Lesson 3 Formatting a Presentation for Printing

2 1 Open an existing presentation 2 Add a header or footer 3 Preview a presentation 4 Change the page setup 5 Choose a printerPrint slides, audience handouts, and speaker notes Students will be able to do the following on completion of this lesson.

 Existing presentations can be opened and modified Open an existing presentation by choosing Open under the File Tab open an existing presentation by double-clicking on the presentation file icon located in your storage device. existing presentation can be opened using the keyboard shortcut CTRL + O inside of the PowerPoint program window. 3 Word Lesson 8 presentation prepared by Michele Smith – North Buncombe High School, Weaverville, NC. Content from Microsoft Office Word 2010 Lesson Plans provided by Microsoft.

 Headers and Footers can allow the user to include vital information on the printed presentation (Insert Ribbon) 4 Footer added to Slide Add page numbers, date/time and custom footers to presentations

5 The placement of items in the header and footer will be controlled by the slide master, located on the view tab.

6 Notes ViewHandout View You may enter the headers/footers in the Notes and Handout View by clicking directly in the box and keying the appropriate header/footer

 Print Preview allows the user to proofread the presentation prior to presenting or printing  You may preview the notes pages, handouts, and speaker notes  You can preview in black and white or color  You may also scroll through your document in print preview. 7

8 Scroll through the presentation View the presentation in black and white or color Magnify or shrink the viewing size

 There are various page size options in PowerPoint(ie. Letter, legal, etc..)  Portrait – page is taller than it is wide  Landscape – page is wider than it is tall 9

10 To Change the page setup using the Page Setup Group on the Design Ribbon.

● Printers are setup in the Control Panel 11 You must select an alternative printer in the Printer section in the Print Menu Clicking the Print Button or the Quick Print Button will print your presentation to the default printer

 Typically a presentation is not printed. It is meant to be shown to the audience.  However, presentations can be printed as slides, speaker notes, handouts, or an outline.  Quick Print – Only prints slides 12 Quick Print can be found on the Quick Access Toolbar. If it is not already there choose the option to add it. Prints the slides 1 to a page on a full sheet to the current printer

13 Choose to print Notes Pages under the “Settings” Section on the print menu. This will allow you to print out Speaker notes with each slide.

14 Handouts created from a presentation can be printed in a variety of slides per page using the Print command under the File Button

15 How many handout formats do you have to choose from? SIX

16 Choose to print Outline under the “Settings” Section in on the print menu. This will allow you to print out your presentation in Outline Format

17 Frame Slides selection places a frame around each slide individually Scale to Fit Paper - Resizes the slide to fit on a particular sized paper

18 Both will appear grayed out unless slides have been hidden or comments/ markups are present Print Slides that have been hidden from presentation view Print Comments and Ink Markups from your document

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