A few years ago, Darrell Stiffler wrote one of our most popular posts, Printing PowerPoint Slides with Notes which covered PowerPoint 2003 and 2007. Cameron MacLeod from Global Knowledge Canada expanded on that for us to include instructions for PowerPoint 2010. Here are instructions for all three versions:
If you are using PowerPoint 2003:
- Open the PowerPoint presentation, and select File from the main menu
- Select Send, which opens a secondary menu
- Select Word. It will then copy the PowerPoint presentation to a Word file
If you are using Office 2007 the process is a little different (sorry, no picture for this one):
- Select the Office Button (upper left hand corner)
- Select Publish from the menu
- Then select Create Handouts in Microsoft Word and make the appropriate choice from the pull down menu
- Once the selection has been made, PowerPoint will open the Word document and copy the information automatically
If you are using Office 2010 the process is slightly different as well.
- Select the File button to display the Office Backstage area (upper left corner)
- Select Save & Send, then Create Handouts, and click the Create Handouts button at far right
- Select the appropriate option for the layout desired — usually the first option is your best choice in this case
When you send multiple slides and associated notes to the new document, the notes-area in the PowerPoint/Word master template expands to accommodate the entire set of notes associated with the slide.
Without any notes, or for notes that only have a few lines of text, the default layout is 3 slides plus notes on each page. Of course, if you have a great deal of text in the notes it will reduce the number of slides per page to accommodate the notes. How cool is that?!
The default master template used by PowerPoint/Word to transfer the information from PowerPoint to Word has smaller margins than I prefer (as you see in the picture above). I often have to devote extra time adjusting the margins to allow for bigger slides. I then have to manually adjust the slides individually to take advantage of the new larger area. This can be very time consuming.
Even with the limitation noted above, I have found this feature extremely useful, especially for my instructor notes and providing handouts when teaching courses. It would be great if we could find a way to submit an enhancement request to Microsoft to get more flexibility added to the PowerPoint/Word master template. If anyone has an idea on how to get Microsoft to add some enhancement, let me know…