PowerPoint Export Print Layout: How to Set Notes Below Each Slide

You need to print your PowerPoint slides with your speaker notes displayed directly beneath each slide. By default, PowerPoint prints only the slide content or a full-page notes page that separates notes from slides. This article explains how to use the Notes Pages print layout to place notes below each slide when exporting to PDF or printing on paper. You will learn the exact settings in the Print dialog and how to adjust notes formatting before output.

How the Notes Pages Layout Works in PowerPoint

PowerPoint has several print layouts, but only the Notes Pages layout places speaker notes directly under the slide image on the same page. The Handouts layout prints multiple slides per page without notes. The Outline layout prints only the text from slides and the Notes pane. The Full Page Slides layout prints one slide per page with no notes.

The Notes Pages layout uses a fixed template: the slide thumbnail appears in the upper half of the page, and the notes text appears in a text box below it. You can adjust the size and position of both areas using View > Notes Page before printing. This layout is available in PowerPoint 2013, 2016, 2019, 2021, and PowerPoint for Microsoft 365 on Windows 10 and Windows 11.

No additional add-ins or third-party tools are required. The Notes Pages layout is a built-in feature in the Print dialog and the Export to PDF options.

Steps to Set Notes Below Each Slide in the Print Dialog

Follow these steps to print your presentation with notes below each slide using the standard Print dialog.

1. Open the Print dialog
   Click File > Print or press Ctrl+P on your keyboard.
2. Locate the Settings section
   Under Settings, find the drop-down menu that currently shows Full Page Slides by default.
3. Select Notes Pages from the Print Layout options
   Click the drop-down menu. In the Print Layout group, choose Notes Pages. The preview pane on the right updates to show one slide with its notes below it.
4. Adjust other print settings as needed
   Set color or grayscale, choose the number of copies, and select which slides to print (All, Current Slide, or a custom range).
5. Click the Print button
   PowerPoint sends the document to your printer with notes below each slide.

Steps to Export to PDF With Notes Below Each Slide

When you need a digital copy with notes below slides, use the Export to PDF feature instead of the Print dialog.

1. Open the Export panel
   Click File > Export > Create PDF/XPS Document.
2. Click the Options button
   In the Publish as PDF or XPS dialog, click the Options button near the bottom.
3. Set Publish what to Notes Pages
   In the Options dialog, under Publish what, select Notes Pages from the drop-down list. Click OK.
4. Choose a file name and location
   Enter a name for the PDF file and select a save folder.
5. Click Publish
   PowerPoint generates a PDF where each page shows one slide with its notes below it.

Adjusting Notes Appearance Before Printing or Exporting

The Notes Pages layout uses a default font size and text box size. If your notes are long or the font appears too small, adjust them in the Notes Page view.

1. Switch to Notes Page view
   Click View > Notes Page. PowerPoint displays the current slide and its notes in the print layout format.
2. Select the notes text box
   Click inside the text box below the slide thumbnail. You can resize the text box by dragging its corner handles.
3. Change font size or formatting
   Select all notes text (Ctrl+A) and apply a larger font size using the Home tab. You can also change the font face, color, or add bold and italics.
4. Repeat for each slide
   Use the Next Slide and Previous Slide buttons on the status bar or the Page Up and Page Down keys to move through slides and adjust each one individually.
5. Return to Normal view
   Click View > Normal to go back to editing mode. The changes you made in Notes Page view persist for printing and exporting.

Common Issues When Printing Notes Below Each Slide

Notes are cut off or missing from the printed page

If your notes text exceeds the default text box height, PowerPoint truncates the text. Open View > Notes Page and enlarge the text box by dragging the bottom handle downward. Reduce the font size to fit more text if needed.

Notes appear on a separate page instead of below the slide

This happens when you select the Notes Page layout but your printer driver or PDF engine interprets it as a full-page notes view. Verify in the Print dialog that Print Layout shows Notes Pages and not Full Page Slides. If the issue persists, update your printer driver or use the Export to PDF method instead of direct printing.

Notes formatting is lost after export

PowerPoint does not preserve all Rich Text Formatting (such as bullet lists or custom indentation) when exporting to PDF using Notes Pages. To keep formatting, use the Print dialog and select a PDF printer like Microsoft Print to PDF instead of the Export feature. This method captures the visual appearance more accurately.

Notes Pages vs Handouts vs Full Page Slides: Print Layout Comparison

Item	Notes Pages	Handouts	Full Page Slides
Notes below each slide	Yes	No	No
Slides per page	1	1, 2, 3, 4, 6, or 9	1
Editable notes area	Yes, in Notes Page view	No	No
Best for	Speaker handouts with full notes	Audience handouts without notes	Large slide previews

You can now print or export any PowerPoint presentation with speaker notes placed directly below each slide using the Notes Pages layout. Before output, open View > Notes Page to resize the notes text box and adjust font size so all text fits. For PDF exports, remember to set Publish what to Notes Pages in the Options dialog. If your notes contain complex formatting, use the Microsoft Print to PDF printer instead of the Export feature to preserve the visual layout.