Be able to add presenter notes

Topic 19 – Presentations

Objective

By the end of this lesson you should be able to add, edit and use presenter notes in a presentation file.

What are Presenter Notes?

Presenter notes (also called speaker notes) are private text entries that accompany each slide. They are visible only to the presenter when the presentation is run in presenter view or when printed as hand‑outs. They help the presenter remember key points, statistics, or prompts without cluttering the slide itself.

Why Use Presenter Notes?

• Provide reminders of what to say for each slide.
• Allow inclusion of detailed data that would overwhelm the audience.
• Help maintain a smooth flow and timing.
• Enable easy printing of a “script” for rehearsals.

How to Add Presenter Notes in PowerPoint (or compatible software)

1. Open your presentation and go to the slide where you want to add notes.
2. Locate the Notes Pane at the bottom of the window. If it is hidden, click View → Notes or press Ctrl+Shift+P.
3. Click inside the Notes Pane and type your notes. You can format the text using the same tools as for slide content.
4. Repeat steps 1‑3 for each slide that requires notes.
5. To view notes while presenting, start the slide show and select Presenter \cdot iew (usually Alt+F5 or via the Slide Show tab).

Key Features of the Notes Pane

Feature	Purpose
Text formatting	Bold, italics, bullet points, etc., to organise ideas.
Insert placeholders	Quickly add date, slide number, or custom fields.
Resize pane	Drag the top edge to see more of the note or to view the slide simultaneously.

Printing Presenter Notes

When you need a hard copy of your notes for rehearsal:

1. Choose File → Print.
2. Under Settings, select Print Layout → Notes Pages.
3. Each page will show the slide at the top and the associated notes below.
4. Adjust the number of copies and print.

Tips for Effective Presenter Notes

• Keep notes concise – use short phrases or bullet points.
• Highlight key numbers or dates with bold or colour.
• Include prompts for audience interaction (e.g., “Ask question about X”).
• Use a consistent structure for each slide (e.g., “Main point – Evidence – Example”).
• Practice with the notes to ensure they aid, not distract, during delivery.

Common Keyboard Shortcuts (Windows)

Shortcut	Action
Ctrl+Shift+P	Show/Hide the Notes Pane
Alt+F5	Start Presenter \cdot iew
Ctrl+M	Insert a new slide
Ctrl+S	Save the presentation

Checklist – Adding Presenter Notes

• Open the Notes Pane for each slide.
• Enter concise, relevant points.
• Use formatting to emphasise important data.
• Review notes for spelling and clarity.
• Test Presenter \cdot iew before the actual presentation.
• Print a copy of notes if you prefer a hard‑copy script.