Use a screen reader to print presentations in PowerPoint

Print your presentation using default settings 

By default, PowerPoint prints all the slides in your presentation as full page slides (one slide per page).

1. In your presentation, press Ctrl+P. The Print menu opens and PowerPoint places the focus on the Print button.

2. To print your presentation with the default settings, press Enter.

Print your presentation using customized settings

You can specify the number of copies you want, select the range of slides to print, set the page orientation, and more.

1. In your presentation, press Ctrl+P. The Print menu opens and PowerPoint places the focus on the Print button.

2. To specify the number of copies to print, press the Tab key until you hear "Copies," and then type the number of copies you want.

3. To select a printer, press the Tab key until you hear "Printer," followed by the name of the currently selected printer. Press the Up or Down arrow key until you hear the name of the printer you want, and then press Enter. If you don't hear the name of the printer that you want to use, you can add a new printer to the list. For instructions, refer to Add a new printer.

4. To choose your printing settings, press the Tab key until you hear "Settings," and then do one or more of the following:

   Note: The available options depend on your printer type and model.

   • If you don't want to print all slides in your presentation, you can select the slides to print. For instructions, go to Select the slides to print.

   • To save paper, you can print several slides on one page. For instructions, go to Print multiple slides on a page.

   • You can choose to print your slides on one side of the paper only or use both sides. For instructions, go to Set single-sided or double-sided printing.

   • To specify how multiple sheets of paper are gathered and arranged, you can select if they are collated or not. For instructions, go to Set collation.

   • You can choose if the presentation is printed using landscape or portrait orientation. For instructions, go to Change page orientation.

   • If you don't want to print the slides in color, you can choose to print them in black and white or grayscale. For instructions, go to Print slides in color, black and white, or grayscale.

5. To print your presentation, press the Tab key or Shift+Tab until you hear "Print button," and then press Enter. 

Add a new printer

1. In the Print menu, to move to focus to the Printer list, do one of the following:

   • Press the Tab key until you hear "Printer," followed by the name of the currently selected printer.

   • Press Alt+P, I.

2. Press the Down arrow key until you hear "Add printer," and then press Enter. The Printers & scanners page opens, and the focus is on the Add device button.

3. Press Enter. The list of available printers is displayed. Press the Tab key or arrow keys until you hear the name of the printer you want, and then press Enter.

Print to file

If you want to quickly make a PDF copy of your presentation, you can choose to print it to file, and the copy is saved to a file folder, for example. 

1. In the Print menu, to move to focus to the Printer list, do one of the following:

   • Press the Tab key until you hear "Printer," followed by the name of the currently selected printer.

   • Press Alt+P, I.

2. Press the Down arrow key until you hear "Print to file," and then press Enter.

3. Press Shift+Tab until you hear "Print button," and then press Enter. The Print to File dialog box opens. The focus is on the File name text field.

4. Type a descriptive name for the file.

5. Use the Tab key and the arrow keys to navigate to the file location you want.

6. When in the right location, press Alt+S to save and print the presentation to file.

Select the slides to print

1. In the Print menu, press Alt+P, A. You hear the currently selected option, for example, “Print all slides.”

2. Use the Up or Down arrow keys browse the list of options. The following options are available:

   • Print All Slides. Select this option to print all slides in the presentation.

   • Print Selection. Select this option to print the current selection. This option only appears if you have already selected a set of slides.

   • Print Current Slide. Select this option to print only the current slide.

   • Custom Range. Select this option to specify the slides you want to print by the slide number.

   • Print Hidden Slides. Select this option to print hidden slides. This option only appears if you have hidden slides in your presentation.

3. When on the option you want, press Enter. If you selected Custom Range, PowerPoint places the focus in the Slides text box. Type a range of slides to print, for example, 10-12 or 1,2,5.

Print multiple slides on a page

1. In the Print menu, press Alt+P, H. You hear: “Print layout,” followed by the currently selected print layout.

2. Do one of the following:

   • Use the Right or Left arrow key browse the list of print layout options. The following print layout options are available:

     • 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 your audience. This option prints one slide per page with speaker notes printed below it.

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

     • Outline. Select this option if you want to print only the text in your slides, without images.

   • Use the arrow keys to browse the available handout layouts.

3. When on the option you want to use, press Enter.

Set single-sided or double-sided printing

The option to choose between single- and double-sided printing is only available if your printer supports double-sided printing. 

1. In the Print menu, press Alt+P, D.

2. Press the Up or Down arrow key until you hear the option you want, and then press Enter.

Set collation

The option to specify the collating settings is available only if your printer supports collating.

1. In the Print menu, press Alt+P, C.

2. Press the Down or Up arrow key until you hear the option you want, and then press Enter.

Change page orientation

1. In the Print menu, press Alt+P, O.

2. Press the Up or Down arrow key until you hear the option you want, and then press Enter.

Print slides in color, black and white, or grayscale

You can print your whole presentation — the slides, outline, notes pages, and audience handouts — in color, grayscale, or pure black and white.

1. In the Print menu, press Alt+P, Y, 1. The menu for selecting the color mode opens.

2. Press the Down and Up arrow keys until you hear the option you want. The following options are available:

   • 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, choose Grayscale to print all objects on the page in shades of gray. 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 without any shades of gray. As a result, some objects in the slide design theme, 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.

Access all printing options 

1. To open the print dialog box, press Command+P.

2. To access all printing options, press the Tab key until you hear "Show details button," and then press Control+Option+Spacebar. All printing options and details are now available.

Select a single slide to print

Save paper and print only the slides you need.

1. In the printing details dialog box, press the Tab key until you hear: "Print all slides."

   Tip: To print the currently selected slide, press the Down arrow key until you hear "Print selected slides," and then press Control+Option+Spacebar.

2. Press the Down arrow key until you hear "Custom shows, selected, radio button," and then press the Tab key until you hear: "Edit text, blank."

3. Type the number of the slide you want to print.

Select a range of slides to print

1. In the printing details dialog box, press the Tab key until you hear: "Print all slides."

2. Press the Down arrow key until you hear: "Print slides range."

3. Press the Tab key once, and then type the number of the first slide in the range.

4. Press the Tab key once, and then type the number of the last slide in the range.

Print multiple slides on a page

You can print multiple slides on one page either as full slides or as handouts.

Set two-sided printing

You can print on both sides of the paper also when you've selected to print several slides on a page.

1. In the printing details dialog box, press the Tab key until you hear "Two-sided, unchecked checkbox," and then press Control+Option+Spacebar. Long-edge binding is on by default.

2. To change the binding type for the two-sided printing, press the Tab key until you hear "Layout," and then press the Down arrow key until you hear "Off, two-sided," and then press Control+Option+Spacebar.

3. Press the Down arrow key until you hear the option you want to select and then press Control+Option+Spacebar.

Set collation

If you need to print several copies of your slides, you can select whether to print the slides of one copy before printing the others.

1. In the printing details dialog box, press the Tab key until you hear: "Paper handling, popup button."

2. Press the Down arrow key until you hear "Off, collate pages," and then press Control+Option+Spacebar.

Change page orientation

1. In the printing details dialog box, press the Tab key until you hear the current orientation, for example, "Landscape orientation."

2. To change the orientation, press Control+Option+Left or Right arrow key to choose the other option.

Print slides in black and white or grayscale

You can print your whole presentation, the slides, notes pages, and audience handouts in grayscale, or black and white.

1. In the printing details dialog box, press the Tab key until you hear: "Output color format."

2. Press the Down arrow key until you hear either "Grayscale" or "Black and white," and then press Control+Option+Spacebar.

Print slides with speaker notes

By default, the slides are printed without the speaker notes. You can quickly change the settings and provide your audience the notes, too.

1. In the printing details dialog box, press the Tab key until you hear: "Layout to print."

2. Press the Down arrow key until you hear "Notes," and then press Control+Option+Spacebar.

Print your presentation with default print settings 

You can quickly print your slides with the default layout, orientation, and color options.

1. Make sure that your iPhone and printer are connected to the same Wi-Fi network.

2. In your presentation, tap near the top of the screen with four fingers. Swipe right until you hear "File button," and then double-tap the screen.

3. Swipe right until you hear "Print button," and double-tap the screen.

4. Swipe right until you hear "AirPrint button," and double-tap the screen. The Layout Options dialog box opens. 

5. Swipe right until you hear "Next button," and double-tap the screen. The Print Options dialog box opens.

6. Swipe right until you hear "Printer, Select printer button," and then double-tap the screen. The list of available AirPrint printers opens. Swipe right until you hear the printer you want to select, and then double-tap the screen.

7. To specify the number of copies you want to print, swipe right until you hear "Decrement" or "Increment," and double-tap the screen to change the value by one.

8. To start printing, in the Print Options dialog box, tap near the top of the screen with four fingers, swipe right until you hear "Print button," and then double-tap the screen.

Print your presentation with customized print settings 

You can change the page layout, orientation, and color mode to customize how the printouts will look. 

1. Make sure that your iPhone and printer are connected to the same Wi-Fi network.

2. In your presentation, tap near the top of the screen with four fingers. Swipe right until you hear "File button," and then double-tap the screen.

3. Swipe right until you hear "Print button," and then double-tap the screen.

4. Swipe right until you hear "AirPrint button," and double-tap the screen. The Layout Options dialog box opens. You can now change the page layout, orientation, or color.

5. If you want to review or change the page layout, swipe right until you hear the currently selected layout option, and then do one of the following:

   • If you're happy with the current selection, proceed to step 6.

   • If you want to change the layout, slide one finger on the top part of the screen until you hear the layout you want, and double-tap the screen to select.

   • If you don't hear a suitable layout, swipe right until you hear the number of the current options page, followed by "Adjustable," for example "Page one of three, adjustable." Swipe up or down with one finger to move the focus to another options page and then slide one finger on the top part of the screen to find the layout you want. When on the correct layout option, double-tap the screen to select.

6. If you want to change the page orientation, swipe right until you hear "Page orientation," followed by the currently selected orientation, and then double-tap the screen. Swipe right or left until you hear the option you want, and double-tap the screen.

7. If you want to set the printing color mode, swipe right until you hear "Page color," followed by the currently selected mode, and double-tap the screen. Swipe right or left until you hear the color mode you want, and then double-tap the screen.

8. When you're happy with your selections, tap near the top of the screen with four fingers, swipe right until you hear "Next button," and double-tap the screen. The Print Options dialog box opens.

9. Swipe right until you hear: "Printer, select printer button." Double-tap the screen. The list of available AirPrint printers opens. Swipe right until you hear the printer you want to select, and then double-tap the screen.

10. To specify the number of copies you want to print, swipe right until you hear "Decrement" or "Increment," and double-tap the screen to change the value by one.

11. To start printing, in the Print Options dialog box, tap near the top of the screen with four fingers, swipe right until you hear "Print button," and then double-tap the screen.