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Exporting Word Handouts in PowerPoint 2016 for Windows

Learn how to export handouts to Word from PowerPoint 2016 for Windows.


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Product/Version: PowerPoint 2016 for Windows

OS: Windows 7 and higher






You may create the best presentation in the world, but what happens after the presentation has been delivered? Don't you want to provide the information you presented in a document that you can distribute to attendees, or even send them a recap via email? Handouts are meant for such occasions, and PowerPoint lets you create some amazing handouts from your slides, that can also contain extra notes that were not visible on the slides. In this tutorial, we will explore an amazing option that creates handouts for PowerPoint presentations in Microsoft Word.

Follow these steps in PowerPoint 2016 to create handouts in Word:

  1. Make sure your individual slides have notes within the Notes Pane. Save your presentation. Then, access the File menu to bring up Backstage view. Select the Export tab to bring up the options you see in Figure 1, below. Click the Create Handouts option, highlighted in red within Figure 1. You will now see the Create Handouts button, highlighted in blue within Figure 1. Click this button.

    Create Handouts button
    Figure 1: Create Handouts button
  2. This will bring up the Send to Microsoft Word dialog box that you can see in Figure 2, below.

    Send to Microsoft Word dialog box
    Figure 2: Send to Microsoft Word dialog box

    We will now explore all options available within this dialog box, as marked in Figure 2:

    A. Notes next to slides

    Places your slide notes next to a slide thumbnail, as shown in Figure 3, below. Depending upon, the length of your notes, 1 to 3 slides are placed on each Handout page.

    Notes next to slides
    Figure 3: Notes next to slides

    B. Blank lines next to slides

    Places some blank lines next to a slide thumbnail, as shown in Figure 4, below. The blank lines will allow recipients and attendees to jot down some of their own notes, as needed. Three slide thumbnails with blank lines are placed on each Handout page.

    Blank lines next to slides
    Figure 4: Blank lines next to slides

    C. Notes below slides

    Places a single large slide thumbnail and related slide notes beneath the thumbnail, as shown in Figure 5, below. One slide is shown in each Handout page.

    Notes below slides
    Figure 5: Notes below slides

    D. Blank lines below slides

    Places a single large slide thumbnail and blank lines beneath the thumbnail, as shown in Figure 6, below. One slide is shown in each Handout page.

    Blank lines below slides
    Figure 6: Blank lines below slides

    E. Outlines only

    Places the outline of the slides, do note that outlines only include textual content from the Title and Content placeholders. Also, the fonts used in the slides are used in Microsoft Word too. You may want to change fonts in Word, especially if you have a fancy-looking font, as shown in Figure 7, below.

    Outlines only
    Figure 7: Outlines only

    F. Add slides to Microsoft Word document

    You see two radio buttons within this section, and only one of these can be selected.

    Paste: Creates the outlines in Microsoft Word as a one-time exercise. Changes in your PowerPoint slides are not reflected in the Handout Word document.

    Paste link: Creates the outlines in Microsoft Word as a linked document. Changes in your PowerPoint slides are reflected in the Handout Word document.

Once the Handout document loads in Word, you must save it, ideally within the same folder as the PowerPoint presentation, as explained in our Guidelines: Using Excel and PowerPoint Together tutorial. Although the linked article pertains to using PowerPoint and Excel together, the same concepts also work when you use PowerPoint and Word together.

See Also:

Exporting Word Handouts in PowerPoint 2013 for Windows
Exporting Word Handouts in PowerPoint 2010 for Windows

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