The plenary notes are usually in the form of
PowerPoint presentations which can range from a few slides to over
30 slides. In the case of the latter, printing presentations can
become very expensive. In order to reduce your printing costs, you
may want to consider printing multiple slides on one handout sheet.
The following instructions are lifted from the Microsoft
Office website and explain how to accomplish multiple slide
printing on one handout.
- Microsoft Office PowerPoint 2003
- Microsoft PowerPoint 2002
Setting handout options
In PowerPoint, you can set handout options for printing in either
of the following ways:
- Through the Print dialog box (File menu, Print command)
- In print preview (Print Preview button on the Standard toolbar)
Some advantages of print preview are that you see how the layout
you choose looks, and you can add or change header and footer text
in this view.
Choose from six different layout options for handouts according
to the number of slides you want per page; choose 1, 2, 3, 4, 6,
layout with a horizontal orientation and headers and footers, which
are optional. Note that headers and footers on handouts are separate
from those you add to the slide itself.
layout. This option has a vertical orientation and comes with blank
lines for audience notes. In the example, the headers and footers
are centered. You can position, size, and format headers and footers
on the handout master.
handout with six slides per page, oriented horizontally. For four
or more slides per page, choose between a horizontal (read across)
or vertical (read down) order.
Print handouts from print preview
- Open the presentation that you want to print.
- On the Standard toolbar, click Print Preview.
- In the Print What box on the toolbar, click one of the handout
- To choose the page orientation, click the Portrait or Landscape
- To select color or black and white, click the arrow on the
Options button, point to Color/Grayscale, and then select one
of the three color options.
Color or Color (On Black and White Printer) If you print to a
color printer, this option prints the handouts in color. If you
print to a black and white printer, this option prints with all
colors shown in grayscale.
Grayscale Prints the handout in grayscale with some colors, such
as background fill, shown in white to heighten legibility. (Sometimes,
this looks the same as Pure Black and White.)
Pure Black and White Prints the handout with no gray fills.
- To add or change header and footer text, click the arrow on
the Options button, and then click Header and Footer.
- When printing handouts with four or more slides per page, click
the arrow on the Options button, point to Printing Order, and
select either Horizontal or Vertical.
- Click Print, select any additional options in the Print dialog
box, and click OK.
More options in the Print dialog box
In the Print dialog box, you can make other printing selections
as well as review or alter what you've selected in print preview.
Some options included here but not in print preview are:
- Print range If you only want to print the current handout page,
you can select Current slide. (Note, though, that this prints
your page as page 1, regardless of its order in the full handout.
To avoid this, turn off page numbering in the Header and Footer
dialog box before you print the handout page.)
- Number of copies Make multiple copies if you want.
Change the look or position of headers and footers
If you want headers and footers on a handout to be sized or positioned
differently, or you want to change the font, make the change on
the handout master. Header and footer changes you make to the handout
master carry over to a printed outline.
- In print preview, in the Print What box, select the type of
handout you want, then click the Close button.
- In normal view, on the View menu, point to Master, then click
- Do any of the following:
To move a header or footer placeholder, point to it, and when
the pointer becomes a four-headed arrow, drag the placeholder
to a new position.
To resize a header or footer placeholder, select it, point to
a sizing handle, and when the pointer becomes a two-headed arrow,
drag the handle.
To change a header or footer font, select the placeholder, and
then on the Format menu, click Font, and select options in the
Font dialog box.
To add or change a fill color or border for a placeholder, select
the placeholder, and then on the Format menu, click Placeholder,
click the Colors and Lines tab, and select options under Fill
- To see how the changes look on the handout with your header
and footer text, click the Print Preview button on the Standard
toolbar. If you just want to close the handout master, on the
Handout Master View toolbar, click Close Master View.
Note: If you delete a placeholder on the handout master, you can
reapply the placeholder in handout master view. On the Format menu,
click Handout Master Layout, select the check box for the placeholder
you want, and click OK.
If you want a layout type that PowerPoint doesn't include, create
more handouts in Word.
- On the File menu, point to Send To, click Microsoft Word, and
then select a layout option.
For example, if you want to print three slides per page but do
not want lines for audience notes, send the handout to Word and
choose the Blank lines next to slides option, then delete the lines
in Word. Or, for another notes option in Word, select Blank lines
below slides, which includes blank lines for audience notes with
only one slide per page, in a vertical format.
If you want the option of printing single handout pages while keeping
the correct page numbering, send the presentation to Word using
one of the available formats; use the headers and footers in Word
to number the pages; and if you need to print a single page, select
the page you want to print.
For more information about handouts or troubleshooting handout
issues, see Microsoft PowerPoint Help.