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Microsoft PowerPoint 2003

Printing Your Presentation

When you are giving a PowerPoint presentation, you may wish to print out your slides, outlines, or lecture notes. PowerPoint offers many format options for printing.

return to topExploring Printing Options

With PowerPoint, you can produce a variety of presentation media. The simplest way, requiring no special equipment other than your printer, is to print your slides on paper. You can also print your outline, speaker’s notes, and audience handouts on paper.

Another option is to create transparencies. If you have a laser or inkjet printer, you can load it with transparencies that are specially made for laser printers. The results are high-quality transparencies you can project by using an overhead projector. Black and White is the recommended choice when printing slides for overhead transparencies or handouts.

Before you print your slides, you need to prepare them. You can prepare your slides by using the Page Setup option from the File menu. The Page Setup option is discussed in Setting up Slides to Print. Other presentation options include the following:

Gray Scale vs. Pure Black and White

You can print your slides quickly by using one of the black and white options. To easily toggle between color and black and white, from the View menu, click COLOR/GRAYSCALEColor/grayscale button» Color, Grayscale or Pure Black and White . After you have made your selection, the COLOR/GRAYSCALE button on the toolbar changes appearance to reflect your choice.

This option allows you to print your slides quickly by displaying your text in black and white, and your images in shades of gray. The Grayscale option can be selected within the Print dialog box.  

Pure Black and White
This option also allows for rapid printing and may help your images to become clearer. Colors do not always translate well into grayscale, so the Pure black and white option will display them, and all other components of your slides, in black and white. The Pure black and white option can be selected within the Print dialog box.

return to topSetting Up Slides to Print

Before you print your slides, you need to set them up. You can identify your output medium (e.g., A4 Paper, On-screen Slide Show, 35mm Slides ) as well as the orientation (e.g., Portrait, Landscape ) of slides, notes, handouts, and outlines.

  1. Open the presentation you want to set up

  2. From the File menu, select Page Setup...
    The Page Setup dialog box appears.
    Page Setup dialog box

  3. From the Slides sized for pull-down list, select the output medium you plan to use
    Each choice comes with a default width, height, and orientation:

    On-screen Show 10 in 7.5 in Landscape
    Letter Paper (8.5 x 11 in) 10 in 7.5 in Landscape
    Ledger Paper (11x17 in) 13.32 9.99 Landscape
    A3 Paper (297x420 mm) 14 10.5 Landscape
    A4 Paper (210x297 mm) 10.83 in 7.5 in Landscape
    B4 (ISO) Paper (250x353 mm) 11.84 8.88 Landscape
    B5 (ISO) Paper (176x250 mm) 7.84 5.88 Landscape
    35mm Slides 11.25 in 7.5 in Landscape
    Overhead 10 in 7.5 in Landscape
    Banner 8 in 1 in Landscape
    Custom 10.67 in 8.17 in Landscape

  4. If necessary, change the orientation
    In Landscape orientation, the slide is wider than it is tall. In Portrait orientation, the slide is taller than it is wide.
    Notice that you can choose one orientation for slides and another for notes, handouts, and outlines. The default settings—Landscape for slides and Portrait for notes, handouts, and outlines—are good choices, with one exception: overhead transparencies. For transparencies, select Letter or A4 Paper and Portrait orientation.

  5. To change the width and height, in the Width and Height text boxes, type a specific number, or use the arrow buttons to select a number
    HINT: If you make a change here, the Slides sized for text box automatically changes to the Custom option.

  6. To start slide numbering with a number other than 1, in  the Number slides from text box, type a specific number, or use the arrow buttons to select a number

  7. Click OK

return to topPrinting Your Presentation

When printing with PowerPoint, you can choose the format of your printed page. PowerPoint offers eight formats:

Setting a Default Printer

Before you begin printing, it is often best to set a default printer so that your presentation will automatically be sent to the printer you want.

  1. From the Start menu, select Printers and Faxes
    The Printers and Faxes dialog box appears.

  2. Select the printer you wish to set as your default printer

  3. From the File menu, select Set As Default Printer
    The selected printer is now the default printer.

  4. From the File menu, select Close

Printing Slides, Outlines, Notes, or Handouts

  1. Open your presentation

  2. In the Slide Sorter view, from the File menu, select Print...
    The Print dialog box appears.
    Print dialog box

  3. To print more than one copy, in the Number of copies text box, type the number of copies

  4. From the Print what pull-down list, select the presentation format you want to print
    HINT: If you are printing handouts, three slides per page is often the best choice; slides are printed large enough to be easily read, and there is space on one side of the page for your audience to take notes.

  5. To print a specific slide(s), in the Slides text box, type the slide number(s)
    HINT: To print a range of slides, type the beginning number, a hyphen, and the ending number (e.g., to print pages seven through twelve, type 7-12).
    To print non-consecutive slides, type their numbers separated by commas (e.g., to print pages seven and twelve, type 7,12).

  6. Click OK

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