how to put notes in powerpoint presentation

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How to add notes to your Microsoft PowerPoint slides

When you present a slideshow, it’s likely that you have more to say than what displays on the slides. You may want to expand on the text you’ve included, or if the slide only contains visuals, explain them further.

Add speaker notes to a slide in PowerPoint

Hide notes while editing a slideshow, view speaker notes during a slideshow.

Luckily, Microsoft PowerPoint provides a built-in feature for speaker notes. This allows you to add notes to each slide and then see them in Presenter View when you start the show.

What You Need

Microsoft PowerPoint

Open your PowerPoint presentation and select the first slide where you want to add notes.

Step 1: Go to the View tab and choose either Normal or Outline View . This allows you to see your slide along with the note you plan to add.

If you’re wondering how to add a note in PowerPoint without changing the view, the short answer is: You can’t. But if you prefer not to use Normal or Outline View, you can check out the Notes Page view in the same section of the ribbon.

While still technically a “view,” this displays your slide and a text box for your note as a printed page, as shown below.

Step 2: Display the Notes panel below the slide if it’s not visible using one of the following:

• Click the Notes button in the Status Bar at the bottom.
• Move your cursor to the bottom of the window. When you see the two-sided arrow, drag up until the panel displays.
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Step 3: When the panel is empty, you’ll see “Click to Add Notes” within it. Place your cursor in the box and type your note.

Step 4: You can apply simple formatting to your note using the tools on the Home tab or in the floating toolbar. This is handy if you want to add bullet points or emphasize the font with bold, italics, or an underline.

Step 5: If you have a lengthy note within the panel, you’ll see a scrollbar appear on the right so that you can move down and see the entire note. You can also drag up on the panel to enlarge it.

If you want your slide in full view as you're assembling or editing your slideshow, you can hide the presenter notes. This does not delete them; it merely moves the notes panel out of view.

Do one of the following to hide your notes:

• Drag the notes panel downward until it no longer displays.

When it’s time to present your slideshow, you can use Presenter View to see your speaker notes. This allows you to view the notes for each slide on your monitor while presenting the slideshow on another. Your audience will not see your notes.

Step 1: Go to the Slide Show tab. On Windows, check the box for Use Presenter View in the Monitors section of the ribbon. On Mac, click the Presenter View button in the Start Slide Show section.

If you’ve already started the slideshow, you can still turn on Presenter View. Click the Three Dots in the Presenter Toolbar and choose Show Presenter View (Windows) or Use Presenter View (Mac).

Step 2: You’ll then see your notes display on the right side of the screen, with your slide on the left. As you advance each slide, the notes will display accordingly.

Step 3: The text for your note wraps automatically to the next line, and you have a scrollbar to move through those lengthy notes.

To adjust the font size for the notes, use the buttons below the notes panel.

Whether you want to add notes to PowerPoint to talk through your slideshow or simply as references while you assemble your slides, be sure to take advantage of this built-in feature.

For additional ways to work in Microsoft PowerPoint, check out how A.I. can help you create your slideshows .

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Few communication applications are as versatile as Microsoft Teams. Along with allowing you to send quick messages to teammates or launch a video chat, the software is fully integrated with Office 365 so you can optimize its performance. One of its most useful features, however, is the ability to create a new team. This lets you group people together so they can chat about certain projects or goals without spamming everyone in your organization.

Knowing how to make a new team and how to properly organize teams makes it easy for a company to enhance productivity and streamline communication. When used effectively, Microsoft Teams is useful for both in-office and remote workers, ensuring everyone stays on the same page regardless of location.

PowerPoint makes it easy to give a great presentation thanks to intuitive software that lets anyone craft an eye-catching deck. What's even better, however, is the option to use Presenter View. This lets you leave notes for yourself that can be viewed on your computer screen while everyone else is only seeing your presentation.

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How-To Geek

How to use speaker notes in powerpoint.

If you're worried about forgetting important points during your presentation, jot down some speaker notes. Here's how to prepare and use them.

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Add speaker notes in powerpoint, use speaker notes during a powerpoint presentation.

Adding speaker notes to a PowerPoint presentation provides reference material for the speaker when they're presenting a slideshow, allowing them to stay on track without forgetting key message points. Here’s how to add and use speaker notes.

To add speaker notes in PowerPoint, you’ll first need to be in the Normal view. If you’re not already there, you can switch to Normal view by going to the “View” tab and then selecting “Normal” in the “Presentation Views” group.

Next, in the pane on left, select the slide where you'd like to add speaker notes.

Next, click the “Notes” button at the bottom of the window.

A small box reading “Tap to Add Notes” will appear beneath the slide. For Mac users, this will say “Click to Add Notes.”

Now, simply type the speaker notes for that slide. Repeat this process for each slide you'd like to add notes to.

There are two ways to use speaker notes during a presentation: by presenting on a secondary monitor or by printing out the speaker notes .

Using a Secondary Monitor

It’s safe to assume that most presentations will be presented on a secondary monitor. If this is the case for you, there’s not a whole lot you really need to do.

Related: How to Add an Extra Monitor to Your Laptop

The first thing you need to do is change the view to Slide Show. You can do this by selecting the Slide Show icon at the bottom-right corner of the window.

In this view, the audience will see only the slides as you’re going through the presentation. However, on your primary monitor, you’ll see the current slide, a preview of the upcoming slide, and your speaker notes for the current slide.

This is a convenient way to have a virtual copy of the speaker notes while you’re giving a presentation, but it never hurts to have a hard copy.

Printing the Speaker Notes

To print the speaker notes of your presentation, first select the “File” tab in the Ribbon.

Related: How to Print Multiple PowerPoint Slides to Each Piece of Paper

In the pane on left, select the “Print" button.

In the “Settings” group, select the option that says “Full Page Slides.”

A drop-down menu will appear. Here, select “Notes Pages” in the “Print Layout” group.

Finally, click “Print.”

You’ll now have a physical copy of your speaker notes.

How to Add Notes to PowerPoint Presentations: A Comprehensive Guide

Sara Wanasek

Presenting a slideshow can be a daunting task, especially when you’re speaking to a large audience. Thankfully, most presentation software comes equipped with the ability to add notes to your slides, making it easier for you to stay on track and deliver a seamless presentation – no full memorization needed.

In this blog, we will explore two different ways that you can to add notes to PowerPoint:

• Presentation notes that you prepare in advance and only you can see or
• Adding live notes to your presentation for your audience to see

By leveraging these techniques, you’ll be able to engage your audience effectively and deliver memorable presentations. Let’s dive in.

How to Add Presenter Notes in PowerPoint

Presenter Notes in PowerPoint are notes that you can view on your screen while you are presenting. Your audience will not see these notes, just you, so you can stay on track, remember important points, and deliver your information clearly and easily. Presenters, here’s everything you need to know to add notes to PowerPoint.

Add Notes in Edit Mode

Notes can be added to any slide in PowerPoint. Follow these steps:

• Start by clicking on the Notes button located beneath each slide. If you don’t see it, click on the View tab at the top of the screen and then click on Notes Page.
• Begin typing your notes for that slide, providing additional details, reminders, or cues to guide your presentation.
• Repeat the process for each slide you want to add notes to.

Once you’ve added your notes, you’re ready to deliver your presentation with confidence!

Present with Notes

Now that your notes are added to your presentation, let’s learn how to use them during the presentation. Do note that to present with the Presenter Notes, you will need to be connected to another screen or projector.

• First, select the Slide Show tab in the PowerPoint ribbon
• In the Set Up section, click the check box for Presenter View
• Enter Presentation Mode! You should see your presentation on one screen (such as your projector) and your notes displayed on the other screen (such as your laptop).

⚠️ If the Presenter view appears on the wrong screen, you can swap this by clicking on the Display Setting on top of the Presenter view screen.

As you move through your slides, your notes will automatically advance with the slides, keeping you right on track.

Print Notes

If you prefer a physical copy of your notes to present with or want to share it with your audience, you can print them from PowerPoint.

To do this go into File → Print → and under Settings , choose Notes Pages . Now, you can Print .

Presenting with notes in your PowerPoint presentation helps you stay on track, maintain confidence, engage your audience, adapt to unexpected situations, and appear professional and organized, ultimately leading to a smoother, more impactful delivery. But what if you want to further explain a concept with notes and annotations during your presentation? You can with annotation tools! →

Add Notes During a Presentation

Need to add notes to aid your presentation and help your audience understand, follow along, and stay engaged? Presenter tools such as annotations are great tools to help your presentation delivery and pace. By interacting with your slide information throughout your presentation, you can encourage active learning and audience participation in the presentation. There are a few ways you can add notes to PowerPoint:

Add Notes to Any Slide

During your presentation, you can add notes in two main ways:

1.You can use PowerPoint’s built-in simple pen and highlighter to add notes to your slide. This is found in the bottom left corner of the screen click on the pen and choose your color to begin drawing.

2. For sightly more advanced pen tools, text boxes, and shapes, you can use the free PowerPoint add-in ClassPoint, to add notes to PowerPoint sides . Once downloaded, ClassPoint , an audience engagement tool, will add a toolbar at the bottom of your presentation screen with these additional annotation & presentation tools .

This gives you different thickness options and color options for the pens , highlighters , shapes , and text boxes on your slide.

Insert Whiteboard Slides

Did you know you can even add a blank whiteboard slide into your PowerPoint presentation while you are presenting? With ClassPoint, it’s true!

Perfect for when you run out of space, want to brainstorm, or have fresh details to convey to the audience.

To add a whiteboard slide to your presentation, click on the Whiteboard icon on the ClassPoint toolbar. From there, choose a template provided, or add your own whiteboard background design . This slide will be opened & inserted right into your presentation and you can begin adding your notes. All annotations added will be saved once you exit out of the presentation mode.

Add disappearing laser ink

With ClassPoint’s presentation toolbar, you can also use the laser pointer to write with disappearing ink!

Although this will not save to your slide, it is a great way to help your audience follow along and make connections to your slide information.

Share Notes

Just like when you printed your Speaker Notes above, you can also share all the notes you added to your PowerPoint slides. Print your presentation, or share it with your audience via a QR code.

Click on the Share PDF icon on the ClassPoint tab in the PowerPoint ribbon. Select to include the whiteboard and annotations that you made and click Generate . A QR code will appear that your audience can scan to access your PowerPoint slides and see all the notes you have added!

Overall, adding annotations to your PowerPoint presentation is a great way to enhance your message, engage your audience, and make your presentation more effective. So if you haven’t tried it before, why not give it a go and see the difference it can make to your next presentation?

Adding notes to your presentation is a simple but effective way to elevate your overall performance. Whether you’re adding notes in edit mode or during your presentation, PowerPoint offers a variety of tools to help make your presentation a success. Start implementing these strategies with ClassPoint, and watch as your presentations become more engaging and impactful than ever before!

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How to Add Speaker Notes in PowerPoint

Speaker notes can be very useful to highlight the ideas you want to talk about during your presentation. In this new Slidesgo School tutorial, you’ll learn how to enter speaker notes , how to activate the Presenter View and how to use its tools .

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.

Do you find this article useful?

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How to Use the Presenter View in Google Slides

Google Slides, like PowerPoint, has different presentation modes that can come in handy when you’re presenting and you want your slideshow to look smooth. Whether you’re looking for slides only, speaker notes or the Q&A feature, in this new Google Slides tutorial, you’ll learn about these and their respective settings. Ready? Then let’s explore the presenter view! 

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How to add notes to your Microsoft PowerPoint slides for presentation reminders or editing collaboration

• To add notes to your PowerPoint slides, you'll need to have your presentation set to "Normal" view. 
• You can add notes to individual slides through a button using the "Notes" button. 
• Presentation notes appear next to your slides on the screen as your slideshow plays, but they can also be printed out with the slides.
• You can add notes to your PowerPoint slides to have you with the editing process or while you're presenting a project. 
• Visit Business Insider's Tech Reference library for more stories .

PowerPoint presentation notes are meant to help you remember some of your slideshow's finer details in a quickly accessible format. During a presentation, the notes show up on the screen in Presenter view, but not on the screen of anybody else seeing the slideshow. 

If you're presenting in front of a room and can't keep returning to your laptop, you can still use your presenter notes. Just print the slideshow out with the notes. You can also hand these notes out to your audience if you think they'll need them, or the group with whom you're collaborating on the presentation. 

Adding presentation notes to your PowerPoint slideshow is easy, you merely have to know where to look. Here's how to do it.

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Microsoft office (from $149.99 at best buy), apple macbook pro (from $1,299.00 at apple), acer chromebook 15 (from $179.99 at walmart), how to add notes to your powerpoint presentation.

1. Launch your PowerPoint presentation. 

2. Go to the "View" tab in the toolbar at the top of the screen.

3. Choose "Normal" view on the far left of the toolbar if it isn't already selected. 

4. Click the slide you want to add a note to.

5. At the bottom of the screen, towards the right side and to the left of "Comments," click the button that reads "Notes." 

6. Type any notes you want to make in the box and hit the Enter key or click away from the box.

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Blog > All about notes in PowerPoint Presentations

All about notes in PowerPoint Presentations

08.06.21   •  #powerpoint #tips.

Not only is a well-prepared PowerPoint presentation essential, but also a red thread and a fluent presentation. With the help of notes in PowerPoint, this is no longer a problem! In this blog post, we will not only explain how you can add powerpoint notes, but also how you can edit them and make good use of them during a presentation. We will also show you how to print out the notes and how to delete them again.

Inserting and editing notes in PowerPoint

• First open your presentation.

There are two ways you can print out the notes. With the slides or without.

Print notes with the slides

Print notes without the slides

Using notes during a presentation.

If you want to share your PowerPoint on Zoom without showing the audience your notes, there are several options. A very simple and straightforward option would be to simply print out your notes. If you have two monitors, PowerPoint will automatically set up the Presenter View for you. If you do not have a second screen, you only have to go to the three dots at the very bottom left during the presentation, there you can easily display the speaker view under "Speaker view".

Now, turn the tables! - Let your attendees take private notes

With the help of SlideLizard (a cool software for live audience interaction in PowerPoint), your participants can make private notes directly on their own smartphones during the presentation. These notes remain linked to the slides and at the end of the presentation, all participants receive their own notes via email. In addition, your audience can mark the most important slides with a star to make them easier to find again later. Moreover, with SlideLizard you can add live polls & quizzes directly in your PowerPoint. You can try SlideLizard for free today !

Deleting notes in PowerPoint

Of course, there is also the option of deleting the notes. You can delete them directly on the respective slides or you can delete them all at once. Proceed as follows:

Keyboard shortcuts for notes in PowerPoint

How can I add notes in PowerPoint?

To add notes in PowerPoint, go to "Notes" in the "View" tab or you can also insert notes via the status bar at the bottom right with just one click.

How do I print notes in PowerPoint?

Go to "Print" in the "File" tab. Then select "Notes pages" in the print layout instead of "Full page slides".

How can I use the notes in PowerPoint during my presentation?

In order to see your PowerPoint notes during your presentation, you must check the box "Use Presenter View" in the tab "Slide Show" beforehand. They will then be displayed automatically during your presentation.

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About the author.

Miriam Rapberger

Miriam supports SlideLizard in the area of marketing and design. There she uses her creativity for blog posts, among other things.

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How to Add Speaker Notes in PowerPoint

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• April 8, 2019

In this article, you will learn the ins and outs of how to add speaker notes in PowerPoint. This includes printing, presenting, deleting, and formatting your speaker notes so that your handouts look professional.

If you are brand new to adding notes to your PowerPoint presentations, there are three common ways professionals use speaker notes in PowerPoint.

#1. Presenter View: Use your speaker notes as prompts during your presentation. This is the most common use case for adding speaker notes in PowerPoint. You present your slide on a monitor, and you have your main points bulleted out in the Presenter View of PowerPoint.

#2. Normal View: Use your notes as reference documentation for your slides. Instead of listing out the main points for your slides, some professionals use the Notes Pane to capture where their information came from. In this case, you never present or print your speaker notes, you simply keep the links or references to your materials in the Notes Pane.

#3. Notes Page View: use your notes as the final client deliverable like a Word document. The Notes Page View displays your slide at the top of the page and all your speaker notes below it, detailing your comments, recommendations, or action steps like a Word document. While the Notes Page View is NOT as easy to use as Microsoft Word, the fact that the notes stay with each PowerPoint slide makes this very convenient.

How to add Speaker Notes in PowerPoint

There are two different places where you can type your speaker notes in PowerPoint. You can either type them in the Notes Pane at the bottom of your PowerPoint Window, your you can type them in the Notes Page view.

Which of these two views is better? It depends on what level of formatting you want to see your speaker notes in.

The main difference between using these two views when working on your speaker notes is the level of formatting that is displayed. The Notes Pane only displays plain text formatting, whereas the Notes Page View displays all formatting just like Microsoft Word.

Notes added in either view are both viewable and editable in the other view. So, you can flip back and forth between the views depending on what you are doing.

Note: You can only add text as your speaker notes in PowerPoint. You cannot add pictures, charts, tables, etc.  Any picture, chart, or graphic you want to reference in your notes must remain on your slide.

#1. The Notes Pane in the Normal View

#2. The Notes Page View

The other way you can add and edit your speaker notes in PowerPoint is using the Notes Page View. The advantage of this view is it displays all your text formatting including font size and font color.

There are four different ways you can open the Notes Pane to add your notes in PowerPoint listed below (and referenced in the picture above).

• Navigate to the View tab and click the Notes command.
• Hit Ctrl+Shift+H on your keyboard to open the Notes Pane.
• Click the Notes command at the bottom of your PowerPoint workspace.
• With your mouse, click and drag the Notes Pane up from the bottom of the PowerPoint workspace.

Regardless of how you open the Notes Pane, once it is open, you can directly type or edit your speaker notes into it. As you will see in the formatting section below, the Notes Pane only displays plain text formatting like bold, italics, numbered lists, bulleted lists, etc.

To add or edit your speaker notes using the Notes Page view in PowerPoint, simply:

• Navigate to the View tab
• Select the Notes Page view
• Click into the input box to type or edit your notes

Note: If you type a lot of text in this view, your notes will run off the bottom of the page. You do not have to worry about losing any of these notes. Any runoff notes will properly display in the Notes Pane and will print properly on the correct number of pages as needed.

Formatting Speaker Notes in PowerPoint

You can apply formatting to your notes in both the Notes Pane and the Notes Page view. That said, not all your formatting properly displays in the Notes Pane .

For example, in the picture below, the red font color I applied in the Notes Pane only displays in the Notes Page view. In this way, only the Notes Page view fully displays all the formatting that has been applied to your speaker notes, so make sure to check this view before you print your notes.

The Notes Pane and the Presenter View only display simple formatting like bold, italics, underlines, bulleted lists, etc. On top of that, these views do not display Font Size. Instead, they only display a zoom level. If you zoom in or out within the Notes Pane or the Presenter View , your Font Size appears to change, but it is only the zoom level changing, not your Font Size.

If you need to see all the formatting applied to your speaker notes in PowerPoint before you print them, the best place to do that is the Notes Page view. See section above for opening the Notes Page view in PowerPoint.

How to remove all your speaker notes at once

You can remove all your speaker notes (known in PowerPoint as Presentation Notes) before you share your presentation with someone using the Inspect Document feature . To remove all your notes at once, simply:

• Navigate to the File menu
• Click the Info
• Open the Check for Issues drop down
• Select Inspect document (select Yes if a dialog box opens)
• Make sure the Presentation Notes option is selected
• Click Inspect
• For Presentation notes, select Remove all

After you select Remove All , all your speaker notes will be removed from your presentation. Just keep in mind that once you remove them, you cannot undo this selection.

So, if you want to keep a copy of your notes, you should first save a copy of your presentation.

How to view your speaker notes in Presenter View

Regardless of how you add your speaker notes to PowerPoint, you can view them in the Presenter View of PowerPoint. You can access this view using shortcuts, or you can set it to run automatically if you are connected to a second monitor.

To set up the Presenter View to run automatically when you connect to an overhead projector or monitor, simply.

1. Navigate to the Slide Show tab 2. Put a checkmark next to Use Presenter View

After selecting Presenter View, the next time you hook up to a monitor or overhead projector and run your presentation, your slides will display on the screen and the Presenter view will display on your computer.

You can alternatively launch the Presenter View at any time using the Alt+Shift+F5 shortcut. To expand your knowledge and learn a variety of ways to present a PowerPoint slideshow (including hidden shortcuts), read our guide here .

How to print your PowerPoint with notes as handouts

To print your PowerPoint speaker notes as handouts, simply:

• Select File then Print (or hit Ctrl+P)
• Change the slides dropdown to Notes Pages
• Click Print

If you want to print your speaker notes next to your slide, you’ll need to first export your slides to Microsoft Word (discussed below).

To expand your knowledge and learn other nuances and tips for printing PowerPoint with notes, read our guide here .

To learn how to print your presentation with multiples per page as handouts, read our guide here .

Below are some important things to keep in mind as you start to print your PowerPoint notes as handouts.

1. Slide Numbers are different than page numbers

The number you see in the lower right-hand corner in the print preview are your slide numbers, not the actual page numbers. This can cause a lot of confusion when you are printing your slides with lots of notes, like when using your speaker notes as the client deliverable.

For example, in the picture below, notice that the number is the same on both pages. That is again because it is the slide number, not the page number. So, if you have five pages of notes for slide number 2, the number for all five pages of printing speaker notes will be 2.

Slide numbers in PowerPoint are notoriously tricky to get right. They are much more difficult than managing page numbers in Microsoft Word. If you need help adding and managing your slide numbers in PowerPoint, read our guide here .

2. Slide thumbnails only display on the first page of notes

When printing speaker notes, the slide thumbnail only displays on the first page of your notes. So, if you have four pages of notes for a single slide, your thumbnail only displays on the first page (as pictured above).

3. Formatting your Notes Master for professional handouts

If you want your printed speaker notes to look professional, you will need to format your Notes Master. Notice in the picture below the difference in professionalism between formatted and non-formatting handouts.

If your presentation is important, I highly recommend formatting your Notes Master with your company logo, website address, etc. That way when you print your slides as handouts, they will look sharp, clean, and professional.

To navigate to your Notes Master to format your handouts, simply:

• Click the Notes Master command.

You can add anything you like to your Notes Master just as you would add it to a PowerPoint slide. At a bare minimum, I recommend adding your company logo (as a PNG) and website address. If you are holding a training seminar, I also recommend adding your contact details too.

How to export your speaker notes to Microsoft Word

Another option for printing and editing your notes is to first push them to Microsoft Word.

This gives you the additional option to have your speaker notes on the right of your slides. On top of that, once in Word, you can format and edit your speaker notes in the full Microsoft Word editing environment.

To convert your speaker notes into Microsoft Word document, simply:

• Navigate to the File tab
• Click the Export command
• Select Create Handouts once
• Select Create Handouts a second time
• Pick either Notes next to slide or Notes below slide

Clicking okay, your slides and speaker notes are pushed to a new Microsoft Word document where you can edit them.

Special note when exporting to Microsoft Word. The Create Handouts dialog box gives you the option to Paste Link . In my experience this linking feature is unreliable and rarely works the way you’d expect it to. So, I do not recommend using it.

To expand your knowledge and learn how to convert Microsoft Word to PowerPoint, and some of the common pitfalls that can take place, read our guide here .

How long should your speaker notes be?

Although you can add as much information as you want to your notes, if you are using them as presentation prompts, I recommend keeping them short and punchy. Just enough to remind you of your next topic, or your key points.

Most people hate it if you stand up on stage and read your slides aloud, right? Well, the same is true if you stand on stage and read your speaker notes to them. This is the classic death by PowerPoint.

In addition, hiding behind your computer during your presentation creates an awkward relationship between you and your audience. So, if you are using your notes as speaking guides for your presentation, then use them sparingly.  Instead of writing long sentences or paragraphs, try adding short prompts or highlights to jog your memory.

If you are looking for ideas on how to start your presentation with a bang, read our guide here .

If you need help ending your presentation on a high note, read our guide here .

Speaker notes in PowerPoint can be used in a variety of ways depending on what you are using PowerPoint for. Some use them as presentation prompts, others for research documentation, and others as the final client deliverable. Thankfully, PowerPoint gives you the flexibility to use your speaker notes any way you like.

Just remeber that the formatting of your notes appears differently in the different PowerPoint views.

If you enjoyed this article, you can learn more about our PowerPoint training courses and other useful resources here .

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How to Add and Format Notes in PowerPoint

Add, Format and View Speaker Notes in PowerPoint Decks

by Avantix Learning Team | Updated May 28, 2021

Applies to: Microsoft ®  PowerPoint ® 2010, 2013, 2016, 2019 and 365 (Windows)

You can add speaker notes in your PowerPoint decks using the Notes pane in Normal View. Speaker notes may be viewed by a presenter during a slide show and may be printed as well. When you create your PowerPoint slides, you can add, edit and format notes.

Speaker notes may include:

• Key talking points
• Reminders to tell an anecdote or story
• Optional and / or supporting information
• References or sources
• Links to related documents or web sites
• Reminders to start an animation or video
• Prompts to introduce or gesture to another speaker or member of the audience
• Reminders to take a break or pause
• Reminders for audience follow-up or call to action

If you'd like to view notes during your presentation, you'll need to keep them short because there is a limited amount of space to view them in Presenter View.

You can also format notes and they can be distributed as a standalone document as an alternative to traditional PowerPoint handouts.

Recommended article: How to Export PowerPoint Speaker Notes to Microsoft Word

Do you want to learn more about PowerPoint?  Check out our virtual classroom or live classroom  PowerPoint courses >

Adding speaker notes

In order to add notes, you may need to display the Notes pane first and then enter your notes.

To add notes:

• Click Normal on the bottom right of the PowerPoint window to go to Normal View. You can also click the View tab in the Ribbon and select Normal in the Presentation Views group to go to Normal View.
• At the bottom of the window, if the Notes pane is not visible, click Notes in the Status Bar or click the View tab in the Ribbon and then click Notes Page.
• Click in the Notes pane and type your notes.

Depending on version, the Notes button appears in different locations in the Status Toolbar at the bottom of the PowerPoint window:

Below is a slide in Normal View. The Notes pane appears below the slide:

If your notes are longer than the Notes pane, a scroll bar appears on the right side of the pane. You can enlarge the Notes pane by positioning the mouse pointer on the top line of the pane until it turns into a double-headed arrow and then dragging upward.

Formatting speaker notes

You can format notes on individual slides in the Notes pane using commands on the Home tab in the Ribbon. However, it's best to format notes using the Notes Master if you want to format notes consistently throughout a presentation.

You can apply bullets in the Notes pane on individual slides in Normal View or in the Notes Master. Click Bullets on the Home tab in the Ribbon to add bullets.

If you want to format all notes, you can change the formatting of different levels in your notes and then change font size and other character formatting in the Notes Master. Bullets will appear in the Notes pane automatically but other formatting changes such as font size may not appear initially.

Below is the View tab in the Ribbon which includes the Notes Master command:

To format notes in the Notes Master:

• Click the View tab in the Ribbon.
• Click Notes Master in the Master Views group.
• Click in the Notes pane and then select each level of notes you want to format. You can press Ctrl + A to select all notes.
• Click the Home tab in the Ribbon.
• Select a font size and apply any other formatting you'd like in the Font group.
• Click the Normal button on the bottom right of the PowerPoint window to return to Normal view.

To view the formatting changes in 2013 and later versions:

• Click Outline View.
• Right-click in the Outline pane on the left side of the screen. A context menu appears.
• From the menu, select Show Text Formatting. Formatting should now appear in the Notes pane.

Below is the context menu that appears when you right-click in the Outline pane:

To view notes formatting changes in 2010:

• In Normal View, click the Outline tab on the top left of the PowerPoint window.

Notes formatting also appears in Print Preview. To preview speaker notes:

• Click the File tab in the Ribbon and then click Print.
• Click Full Page Slides and then click Notes Pages for a preview of the notes with formatting.

Viewing notes in Presenter View

PowerPoint is set up by default to show notes to the speaker only when you run a slide show and your computer is connected to another output device such as a projector, TV or monitor. The easiest way to run a slide show is to click Slide Show on the bottom right of the PowerPoint window.

In Presenter View, speaker notes appear in a pane on the right. The text should wrap automatically and a vertical scroll bar appears if necessary. You can change the size of the text in the Notes pane in Presenter View by clicking the Increase or Decrease Font Size buttons on the lower left corner of the Notes pane:

Turning Presenter View on or off

By default, PowerPoint is set to use Presenter View when you run a slide show and you are connected to another output device.

To turn Presenter View on or off:

• In Normal or Slide Sorter View, click the Slide Show tab in the Ribbon.
• Check or uncheck the check box for Use Presenter View.
• Run the show by clicking from Beginning or From Current Slide.

Below is the Slide Show tab in the Ribbon:

Deleting speaker notes

You can delete speaker notes in the Notes pane by selecting them and pressing Delete.

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More resources

How to Print PowerPoint Presentations with Notes

How to Add Slide Numbers in PowerPoint (Step by Step)

How to Export PowerPoint Speaker Notes to Microsoft Word

How to Use the Built-in Laser Pointer in PowerPoint (with Shortcuts)

How to Quickly Remove All Speaker Notes in PowerPoint (PC or Mac)

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How to Use Speaker Notes in PowerPoint

Speaker notes keep a presenter on track during a presentation

• Brock University

What to Know

• To add a note, go to Slide pane > select slide's thumbnail > enter notes into Notes pane.
• To see notes during presentation, go to Slide Show > Use Presenter View .

Here's how to use and print PowerPoint notes, accompanied thumbnail versions of the appropriate slides, as a handy reference when making an oral presentation. Instructions in this article apply to PowerPoint 2019, 2016, 2013, 2010; PowerPoint for Microsoft 365, PowerPoint for Mac, and PowerPoint Online.

How to Add Notes in PowerPoint

Keep on track during your slideshow by adding speaker notes to each slide of your presentation. You don't need to write down everything you want to say, just add enough information to keep your speech flowing.

Go to View and select Normal . In PowerPoint Online, toggle the notes pane on and off by selecting View > Notes .

In the Slide pane, select the thumbnail of the slide you want to add a note.

Place the cursor in the Notes pane. The text in the Notes pane reads, Click to add notes .

If you don't see the Notes pane, go to View and select Notes . On a Mac, drag the bar below the slide upward to reveal the notes section.

Type or paste your notes into the Notes pane.

Save the changes to your presentation.

How to See Your Notes During a Presentation

If your computer is connected to another monitor or projector, you can enable Presenter View in PowerPoint 2016, 2013, and 2010.

Go to Slide Show and select Use Presenter View .

Select the monitor that you want to use to view your speaker notes in the Display Settings dialog box. Place a check next to This is my main monitor .

If available, select From Current Slide , Custom Slide Show , Present Online , or Broadcast Slide Show . Each of these views displays your slideshow notes during the presentation.

PowerPoint for Mac works a little differently than the Windows version. To see your notes during a presentation, go to Slide Show and select Presenter View .

PowerPoint Online is unable to open a presentation in Presenter View because it can't connect to an additional monitor.

Tips and More Information on PowerPoint Notes

Speaker notes are notes added to PowerPoint presentation slides as a reference for the presenter . Notes in a PowerPoint slide are hidden during the presentation and only visible to the one presenting the slides.

Presenter View works only if your computer is connected to another display. The purpose of Presenter View is to show something different on your screen than on the one your viewers are watching.

While in Presenter View, you'll see the current slide, the upcoming slide, and your notes. Presenter View includes a timer and a clock that shows if your presentation is running too short or too long.

To exit Presenter View, and end the presentation, select End Slide Show at the top of the screen. If you don't see that option, right-click the slideshow and select End Show .

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Basic tasks for creating a PowerPoint presentation

PowerPoint presentations work like slide shows. To convey a message or a story, you break it down into slides. Think of each slide as a blank canvas for the pictures and words that help you tell your story.

Choose a theme

When you open PowerPoint, you’ll see some built-in themes and templates . A theme is a slide design that contains matching colors, fonts, and special effects like shadows, reflections, and more.

On the File tab of the Ribbon, select New , and then choose a theme.

PowerPoint shows you a preview of the theme, with four color variations to choose from on the right side.

Click Create , or pick a color variation and then click Create .

Read more: Use or create themes in PowerPoint

Insert a new slide

On the Home tab, click the bottom half of  New Slide , and pick a slide layout.

Read more: Add, rearrange, and delete slides .

Save your presentation

On the File tab, choose Save .

Pick or browse to a folder.

In the File name box, type a name for your presentation, and then choose Save .

Note:  If you frequently save files to a certain folder, you can ‘pin’ the path so that it is always available (as shown below).

Tip:  Save your work as you go. Press Ctrl+S often or save the file to OneDrive and let AutoSave take care of it for you. 

Read more: Save your presentation file

Select a text placeholder, and begin typing.

Format your text

Select the text.

Under Drawing Tools , choose Format .

Do one of the following:

To change the color of your text, choose Text Fill , and then choose a color.

To change the outline color of your text, choose Text Outline , and then choose a color.

To apply a shadow, reflection, glow, bevel, 3-D rotation, a transform, choose Text Effects , and then choose the effect you want.

Change the fonts

Change the color of text on a slide

Add bullets or numbers to text

Format text as superscript or subscript

Add pictures

On the Insert tab, select Pictures , then do one of the following:

To insert a picture that is saved on your local drive or an internal server, choose This Device , browse for the picture, and then choose Insert .

(For Microsoft 365 subscribers) To insert a picture from our library, choose Stock Images , browse for a picture, select it and choose Insert .

To insert a picture from the web, choose Online Pictures , and use the search box to find a picture. Choose a picture, and then click Insert .

You can add shapes to illustrate your slide. 

On the Insert tab, select Shapes , and then select a shape from the menu that appears.

In the slide area, click and drag to draw the shape.

Select the Format or Shape Format tab on the ribbon. Open the Shape Styles gallery to quickly add a color and style (including shading) to the selected shape.

Add speaker notes

Slides are best when you don’t cram in too much information. You can put helpful facts and notes in the speaker notes, and refer to them as you present.

Click inside the Notes pane below the slide, and begin typing your notes.

Add speaker notes to your slides

Print slides with or without speaker notes

Give your presentation

On the Slide Show tab, do one of the following:

To start the presentation at the first slide, in the Start Slide Show group, click From Beginning .

If you’re not at the first slide and want to start from where you are, click From Current Slide .

If you need to present to people who are not where you are, click Present Online to set up a presentation on the web, and then choose one of the following options:

Broadcast your PowerPoint presentation online to a remote audience

View your speaker notes as you deliver your slide show.

Get out of Slide Show view

To get out of Slide Show view at any time, on the keyboard, press Esc .

You can quickly apply a theme when you're starting a new presentation:

On the File tab, click New .

Select a theme.

Read more:  Apply a design theme to your presentation

In the slide thumbnail pane on the left, select the slide that you want your new slide to follow.

On the Home tab, select the lower half of  New Slide .

From the menu, select the layout that you want for your new slide.

Your new slide is inserted, and you can click inside a placeholder to begin adding content.

Learn more about slide layouts

Read more: Add, rearrange, and delete slides

PowerPoint for the web automatically saves your work to your OneDrive, in the cloud.

To change the name of the automatically saved file:

In the title bar, click the file name.

In the File Name box, enter the name you want to apply to the file.

If you want to change the cloud storage location, at the right end of the Location box, click the arrow symbol, then navigate to the folder you want, then select Move here .

On the Home tab, use the Font options:

Select from other formatting options such as Bold , Italic , Underline , Strikethrough , Subscript , and Superscript .

On the  Insert  tab, select  Pictures .

From the menu, select where you want to insert the picture from:

Browse to the image you want, select it, then select Insert . 

After the image is inserted on the slide, you can select it and drag to reposition it, and you can select and drag a corner handle to resize the image. 

On the slide canvas, click and drag to draw the shape.

Select the Shape tab on the ribbon. Open the Shape Styles gallery to quickly add a color and style (including shading) to the selected shape.

A horizontal Notes pane appears at the bottom of the window, below the slide.

Click in the pane, then enter text. 

On the  Slide Show  tab, select  Play From Beginning .

To navigate through the slides, simply click the mouse or press the spacebar.

Tip:  You can also use the forward and back arrow keys on your keyboard to navigate through the slide show.

Read more:  Present your slide show

Stop a slide show

To get out of Slide Show view at any time, on the keyboard, press Esc.

The full-screen slide show will close, and you will be returned to the editing view of the file.

Tips for creating an effective presentation

Consider the following tips to keep your audience interested.

Minimize the number of slides

To maintain a clear message and to keep your audience attentive and interested, keep the number of slides in your presentation to a minimum.

Choose an audience-friendly font size

The audience must be able to read your slides from a distance. Generally speaking, a font size smaller than 30 might be too difficult for the audience to see.

Keep your slide text simple

You want your audience to listen to you present your information, instead of reading the screen. Use bullets or short sentences, and try to keep each item to one line.

Some projectors crop slides at the edges, so that long sentences might be cropped.

Use visuals to help express your message

Pictures, charts, graphs, and SmartArt graphics provide visual cues for your audience to remember. Add meaningful art to complement the text and messaging on your slides.

As with text, however, avoid including too many visual aids on your slide.

Make labels for charts and graphs understandable

Use only enough text to make label elements in a chart or graph comprehensible.

Apply subtle, consistent slide backgrounds

Choose an appealing, consistent template or theme that is not too eye-catching. You don't want the background or design to detract from your message.

However, you also want to provide a contrast between the background color and text color. The built-in themes in PowerPoint set the contrast between a light background with dark colored text or dark background with light colored text.

For more information about how to use themes, see Apply a theme to add color and style to your presentation .

Check the spelling and grammar

To earn and maintain the respect of your audience, always check the spelling and grammar in your presentation .

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