Print slides using a screen reader

You can print the slides, handouts, and notes pages for your PowerPoint 2016 presentation by using keyboard shortcuts and a screen reader.

Note: This topic assumes that JAWS users have turned off the Virtual Ribbon Menu feature.

Print your presentation

Whether you want to print slides, handouts, or notes pages of your presentation, you’ve come to the right place. Use the following steps to set up a print job that meets your needs:

  1. To go to the Print frame, press Ctrl+P. PowerPoint places the focus on the Print button, and you hear “Backstage View, Print group box, Print button.” (In Narrator, you hear “Print, Button.”)

  2. To specify the number of copies to print, you can either press the Tab key to move to the Copies spin box or press Alt+P, N. You hear “Copies colon edit spin box.” (In Narrator, you hear “Copies, editing 1.”) In the Copies spin control, type the number of copies you want to print.

  3. To select a printer, you can either press the Tab key to move to the Printer control or press Alt+P, I. You hear the name of the selected printer. Use the Up Arrow and Down Arrow keys to move through the list of printers. (In Narrator, you hear “Select name of printer,” the number of the selected printer, and the total number of printers available.)

  4. If you don't hear the name of the printer that you want to use, press the Down Arrow to move through all listed printer options. After the list of printer options, You'll reach the Add printer link and the Print to file option .

    • Press Enter to open the Find Printers dialog box, and use the Tab key to navigate.

    • Press Spacebar to select Print to file. When you select the Print button, a File Explorer dialog opens for you to specify a file name.

  5. Press the Tab key to move to the Settings group. Choose the settings you want. The following list provides links to more details later in this topic about each option:

    By default, PowerPoint prints all the slides in your presentation as full page slides (one slide per page), using your default printer settings. To print with the current settings, press Alt+P, P.

Print settings

In the Settings group, you can specify settings for several options when printing:

Select the slides to print

To print the current slide or a specific set of slides, press Alt+P, A to select the Print All Slides option. You hear “Print all slides grid, 1 of 4.” (In Narrator, you hear “Selected Print All Slides, 1 of 4.”) To select another option, use the Up Arrow and Down Arrow keys to select from the following options:

  • Print Selection. You hear “Print selection grid, 2 of 4.” (In Narrator, you hear “Print selection, 2 of 4.”) This option only appears if you have already selected a set of slides.

  • Print Current Slide. You hear “Print current slide grid, 3 of 4.” (In Narrator, you hear “Print current slide, 3 of 4.”) This option prints only the current slide.

  • Custom Range. PowerPoint places the focus in the Slides text box. You hear “Custom range grid, 4 of 4.” (In Narrator, you hear “Custom range, 4 of 4.”) Type a range of slides to print, for example, 10-12 or 1,2,5.

Tip: If you have any hidden slides, the Print Hidden Slides option will be active so you can print hidden slides if you want to. You hear “Menu, Print Hidden Slide checked. To move through items, press Up or Down Arrow, P.” (In Narrator, you hear “Print Hidden Slides.”)

When you are finished making selections, to close the combo box, press Enter.

Print multiple slides on a page

To print more than one slide per page, press Alt+P, H. You hear “Full Page Slides grid, 1 of 3.” (In Narrator, you hear “Full Page Slides, 1 of 3.”)

In the Full Page Slides box, press Enter to open the gallery. The top row is the Print Layout section, followed by the Handouts section. Use the Left Arrow and Right Arrow keys to select from the following print layout options:

  • Full Page Slides. Select this option to print each slide on its own page.

  • Notes Pages. Select this option to print slide notes, either for a speaker or as handouts for an audience. You hear “Notes pages grid, 2 of 3.” (In Narrator, you hear “Notes pages, 2 of 3.”) This option will print one slide per page with speaker notes printed below it.

    The other options under Print Layout, and all of the options under Handouts, print only slides or slide content, not speaker notes.

  • Outline. Select this option to print in an outline format, which prints only the text in the slides, without images.

Press the Down Arrow key to move to the Handouts section, and then press the Tab key to select a layout. Press the Down Arrow key again to move to additional print layout options. When you are finished making selections, press Enter.

Set single-sided or double-sided printing

To set single-sided or double-sided printing, press Alt+P, D. You hear “Print one sided, 1 of 3.” In the Print One-Sided list, select the option you want. (This option is only available if your printer supports double-sided printing. If you select double-sided printing, you hear “Print on both sides.”)

Set collation and stapling

You’ll only get the collating option if your printer supports it. To set collation, press Alt+P, C. Press the Down Arrow key and Up Arrow key to select from Collated (you hear “Collated, 1 of 2”) or Uncollated (you hear “Uncollated”), and then press Enter. You’ll only get this option if your printer supports collating.

You’ll only get the stapling option if your printer supports it. To set stapling, press the Tab key to move to the Stapling combo box and press the Down Arrow key and Up Arrow key to select from options for No Staples, One Staple, or Two Staples.

Change page orientation

  1. To change orientation, press Alt+P, R to open the Printer Properties dialog box.

  2. Press the Tab key until you reach the Layout tab or the Paper\Quality tab, and if necessary, use the Right or Left Arrow to move to the Layout tab.

  3. Press the Tab key once to reach the Orientation box, and select Portrait or Landscape.

  4. Press the Tab key several times to move to the OK button, and then press Enter.

Print slides in black and white or grayscale

PowerPoint prints and displays in color by default but slides and handouts are often printed in black and white or shades of gray, also known as grayscale. You can print your whole presentation — the slides, outline, notes pages, and audience handouts — in color, grayscale, or pure black and white.

To print in grayscale or black and white, press Alt+P, O to open the Color combo box opens. Press the Down Arrow key and Up Arrow key to select the appropriate option, as described below:

  • Color. If you choose the Color option but don’t have a color printer, the printout will be similar to, but not of the same quality as, a printout in grayscale.

  • Grayscale. If you don’t have a color printer or don’t require a color printout, choosing Grayscale will print all objects on the page in shades of gray. In grayscale, objects such as charts and tables will appear crisper and cleaner than if you choose the Color option on a noncolor printer.

  • Pure Black and White. This option prints slides in black and white. There are no shades of gray. As a result, some objects in the design theme of the slide, such as embossing and drop shadows, will not print. Text will print as black even if you choose gray as the original color of the text.

More information

Use keyboard shortcuts to create your presentation

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