how do you add speaker notes to a powerpoint presentation

How to Add Speaker Notes in PowerPoint: A Step-by-Step Guide

Trish Dixon

Microsoft PowerPoint is a widely used tool for creating presentations, and one of its essential features is the ability to add speaker notes . These notes are invaluable during presentations, as they allow the presenter to highlight key points without overcrowding the slides with text. If you want to know how to add speaker notes in PowerPoint , this guide will walk you through the process in a simple and effective way.

Understanding Speaker Notes in PowerPoint

Before we delve into the steps, it’s important to understand what speaker notes are and why they matter. Speaker notes are sections at the bottom of a slide where the presenter can add information, reminders, or prompts that won’t be visible to the audience during a presentation. These notes act as personal cues that help keep the presenter on track.

Benefits of Using Speaker Notes

• Organize thoughts : Speaker notes allow you to structure your talk without cluttering the slides.
• Act as reminders : They can include statistics, additional explanations, or questions to ask the audience.
• Improve presentation flow : Speaker notes help maintain a smooth presentation flow by ensuring that all important points are covered.

How to Add Speaker Notes in PowerPoint

Now, let’s explore the step-by-step process of adding speaker notes in PowerPoint.

Step 1: Open Your PowerPoint Presentation

The first step in adding speaker notes is to open your PowerPoint file. If you already have a presentation ready, you can use that, or you can create a new presentation to follow along with this tutorial.

• Open Microsoft PowerPoint .
• Navigate to the file you want to add notes to and open it.

Step 2: Switch to Normal View

To view and add speaker notes , you need to switch to the Normal View in PowerPoint. By default, PowerPoint may open in Slide Sorter View or Reading View , which hides the speaker notes section.

• Go to the View tab in the top menu.
• Select Normal from the Presentation Views section.

This action will open the slide thumbnails on the left, the slide workspace in the middle, and a notes section below the slide.

Step 3: Locate the Notes Section

Once you are in Normal View , you will notice a blank space below your slide labeled Click to add notes . This is the speaker notes section.

• Scroll down slightly to ensure you can see the section clearly.
• If the notes pane is not visible, click on the border between the slide and the notes section and drag it upward to make more space.

Step 4: Add Text to the Speaker Notes Section

Now that the notes pane is visible, you can start typing your notes.

• Click in the Click to add notes field.
• Type any notes that will help you during the presentation. You can add talking points, additional details, or reminders for each slide.

Here’s an example of what to include in your speaker notes :

• Slide content: “Five steps to effective project management.”
• Speaker notes : “Mention how step 2, planning, is the most time-intensive phase and share the company’s success story.”
• Use short bullet points in your speaker notes to make them easy to reference during your presentation.
• Keep your speaker notes concise to avoid overwhelming yourself during the presentation.

Formatting Speaker Notes for Clarity

PowerPoint allows you to format the text in your speaker notes to make it easier to read. You can change the font, size, or color to highlight important parts of your notes.

• Highlight the text in the notes section.
• Use the toolbar at the top to change the font style , increase the font size , or make text bold for emphasis.

You can also add bullet points or numbers to make your notes more organized.

How to View Speaker Notes While Presenting

During your presentation, you can view the speaker notes using the Presenter View feature. This view allows you to see your notes on your computer screen while your audience only sees the slides.

• Go to the Slide Show tab.
• Click on Presenter View in the Set Up section.

This will open the presentation in full screen, with your speaker notes visible only to you on your monitor.

Customizing Presenter View

In Presenter View , you can adjust the size of the speaker notes and control how much information you see. There’s an option to zoom in and make the text bigger, making it easier to read your notes while presenting.

• Click the zoom button (magnifying glass icon) to adjust the note size.
• Use the arrows to navigate between slides.

How to Print Slides with Speaker Notes

If you prefer to have a printed copy of your speaker notes , PowerPoint allows you to print slides along with the notes.

• Go to the File tab.
• Select Print from the menu.
• In the Settings section, click on the drop-down for Full Page Slides .
• Choose Notes Pages .

This option will print your slides with the speaker notes displayed below each slide.

Overview of Quick Printing Options

Editing or deleting speaker notes in powerpoint.

At any point, you can easily edit or delete your speaker notes in PowerPoint.

• To edit the notes, navigate to the slide and make the necessary changes in the notes section .
• To delete the notes, simply highlight the text and press Delete on your keyboard.

Best Practices for Using Speaker Notes in PowerPoint

1. keep it simple.

Your speaker notes should be easy to glance at during the presentation. Use short sentences , bullet points , and keywords to avoid losing track.

2. Align with Slide Content

Make sure that your speaker notes complement the slide content. If your slides contain minimal text, use your notes to expand on the points you’ll cover orally.

3. Practice with Notes

It’s crucial to practice your presentation with the speaker notes before the actual event. Familiarize yourself with the Presenter View so you can easily switch between slides while referencing your notes.

Common Mistakes to Avoid with Speaker Notes

1. overloading notes with information.

Avoid adding too much detail in your speaker notes . Lengthy paragraphs can make it harder to find the important points when you’re presenting.

2. Ignoring Font Size

If your notes are too small, you may struggle to read them during the presentation. Always ensure the font is large enough to glance at quickly.

3. Relying Solely on Notes

While speaker notes are helpful, don’t rely on them entirely. It’s important to be well-prepared so you can engage with your audience and deliver a smooth presentation.

Adding Speaker Notes in PowerPoint Online

If you are using PowerPoint Online , the process for adding speaker notes is slightly different but just as straightforward.

• Open your presentation in PowerPoint Online .
• At the bottom of the screen, click Notes .
• Add your speaker notes in the panel that opens.

The notes you add in PowerPoint Online will be saved automatically and can be viewed in Presenter View during the presentation.

Final Thoughts

Adding speaker notes in PowerPoint is a simple yet powerful way to enhance your presentations. They provide essential reminders and cues, ensuring you cover all key points without cluttering your slides. By following this step-by-step guide, you can easily add, format, and print speaker notes, making your next presentation more organized and professional.

How do I add speaker notes in PowerPoint?

To add speaker notes in PowerPoint, open your presentation, switch to Normal View, locate the notes section below the slide, and start typing in the Click to add notes field.

Can I format my speaker notes in PowerPoint?

Yes, you can format your speaker notes in PowerPoint by changing the font, size, or color of the text. You can also use bullet points and numbering to organize your notes.

How do I view speaker notes during a presentation?

You can view speaker notes during a presentation by using Presenter View. Go to the Slide Show tab, and select Presenter View. This will show your notes on your screen while the audience sees only the slides.

Can I print PowerPoint slides with speaker notes?

Yes, you can print PowerPoint slides with speaker notes by going to the File tab, selecting Print, and choosing Notes Pages under the Full Page Slides option in the Settings menu.

How do I delete speaker notes in PowerPoint?

To delete speaker notes in PowerPoint, simply go to the notes section under the slide, highlight the text you want to remove, and press the Delete key.

Can I add speaker notes in PowerPoint Online?

Yes, you can add speaker notes in PowerPoint Online. Open your presentation, click on the Notes tab at the bottom of the screen, and start typing your notes.

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How to Add Notes in PowerPoint?

Table of Contents

Keeping track of everything you want to cover in a presentation can be tough. To avoid cramming too much text onto your slides and to make sure you don’t miss any key points, some presenters use notes or flashcards. Another polished way to present your slides is by using speaker notes in PowerPoint. In this guide, we’ll walk you through how to add these notes in PowerPoint. Let’s dive in.

What are Speaker Notes in PowerPoint ?

Speaker notes in PowerPoint are like handy reminders you can attach to your slides. They’re there for you to reference during your presentation, but the audience won’t see them. Think of them as bullet points or cues to help you remember what to say, explain the visuals on the slide, or mention interesting details you don’t want to crowd the slide with. This way, you can keep your slides focused and use the notes to deliver a well-rounded presentation.

What are the Benefits of Using Speaker Notes? 

• Clear Slides : Using speaker notes has several benefits, especially in keeping slides clean by avoiding too much text. With speaker notes, presenters can ensure their slides look neat while still having all the important information handy during the presentation.
• Simplifies the Note-Taking Processes : Speaker notes offer a convenient way to take notes without the hassle of paper or flashcards. This can make presentations smoother and less stressful since presenters won’t have to worry about juggling physical notes.
• Enhances Information Retention : Sometimes, it’s hard to remember everything during a presentation. Speaker notes act as a backup, helping presenters recall key points when needed. By having these notes handy, presenters can stay on track and deliver a more organized presentation.
• Structures Presentation Flow : In complex presentations, it’s easy to lose track of the main points. Speaker notes provide a helpful roadmap, guiding presenters through their slides and ensuring they stay focused on the key message.
• Boosts Presenter Confidence : Having confidence is important when presenting, and speaker notes can help presenters feel more prepared and in control. By reducing the need to fumble with notes or rely on external aids, presenters can appear more confident and authoritative in front of their audience.

How to Add Speaker Notes to PowerPoint?

Adding notes in PowerPoint to accompany your slides is a great way to stay on track during presentations. Here’s how to add them on different platforms:

Windows & macOS

The process for adding speaker notes is very similar on both Windows and macOS:

• Open your PowerPoint presentation.
• Select the slide you want to add notes to. You can do this by clicking on the thumbnail image of the slide in the slide pane on the left.
• Windows:  By default, the Notes pane should be visible at the bottom of the PowerPoint window. If it’s hidden, click the  Notes  button on the taskbar at the bottom of the window.
• macOS:  Similar to Windows, the Notes pane is located below the slide. If it’s hidden, click on the  Notes  tab at the bottom right corner of the window.
• Add your notes: In the Notes pane, click where it says “Click to add notes” and type your information. This can include talking points, additional details you don’t want on the slide itself, or even questions you might anticipate from the audience.
• Formatting your notes (Optional): You can format your notes using the standard text formatting options available. This might include making text bold, italicized, or changing the font size.

PowerPoint for the web offers a slightly different way to add speaker notes:

• Open your presentation in PowerPoint for the web.
• Click on the slide  where you want to add notes.
• In the toolbar above the slide, click the  “Speaker Notes”  icon (it looks like a monitor with a speech bubble).
• A  text box will appear  below the slide. Type your speaker notes here.
• You can format your notes using the basic formatting options available in the text box.
• To  hide the speaker notes , click the “Speaker Notes” icon again.

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How to View Speaker Notes in PowerPoint while Presenting? 

1. Enter Presenter View:

• Go to the  Slide Show  tab on the PowerPoint ribbon.
• In the  Start Slide Show  group, click the down arrow next to  From Beginning .
• Select  Presenter View  from the dropdown menu.

Alternatively:

• You can also press the keyboard shortcut  P  (or  Fn + P  on some laptops) to enter Presenter View directly.

2. View Your Notes:

• Once in Presenter View, you will see the current slide you’re presenting on the main screen.
• Below the current slide, you’ll find a pane displaying the speaker notes you’ve added for that particular slide.
• On the right side of the Presenter View window, you’ll see a preview of the next slide in your presentation.

3. Navigate Through Slides:

• Use the arrow keys on your keyboard to navigate through your slides during your presentation.
• The  Presenter View  window will update accordingly, showing the current slide, your speaker notes, and a preview of the upcoming slide.

Additional Tips:

• You can adjust the size of the notes pane by dragging the divider between the pane and the slide preview.
• If you’re using multiple monitors, you can choose which monitor displays the Presenter View with your notes and which one shows only the slides for the audience. Look for the  “Display Settings”  button in the Presenter View window to manage this option.

How to Print Speaker Notes in PowerPoint ?

Here are the steps on how to print speaker notes in PowerPoint:

Step 1: Open your presentation and go to the “ File ” tab.

Step 2: Click on “ Print ” in the left-hand sidebar.

Step 3: Under “ Settings ,” you’ll see a dropdown menu next to “ Full Page Slides .” Click the down arrow.

Step 4: In the dropdown menu, choose “ Notes Pages .” This option will show you a preview of your slides with the accompanying speaker notes on the right side.

Step 5: Select your printer and any other printing options you want to adjust (e.g., number of copies).

Step 6 : Click “ Print ” to print your speaker notes.

How to Edit Notes in PowerPoint ?

In the world of PowerPoint, the editing of notes might seem like a minor detail, but its impact on your presentations can be significant. Here’s how you can edit the notes in your PowerPoint presentation:

• Open your presentation and select the slide with the notes you want to edit.
• Make sure you can see the notes beneath the slide. If not, click the “ Notes ” button on the toolbar at the bottom of the screen.
• Click anywhere within the notes area to start editing the content.
• After making your edits, click  outside the notes  section to save your changes.

How to Hide Notes in PowerPoint ?

Hiding notes in PowerPoint can be useful, especially when you’re showing your screen during a presentation. This way, your audience won’t see any private comments or reminders you’ve written for yourself. Here’s how to hide the notes:

• If you see the notes at the bottom of the screen, click the “Notes” button in the toolbar below. This will collapse the notes section and hide them from view on all slides in the presentation.
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Closing Thoughts

Speaker notes are a powerful tool that can transform your presentations from good to great. By using speaker notes, you can keep your slides clear and concise while ensuring you have all the information you need to deliver a confident and informative presentation. Remember to practice using your speaker notes beforehand to ensure a smooth and engaging delivery.

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How to Add Speaker Notes in PowerPoint

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Adding Speaker Notes

Presenting with speaker notes, using the presenter view.

• Open your presentation in PowerPoint.
• At the bottom of the screen there’s a text field with the message “Click to add notes”. The text that you enter here will be visible for you during your presentation, but not for your audience.
• If you can’t see this text field, click View → Notes. You can also click the Notes button located at the bottom of the screen.
• To display the speaker notes, you must have two screens: one for the presentation and another for the notes.
• Go to the Slide Show tab.
• In the Monitors group, check “Use Presenter View”. If you have two screens, this box will be automatically checked. Your presentation will be displayed on the secondary screen and the Presenter View will be on the main screen. You can change this by selecting a different option from the Monitor drop-down list.
• Click the Slideshow button located at the bottom of the screen. As an alternative, you can click From Beginning, on the Slide Show tab, or just press F5. Your presentation will start in Presenter View.

There are different options at your disposal during your presentation. Some of them are exclusive of this view, so let’s talk about this. 

• Current slide and Next slide: The current slide and the next one will always be visible for you.
• Slide number: At the bottom of the screen, click the left arrow to go back to the previous slide, or click the right arrow to move on to the next one.
• Pen and laser pointer Tools: You can activate the pen to draw on the slides, or the laser pointer to highlight the contents of the slide.
• See all slides: If you click this button, you’ll see all the slides of your presentation.
• Zoom into the slides: You can zoom into any part of the screen.
• Black or unblack slide show: This allows you to hide or unhide the current slide.
• Toggle subtitles: If you click this button, the subtitles will appear on the screen. This button is only available in Office 365 and newer versions.
• Zoom: Under the speaker notes you’ll find two buttons that allow you to increase or decrease the size of the text.
• More slide show options: These include hiding the slide, changing the position of the subtitles and disabling the speaker notes.
• At the top of the screen you’ll find three buttons that allow you to access the taskbar, change the main screen or end the presentation.

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Mastering PowerPoint Speaker Notes: How to Add, Remove, View and Print Speaker Notes in PowerPoint

Sara Wanasek

Have you ever found yourself caught between wanting to maintain a clean, uncluttered PowerPoint slide and needing additional information to guide your presentation? If so, PowerPoint Speaker Notes might just become your new best friend. 

These notes are like a secret weapon, offering a space to jot down key points, elaborate on complex topics, or script your dialogue while maintaining a sleek slide deck.

But how exactly do speaker notes work, and how can you make the most of them to enhance your presentations? Let’s dive in and uncover the ins and outs of PowerPoint speaker notes.

What Are PowerPoint Speaker Notes?

When you don’t want to add all your information to a PowerPoint slide (no text-clutter here!), but you need some additional information that you want to speak about or prompts to help you remember your information, then PowerPoint Speaker Notes are your new bff. 

PowerPoint speaker notes are additional information or cues that you can include alongside your slides to see during your presentation to help with a smooth delivery of information. These notes are not visible to the audience unless you choose to display them. 

You can use speaker notes for:

• Jotting down key points
• Elaborating on complex topics, or
• Scripting dialogue

to help maintain focus and coherence throughout your presentation.

They’re particularly beneficial to reduce your reliance on visual aids and empower you to engage with your audience confidently. Whether reminding speakers of critical points, scripting their dialogue or providing a backup reference in case of technical issues, speaker notes are an indispensable asset for any presenter striving for excellence in addition to their professionally designed slides .

How To Add Speaker Notes To PowerPoint

Adding Speaker Notes to any PowerPoint presentation is luckily quite a breeze. To add notes, click on the slide you want to add your Notes section to, then click on the Notes tab in the bottom corner. 

Need more space to view all your notes? You can simply expand the notes section by clicking the top border and dragging it up or down.

Potential Problem: Notes Not Showing

Don’t see notes tab? Don’t sweat. Simply click on the View tab in your PowerPoint ribbon and click the Notes icon.

Advanced Option: Use Notes Page to Edit Style

To prepare a Notes section that is printable and formatted how you prefer, you can open the Notes Page by heading over to the View tab in your PowerPoint ribbon and select Notes Page . This section allows you to format text and view the Notes in a printable format.

How to Remove PowerPoint Speaker Notes

Single slide deletion.

To remove your PowerPoint Speaker Notes, open the Notes section on the slide you no longer want notes. Select all the text and simply hit the Delete button!

All Slides Deletion

If you need to fully remove speaker notes from every slide in your file, you can follow these steps: 

• Start by clicking on the File tab and the Info section. From there, in the Inspect Presentation section, select Check for Issues and Inspect document . 

• Once you are there, check the box for Notes and click Inspect .

• Then select Remove All .

How to Present with Speakers Notes in PowerPoint

To present with PowerPoint’s Speaker Notes for easy viewing during your presentation, use Presenter View.

To enable Presenter View:

• Windows : Hit Alt+F5
• Mac : Hit Option + Return
• Dual Monitors : Hit F5

Once your slideshow has begun, your Speaker Notes will appear beneath or beside the slide you’re currently presenting. You can scroll through your notes as needed to stay on track and change the text size for easy viewing.

Going to the Next Slide

When it is time to move on, use the arrow keys or click through your slides as normal and your speaker notes will update accordingly.

Swap Between Presenter View and Slide Show Modes or Swap Screens

To swap between presenter or slide show modes or the view of which of your screens can see the notes, use the Display settings.

The three dots open a further menu for editing your slideshow view in PowerPoint.

Potential Problem: Presenter View Not Appearing

If the Presenter View still does not appear for you, you can go into the Slideshow tab in your PowerPoint ribbon, and ensure Presenter View is checked with the correct monitor selected. 

How To Print PowerPoint with Speaker Notes Included

You may want to print your notes for your own reference or to share with your audience.

Print Full Page Slides

To print your PowerPoint Speaker Notes, click File , then Print . From here, in the Slide Layout section, click the option to Print Notes Pages . 

Print Multiple Slides per Page

You have the option to print one page per slide or multiple slides per page. 

In the Layout Section, under the Handouts section, select the number of slides per page to print as desired. 

Adjust any other settings as needed and hit Print ! 

How to Use PowerPoint Speaker Notes with ClassPoint

Presenting with the PowerPoint add-in ClassPoint to make your presentation more engaging with interactive quizzes , gamification , and enhanced annotation ?

You can still use your Speaker notes! 

To use Presenter View and your Speaker Notes together with ClassPoint, you must be using dual monitors . 

Then, ensure you are using the correct Project mode . To view the toolbar and class code (essential ClassPoint tools!) Use Duplicate or Extended project mode for the presentation with Presenter View as normal. 

To access, click on the Display Settings during your presentation and select your preferred setting. Then, you are able to view and use the ClassPoint tools as usual. 

Then, you can present with additional magic and interactivity with ClassPoint toolbar readily accessible at the bottom of your screen.

You can then go ahead to annotate your slides as you present using ClassPoint’s annotation tools and further presentation tools !

You can also run live polls and quiz games to level up the way you present.

What are PowerPoint Speaker Notes, and how do they work?

Speaker notes in PowerPoint are a feature that allows presenters to add additional information, reminders, or cues alongside their slides. These notes are intended for the presenter’s reference and are not visible to the audience during the presentation unless intentionally displayed. 

To access and edit speaker notes in PowerPoint, open the Notes pane, which is located beneath the slide view in PowerPoint’s interface. You can then type directly into this pane to add notes for each slide. Then, during the presentation, view your speaker notes on your own screen or device while the audience sees only the slides.

Edit PowerPoint Speaker Notes

To Edit your Speaker Notes, open them just as you would to add speaker notes for the first time. From there, edit as needed! 

When to Use PowerPoint Speaker Notes 

Use Speaker Notes for any presentation! When preparing for your presentation, they will help you to thoroughly plan your content and delivery strategy. During the presentation, they will help you stay on track, and after the presentation you can even share your slides with your audience including the speaker notes for added information. 

Benefits of PowerPoint Speaker Notes

Here a few of the biggest benefits when you use PowerPoint Speaker Notes:  Enhanced Organization Improved Delivery Presentation Customization Backup Reference Accessibility Scripting Assistance Time Management Confidence in Material

Can audience members see PowerPoint speaker notes during a presentation?

Your Audience cannot see your Speaker Notes during your presentation. To present your presentation, your Presenter View and your Notes will appear on your screen with just the Presentation appearing on the screen shared with your audience. 

Are speaker notes necessary for every PowerPoint presentation?

Speaker notes are not strictly necessary for every PowerPoint presentation. Use them to help as needed with your speaking style, familiarity with the content, and presentation format.

Do I need Dual Monitors to Use Presenter View?

To make the most of your Speaker Notes in PowerPoint, using 2 monitors is recommended so that you can utilize Presenter View. However, you don’t need to be using two monitors to use PowerPoint speaker notes. 

If you’re using a single monitor setup, you can still use your speaker notes by printing them out to have them handy during your presentation or viewing them on a separate device, such as a tablet or smartphone, while presenting the slides on your main monitor.

Final Thoughts + Bonus Tips!

Now that you have mastered how to add, remove, view and print PowerPoint speaker notes, you can present with more confidence. Before you leave, here are a few additional tips and best practices for presenting with PowerPoint speaker notes:

• When using Speaker Notes, you can use them in whichever suits your presentation style. However it is good to keep in mind that to avoid just reading off your notes, keep it concise.
• Include keywords and cues instead of full sentences and format it so optimal readability.
• In addition, just like any presentation, practice with your notes beforehand to familiarize yourself with them and gauge their effectiveness. 
• And finally, don’t forget to add multimedia and interactive elements to keep your audience engaged!

Master all the tips and tricks to turn your PowerPoint into a professional and interactive experience effortlessly with this Ultimate Interactive PowerPoint playbook !

About Sara Wanasek

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Home Blog PowerPoint Tutorials How to Add Speaker Notes in PowerPoint? A Quick Guide with Video Tutorials

How to Add Speaker Notes in PowerPoint? A Quick Guide with Video Tutorials

It can be hard to remember all the information you intend to discuss during a presentation. To avoid text-heavy slides and missing out on important information, some presenters use notes or flashcards. A more elegant method of presenting your slides is to use speaker notes in PowerPoint .

What are Speaker Notes in PowerPoint?

Speaker notes in PowerPoint are hidden notes in your PowerPoint slides that can be added to help you remember bits of information. Speaker notes are only visible to the presenter and can also be printed with slides for reference. You can use the printed version of speaker notes for yourself or the audience for later reading.

Speaker notes are visible to the presenter during Presenter View, which enables viewing the slide and notes side by side. This enables the presenter to show the audience only the slides, as he/she presents with the aid of notes visible on their screen.

What are the Benefits of using Speaker Notes?

Speaker notes can have a number of benefits and can enable you to not only appear more confident as you present but to also better organize your slides.

1. Speaker Notes Help Avoid Text-Heavy Slides

One of the benefits of using speaker notes is that you can avoid adding too much text to your slides and insert related points as Speaker Notes. This can provide your audience with a clutter-free view of your slides, as you use the notes to ensure you remember all the important bits of information during the presentation.

2. Speaker Notes can Help Replace Paper Notes

Flashcards or paper notes can look inelegant and can cause confusion if they get mixed up. Many presenters end up stuttering or scrambling their notes during a presentation due to this very problem. Presenters can avoid this hassle by simply using speaker notes in PowerPoint.

3. Speaker Notes can be Helpful in Recalling Information

Speaker notes can be helpful in remembering important information when you find it difficult to recall the information. In such a case the notes can be added as a precaution so that you can quickly recall that important piece of information when you have a hard time recalling something.

4. Speaker Notes can Enable You to Stay on Point

With a presentation with a bit of text and an elaborate theme, a presenter can easily lose focus. To stay on point, you can add speaker notes to set the right sequence for you to follow as you present your slides.

5. Speaker Notes can Help you Appear More Confident

The audience appreciates a presenter when he/she has the confidence to look them in the eye and speak their heart out. Presenters who scramble for notes or keep looking at their flashcards can appear less confident.

How to Add Notes to PowerPoint?

Adding speaker notes in PowerPoint is very simple. In this short tutorial we explain how to add notes to PowerPoint depending on your preferred platform.

How to Add Speaker Notes to PowerPoint for Windows?

Step 1. Select the Slide you want to add speaker notes to.

Step 2. Select Notes in the bottom right section of your screen.

Step 3. Add the notes you want below the PowerPoint slide.

How to Add Speaker Notes to PowerPoint for macOS?

How to Add Speaker Notes to PowerPoint for web?

PowerPoint in the web version lets you create Speaker Notes but does not let you view them when you are presenting.

Which option is used to create speaker notes in the PowerPoint Slide?

On the View tab of the ribbon, in the Show group, select Notes.

The pane appears across the bottom portion of the PowerPoint window, with the cursor blinking, ready for you to begin typing.

Also, you can add speaker notes in PowerPoint by clicking the Notes option at the bottom of the slide to open the notes pane. The option can be used to open or hide the pane anytime.

Expand Notes Pane: To expand the notes pane, hover your mouse to reveal the vertical scroll bar and drag to adjust the size of the pane according to need.

How to View Speaker Notes in PowerPoint while Presenting?

How to present with speaker notes? Now that you know how to add notes to PowerPoint, you can use this feature to deliver your presentation while visualizing the speaker notes as a presenter. Here we will see how to view speaker notes in PowerPoint in Presenter View.

Enable Presenter View: You can view Speaker Notes in PowerPoint in Presenter View . To make sure this option is enabled in PowerPoint, go to the Slide Show tab, and check Use Presenter View .

Select Monitor Settings: From the Slide Show tab, you can also select which monitor you want your presentation to appear on. This can help you ensure that the monitor selected for the speaker notes does not swap with the monitor screen intended for the audience. Usually, setting the monitor settings to Automatic should automatically show speaker notes on your laptop and the view with only your slides to the audience. However, checking these settings beforehand can help you avoid swapping the screens.

Adjust Text Size for Notes: When in Presenter View, you can also expand or reduce the size of the text using the buttons on the bottom right corner of the screen.

Navigate Slides: The arrow keys enable you to move between slides in Presenter View.

Annotate Slides: You can enable the Pen tool or highlighter to annotate slides during your presentation or use the Laser Pointer to focus on parts of your slide using an onscreen laser tool. These options are available via the Pen and Laser Pointer Tools option at the bottom of the Presenter View menu.

Zoom Slides: You can zoom in to a specific slide by selecting the Zoom option and then clicking on a specific section of the slide that you intend to zoom in.

Switch to a Specific Slide: You can also jump to a specific slide via the See all slides option. This can help you instantly change your slide in a single click, without moving back and forth to find it.

Black or Unblack Slideshow: You can hide or unhide a slide by using the Black/Unblack Slideshow option.

Toggle Subtitles: In a previous post, we showed you how to enable subtitles and captions in PowerPoint . The subtitle button in Presenter View enables you to toggle the subtitles on or off.

Hide Presenter View: To turn off Presenter View anytime, you can select Hide Presenter View from the More slideshow options button.

How to print PowerPoint with Speaker Notes?

Print PowerPoint with Speaker Notes is very simple:

Printing Speaker Notes with Slide Thumbnails: You can print speaker notes directly in PowerPoint by going to File -> Print -> Settings -> Notes Pages.

Printing Speaker notes without Slide Thumbnails: If you would like to print the notes without thumbnails, go to View – > Notes Pages, delete the thumbnails for each slide, and then print your notes via File -> Print -> Settings -> Notes Pages.

Creating and Printing Handouts using Speaker Notes in PowerPoint

You can create handouts from your speaker notes by exporting them to a Microsoft Word file or printing them directly from PowerPoint.

Export Handouts to Word

To export your handouts to Word, go to File -> Export -> Create Handouts .

This will provide you with the option to select whether you would like to export notes next to slides or export blank lines next to slides, notes below slides, blank lines below slides, or the outline only.

Below is an example of handouts exported to Microsoft Word from PowerPoint. You can print these handouts from Word anytime via File -> Print.

In Presenter View, you can: – Adjust the text size of speaker notes. – Navigate between slides using arrow keys. – Annotate slides with the pen, highlighter, or laser pointer. – Zoom in on slides. – Jump to a specific slide using the “See all slides” option. – Toggle subtitles on or off. – Hide or unhide slides during the presentation.

Yes, you can: – Print directly from PowerPoint using the Notes Pages option. – Export notes to Microsoft Word by selecting File -> Export -> Create Handouts.

No, speaker notes are hidden from the audience during the presentation. They are only visible to the presenter in Presenter View or on printed handouts.

Conduct a mock presentation to test speaker notes, especially when sharing your screen in a virtual meeting. Adjust monitor settings to ensure the notes are visible only to you.

Yes, you can. Use Presenter View to keep the notes visible on your screen while sharing only the slides with the audience. Ensure you test screen sharing settings to avoid showing notes accidentally.

Speaker notes eliminate the need for physical notes, reducing the chance of mixing up or losing cards. They also keep the presenter organized and maintain professionalism.

Final Words

Speaker notes in PowerPoint can help presenters create uncluttered slides and present information without worrying about messy paper notes or missing out information because of an oversight. Speaker notes provide much needed support to cater to the needs of the modern presenter, with the added advantage of printing or providing handouts to the audience after the presentation, such as citations and links for further reading.

If it’s your first time presenting with speaker notes in PowerPoint, you should try to acquaint yourself with the necessary settings and features of speaker notes to avoid getting confused when using them for the first time. Sometimes, monitor settings can flip, especially amidst an online presentation via Zoom or other video calling apps. To prevent that from happening, you can have a mock call with a colleague to make sure speaker notes aren’t visible. To do that, you can rehearse your presentation by adjusting your screen share view while hiding speaker notes.

Discover our step-by-step guide on how to make a presentation .

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Presentation Ideas, Presentation Tips, Speaker Notes, View Presentation Filed under PowerPoint Tutorials

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How to add speaker notes in PowerPoint

• By Belinda Anderson
• 9 November 2016
• Updated: 6 December 2023
• No Comments

When creating a presentation it can be daunting trying to remember what needs to be said and when. You may also encounter the odd occasion when a presentation will be shared between multiple presenters. There can be confusion in knowing what to say and when. These cases are perfect examples of when you can add speaker notes to your PowerPoint presentation allowing all involved to see what needs to be discussed during each slide.

If you are new to presenting or plan to share your presentation with others you will find the use of speaker notes very effective. PowerPoint even provides a special Presenter View which lets you see your slides and your speaker notes whilst those viewing your presentation will only see the slide information – no notes.

Today I will show you how to add speaker notes to each slide within your presentation. You can then utilise the Presenter View features within Microsoft PowerPoint to deliver your presentation.

Add speaker notes to your presentation

The first step in this process is to add speaker notes to each individual slide within your presentation. To add speaker notes to individual slides, follow these steps:

• Open Microsoft PowerPoint .
• From the Start screen , select Open Other Presentation , or select a presentation from the Recent list .
• Ensure that Slide 1 is currently displayed. This is generally your opening title slide.
• If you cannot see the Notes area displayed underneath the slide area, click the Notes button located in the Status bar:

• Place your cursor in the notes area at the bottom of the screen where it says Click to add notes :

• Directly type any notes for Slide 1 into the notes area. For this exercise write a few lines on how you might introduce the presentation to the audience or possibly give them a brief introduction about yourself.
• Speaker notes should be brief bullet points or key information you want to discuss. I generally don’t recommend writing word-for-word exactly what you want to say as your presentation should feel natural and not scripted.
• You can use all font formatting options to make your notes easier to read, including the use of bullet or numbered lists.
• Select Slide 2 from the navigation pane.
• You will notice the notes area is empty.
• Repeat the process and enter some notes for Slide 2.
• Repeat this process until all slides contain speaker notes.
• You have now entered speaker notes.

View Speaker Notes

To view the speaker notes page, follow these steps:

• Click View > Notes Page .
• The presentation will now be displayed in notes view. This gives you a snapshot of the slide and displays the notes at the bottom of the page:

• Use the up and down scroll bar to move between each slide.
• Select View > Normal to return to the normal view.

View speaker notes during a presentation

Microsoft PowerPoint allows you to run a presentation and view your speaker notes at the same time. This provides guidance whilst the audience can only see the slides being projected. This features is referred to as Presenter view.

Presenter view works on any operating system that supports multiple displays, such as Microsoft Windows 7 or higher. It allows you to run your presentation from one monitor and let the audience view it on another monitor or a data projector.

NOTE : The computer must have multiple monitor capability— check with the manufacturer if you are unsure. Usually, desktop computers require two video cards in order to have multiple monitor capability; laptops often have the capability built in.

For the most part, you just need to connect the monitor and/or data projector and PowerPoint automatically sets it up. If you are creating your presentation on a computer with a single monitor and you want to use Presenter view, you can still do this. I always recommend testing Presenter View on the computer you will be presented with prior to your live presentation. This will ensure you can iron out any technical issues you may encounter prior and also makes for a less stressful start to your presentation.

To enable Presenter View, follow these steps:

• Select Slide Show > Set Up Slide Show .
• Under the Multiple monitors heading select the checkbox for Use Presenter View .

• Press F5 to view the slide show in Presenter View.
• Microsoft PowerPoint will now display your slide show in Presenter View:

• Meanwhile, if a data project is plugged into your computer, you will automatically see Presenter View displayed on your computer screen.
• If you are using PowerPoint on a computer with a single monitor, launch your presentation and then click the More button and choose Show Presenter View :

Congratulations, you have now added speaker notes to your presentation and displayed it using Presenter View. I highly recommend checking out my post on how to use the Rehearse Timings in PowerPoint along with my 10 tips for highly effective presentations .

• PowerPoint , Slide show , Slides , Speaker Notes
• Microsoft PowerPoint

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How to Add Speaker Notes in PowerPoint

Adding speaker notes in PowerPoint presentations is an effective way to prepare for delivering impactful presentations. Speaker notes allow presenters to have helpful prompts visible to them while the audience only sees the slides.

In this comprehensive guide, you will learn what speaker notes are, why they are useful, and step-by-step instructions for adding speaker notes in PowerPoint on both Windows and Mac.

What Are Speaker Notes?

Speaker notes, also called presenter notes, are helpful prompts and reminders that speakers can add to their PowerPoint slides. They contain things like key talking points, facts and statistics not suitable for slides, reminders for stories or examples, and quotes.

Speaker notes are only visible to the presenter in Presenter View. The audience never sees these notes, only the slides themselves. This allows presenters to have helpful reminders without cluttering up slides.

Benefits of Using Speaker Notes

Here are some of the main benefits of adding speaker notes in PowerPoint:

• Remember key information – Speaker notes allow you to prompt yourself with key facts, statistics, quotes, and examples you might otherwise forget.
• Keep presentations organized – Well-structured speaker notes help you stay on topic and transition smoothly between points.
• Appear more confident – Note prompts prevent scrambling for what to say next, allowing you to maintain eye contact.
• Engage audiences – Stories and examples in notes can help you deliver memorable presentations that resonate.
• Provide takeaways – Your notes can be printed and shared later to reinforce your message.

How to Add Speaker Notes in PowerPoint on Windows

Follow these simple steps to add speaker notes to PowerPoint slides on a Windows machine:

• Select the slide you want to add notes to.
• Click “Notes” at the bottom right of the PowerPoint window to open the notes pane.
• Click inside the notes pane and type your speaker notes for that slide.
• Repeat steps for all other slides needing notes.
• Click the “Notes” button again to hide the notes pane.

You can make minor formatting changes to notes, like text size, color, and bullets. For more advanced formatting, consider using the notes master.

How to Add Speaker Notes on a Mac

Here is how to add speaker notes to your presentation slides in PowerPoint for Mac:

• Select the slide you want notes for.
• Click “Notes” at the bottom right to open the notes pane.
• Click inside the notes pane and type your speaker notes.
• Repeat the steps for other slides as needed.
• Click “Notes” again to hide the pane when done.

Similar to Windows, you can do basic formatting of font sizes and colors within the notes. You can also enlarge the notes pane by dragging its top border.

Best Practices for Speaker Notes

Follow these best practices when adding speaker notes to your PowerPoint decks to maximize their effectiveness:

• Use concise phrases and bullet points instead of full sentences
• Include reminders for stories, quotes, and examples to use
• Put facts and figures not suitable for slides
• Use large, highly readable font sizes like 16 pt
• Be consistent with formatting and structure
• Practice with notes before your presentation

Following these best practices will help ensure your speaker notes enhance your presentation instead of becoming a distraction.

Adding speaker notes is a great way for presenters to prompt themselves with key information as they deliver PowerPoint presentations. Notes provide confidence, organization, and engagement without cluttering slides.

With the simple steps outlined above, anyone can start adding useful speaker notes to their decks on both Windows and Mac machines to elevate their presentations. Just be sure to follow best practices so your notes remain an asset rather than a liability.

About The Author

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