Be able to print a presentation in a variety of layouts including full‑page slides, presenter notes and handouts.
Why Print a Presentation?
Provides a hard copy for reference during a presentation.
Allows distribution of key information to an audience.
Creates a record for future revision or assessment.
Common Print Layouts
Layout
Typical Use
Content Shown
Number of Slides per Page
Full‑page Slides
Handing out a complete visual copy of the presentation.
Slide image only.
1
Presenter Notes
Personal reference for the presenter.
Slide image + speaker notes.
1 (notes appear below the slide).
Handouts (3‑up)
Distribute concise information to the audience.
Slide image only, smaller size.
3
Handouts (6‑up)
Maximise the amount of material on a single sheet.
Slide image only.
6
Outline Handout
Provide a text‑only summary of the presentation.
Slide titles and bullet points.
Variable – usually continuous text.
Steps to Print a Presentation (PowerPoint example)
Open the presentation file.
Click File ► Print.
In the Settings area, locate the Print Layout drop‑down menu.
Select the required layout:
Full Page Slides – one slide per sheet.
Notes Pages – slide with speaker notes.
Handouts – choose 3 slides, 6 slides, etc.
Outline – text only.
Choose the printer and any additional options (e.g., colour or grayscale, double‑sided).
Click Print.
Printing from Other Presentation Software
Most presentation programs (Google Slides, LibreOffice Impress, Apple Keynote) follow a similar workflow:
Open the File menu.
Select Print or Export as PDF first, then print the PDF.
Choose the desired layout from the print dialog.
Tips for Effective Handouts
Include slide numbers to help the audience follow along.
Remove unnecessary graphics to keep the handout clear.
Use a legible font size (minimum 10 pt for 3‑up, 8 pt for 6‑up).
If printing notes, ensure the notes are concise and highlight key points only.
Proofread the handout for spelling and layout errors before printing multiple copies.
Checklist Before Printing
Is the correct layout selected?
Are the slide numbers visible?
Is the colour scheme appropriate for the printer (e.g., use grayscale for black‑and‑white printers)?
Have you set the correct paper size (A4, Letter, etc.)?
Is the orientation (portrait/landscape) suitable for the chosen layout?
Do the notes (if printed) contain any confidential information?
Suggested diagram: Flowchart showing the decision process for choosing a print layout based on audience needs.
Common Examination Question
Question: A student needs to provide a handout that shows three slides per page and includes slide numbers. Explain the steps they should follow in PowerPoint to produce this handout.
Answer (key points):
Open the presentation and go to File ► Print.
In the Print Layout drop‑down, select Handouts and then choose 3 Slides Horizontal (or similar wording).
Ensure the Print Slides option is set to All (or the required range).
Check the Print on Both Sides option if double‑sided printing is required.
Click Print and verify that slide numbers appear on each handout page.
Summary
Being able to print presentations in the appropriate layout is a vital ICT skill. It enables effective communication, supports the presenter, and provides useful resources for learners. Mastery of the print settings across different software ensures flexibility and professionalism in both school and workplace environments.