shows you how a preview of a slide printed in Color looks like.

  35. Figure 7: Color preview

  36. Grayscale: Prints in grayscale, as shown in the preview shown in Figure 8, below.

  37. Figure 8: Greyscale preview
  38. Pure Black and White: Prints in just black and white and removes fills of all objects such as charts, shapes, SmartArt, etc., as shown within the preview you see in Figure 9, below.

  39. Figure 9: Pure Black and White preview
  40. K. Scale

  41. You are provided with four options, and some of these may be grayed out, if not applicable.
  42. The first option, Scale to fit paper adjusts the size of the printed slides to match the size of the paper. Do note that you can type in an exact scale percentage within the text box in this area.
  43. Print hidden slides is only enabled if your presentation contains hidden slides, and lets you print them.
  44. Frame slides adds a dark (black) frame around slides. This option is very useful if you are printing white or light-colored slides on white paper.
  45. If you are printing handouts, you will also see the Print slide numbers on handouts option.
  46. L. Header/Footer

  47. Opens up the Header and Footer dialog box, shown in Figure 10, below. To learn about options within this dialog box, see our Add Headers and Footers to Slides in PowerPoint tutorial.

  48. Figure 10: Header and Footer dialog box
  49. M. Print/Cancel

  50. When you are ready to print, just click the prominent Print button, or press the Cancel button to abandon printing.
  51. N. PDF

  52. Clicking this button brings up the flyout menu shown in Figure 11, below.

  53. Figure 11: PDF Options
  54. Here, you can find many interesting options, including the save as PDF option that's extremely useful. Even if you are printing to a physical printer, it's a good idea to create a PDF first to check the result. Doing so allows you to tweak your print settings without wasting paper.

See Also:

File Types, File Menu, and Backstage View: Print Tab of Backstage View (Glossary Page)

Print Tab of Backstage View in PowerPoint 365 for Windows
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Print Tab of Backstage View in PowerPoint 2010 for Windows
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