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7 Microsoft 365 Hacks You Didn’t Know You Needed

Everyone can benefit from these 7 mac accessibility features, smart glasses don’t need ar or social media—just give me a camera, quick links, 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.

• Microsoft Office
• Office 2016

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!

About Sara Wanasek

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How to Add Speaker Notes in PowerPoint (Tutorial)

Speaker notes in PowerPoint can be a lifesaver for presenters who need a quick reference during their talk. Instead of struggling to remember key points or losing your place during a presentation, you can have your notes right in front of you.

Whether you're a seasoned presenter or new to public speaking, this tutorial will help you feel more confident and prepared for your next presentation. With insights and practical tips from our in-house presentation designers , you'll have all the tools you need for success.

Let's dive in and explore how to add speaker notes in PowerPoint, taking your presentations to the next level!

In this tutorial, we’ll cover the following topics :

• Starting with the basics: How to add speaker notes in PowerPoint
• Ready to Captivate Your Audience? Let’s see how to view speaker notes while presenting
• From PCs to Macs, learn how to print speaker notes in PowerPoint
• Get answers to your FAQs and unlock tips for better presentations

Let’s start with the basics - or feel free to skip to your preferred section using the list above.

Adding speaker notes in PowerPoint

Adding notes to PPT is a reasonably straightforward process, regardless of your operating system. Here's how to add notes in PowerPoint:

• Select a slide you want to add notes to.
• View the Notes pane located beneath each slide. If it's not visible, you can make it appear by clicking Notes on the bottom taskbar.
• You will see a blank space with the prompt "Click to add notes." That's where you can enter your speaker notes.

Pro tip: Add Notes Via Notes Page view

Are you looking to give an impeccably organized presentation? Feronika Wulandari , design manager from 24 Slides, has a pro tip for you!

"For presentations that will be copied or distributed to the audience as a reference later, it is crucial to provide detailed speaker notes. Merely looking at our presentation slides may leave the audience struggling to grasp the context.”

If you're aiming for an impeccably organized and informative presentation, Feronika's advice is invaluable. Take your presentations to the next level by utilizing the powerful Notes Page view in PowerPoint . This feature allows you to incorporate comprehensive speaker notes into your slides, ensuring your audience can fully grasp the context after the presentation.

In the Notes Page view, you have complete control over the content of your speaker notes. Customize the font size, and enrich the notes with images, shapes, charts, and more. You can even tailor the background color to suit your preferences or corporate branding. As Feronika says:

“In the notes view, we can include ample text to facilitate the audience's understanding of the presentation's context. It also is an excellent tool for attaching references and citations, particularly for content-heavy presentations like scientific ones.”

Ready to try it out? Here's how you access the Notes Page view:

• Click View .
• Look for the Presentation Views section .
• Select Notes Page .

If you want even more control over how you want your notes to look, you can check out the Notes Master . This is how you can try it out:

• Look for the Master Views section .
• Select Notes Master.

Here you can choose the design and layout of the notes page and select options for your page setup. This is what the Notes Master looks like:

Now that you know how to add notes to PowerPoint, let's see how to present PowerPoint with notes.

Ready for your next presentation? Check out how to see speaker notes while presenting

To prepare for your next presentation, follow these steps so you can have your notes on hand without your audience being able to see them. First, click on the Slide Show tab , and select the box Use Presenter View . This is what the Presenter View in PPT looks like:

To access the presenter view, start your slideshow and then click on the left button of your mouse. From the options that appear, select Show Presenter View .

And last, learn how to print notes in PowerPoint

Printing PowerPoint presenter notes can be done in different ways, depending on your operating system. Let's look at each one of them.

How to print Speaker Notes (PowerPoint - Windows)

• Click File in the top left corner.
• Choose Notes Pages from the Settings dropdown menu.
• Adjust any other printer settings.
• Click Print .

How to print Speaker Notes (PowerPoint - macOS)

• Click File .

3. Click Show Details .

4. Select Notes from the Layout dropdown menu.

5. Adjust any other printer settings.

6. Click Print .

You may also want to know: How to print notes without slides?

If you want to print speaker notes only, this is what you should do:

• Go to the View tab and click Notes Page . On each page, you’ll see a thumbnail of the slide and the notes it has.

2. Select the thumbnail on each page and press delete . Repeat this step for each notes page.

3. Finally, go to the File tab and click Print. Now, repeat the note-printing process shown in the section above.

How to print PowerPoint slides with notes: Multiple per page

If you want to print multiple slides on the same page, including the notes, follow these steps: 1. Open the File menu, select Export , and click on Create Handouts.

2. Select Notes next to slides , and click OK.

This will begin the export to Word, where you can finish printing your slides and notes as a document.

Customer Frequently Asked Questions

What are speaker notes in powerpoint.

Speaker notes on PowerPoint presentations are a feature that allows presenters to add additional information that won't appear in the presentation slides.

PowerPoint notes can be used to provide additional context and details about the content on the slide, such as statistics or critical messages. They can also help emphasize specific points without cluttering their slides with too much information. They are a valuable tool for presenters to keep essential points at hand while giving a presentation.

These are some examples of speaker notes in PowerPoint:

Benefits of using speaker notes in PowerPoint

Why add speaker notes to PowerPoint? Learning how to use notes can be a game-changer , it can benefit you in many ways.

Speaker notes on PowerPoint can help you recall important points and key messages as you give a presentation. They also provide a security blanket, giving you the confidence to deliver your speech without worrying about forgetting something.

Remember, not worrying about memorization can help you prioritize inflection and tone and make you look more professional and connected with your audience.

How do I edit slide Notes?

A good thing to remember is that you can edit your speaker notes anytime you want. So, if there is a last-minute change or a new detail you would like to consider, you can follow these steps:

• Select the slide where you want to edit notes.

You will be able to see the Notes written in the Notes Pane . Click inside it so you can edit de content. Click outside the Notes Pane to save your changes.

What is the use of Notes Page view?

The Notes Page view is a PowerPoint feature that can help you upgrade your note-taking experience . Rather than presenting your notes in a simple text format, this feature presents them as individual pages with diverse layouts, colors, and formatting options for you to explore and customize.

If you would like to check out this feature, check out our Notes Page View section .

What is the advantage of the Notes Page view?

So, why is this feature impressive? Well, the Notes Page view offers several advantages that simplify the management of your notes:

• Organization: When it comes to giving presentations, being organized is essential. You can't afford to waste time deciphering your notes. With the Notes Page view, you effortlessly organize them into distinct pages, sections, or categories, allowing you to find what you need quickly.
• Personalization: The Notes Page view also puts you in complete control. It lets you customize the appearance and layout of your notes according to your preferences. You can explore a wide array of templates, themes, and styles, making your note-taking experience unique.

What is the difference between Slide Sorter view and Notes Page view?

The Slide Sorter view and Notes Page view are two different viewing options in PowerPoint .

The Slide Sorter view in PowerPoint provides a condensed and sequential display of all the slides in your presentation. It presents miniature versions of each slide in a grid layout, allowing you to manage the order and structure of your presentation easily.

This view is beneficial when you need to reorganize your content or gain a quick understanding of your entire presentation at a glance.

On the other hand, the Notes Page view allows you to see your slides along with any accompanying speaker notes . It is ideal for creating and reviewing speaker notes, providing a dedicated area to jot down the additional information you want to reference during your presentation.

You can customize and format your notes as needed, making them a valuable resource for guiding your delivery or providing more in-depth explanations.

Get outstanding presentations that make you stand out from the crowd!

If you want to improve your presentation skills and give a more professional image to your business, this tutorial can help. However, the design for your presentation is crucial, and that's where our presentation design solutions come in.

At 24Slides , we transform presentations from "good" to "extraordinary," saving you time and effort. Say goodbye to long working hours on PowerPoint and let our design experts amaze you overnight!

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Everything you need to know about using speaker notes in PowerPoint®

Chariti Canny

Through preparing for our Slide Design training , we realized there’s a feature that many presenters don’t realize plays a key role in slide design and speaker support: speaker notes in PowerPoint®.

To use your  speaker notes in PowerPoint most effectively during your next talk, follow the tips below.

What are speaker notes in PowerPoint?

Speaker notes in PowerPoint help presenters recall important points, such as key messages or stats, as they give a presentation. Some presenters even upload their whole script in there!

Even if you aren’t writing a complete script, using speaker notes for the high-level points of your script will help you match your talk track to what’s happening on the current slide you’re on.

It can also be handy for other purposes, such as:

• Adding nuanced information about a slide’s graphics
• Giving instructions for how to click through an animation
• Adding links to important files
• Providing stage directions
• Giving reminders of when to pause or give an anecdote
• Setting up triggers for gestures to a co-host or the audience
• General note-taking – just like if someone would use a scratch piece of paper

What are the benefits of speaker notes in PowerPoint?

You are the storyteller, and your slides are your support, forming the atmosphere and emphasizing your key points. Because there’s a limit to how much information people can process at one time — they will either listen to you or read your slides — it’s important to show only information essential for your story.

Speaker notes in PowerPoint allow you to move nonessential text and stats off your slides so that your audience can fully absorb your message. Having the info in the speaker notes allows you to be ready should your audience ask questions about your data , or other points in your presentation that may require additional information.

Though speaker notes should be a somewhat simplified version of what you are saying, using them for the high-level points of your script will help you match your talk track to what’s happening as you move through your presentation.

Spending a little time structuring speaker notes in PowerPoint can also be an easy way to turn your presentation into a dual-purpose file. Not only can you use your file to present, you can also use it as a standalone document that can be effectively shared without you presenting. This more advanced feature is described below.

How do I add speaker notes in PowerPoint?

There are two ways to add speaker notes in PowerPoint.

Method no. 1

Directly edit in slide editing mode (aka Normal View). Click the “Notes” section of the window and begin typing. If the “Notes” section is hidden, click the “Notes” button found in “Options” on the bottom right of the PowerPoint screen.

Method no. 2

Edit your notes in “Notes View.” Click on the “View” tab in the ribbon and click “Notes Page.” Here you have more room on the screen to write your notes and adjust the font size and layout.

How should you write speaker notes in PowerPoint?

Although some people feel more comfortable putting their complete script into the speaker notes section, one could also be brief in the notes, allowing them to sound more authentic when presenting. I have worked on a lot of high-stakes presentations and have seen this done both ways with success. So, it depends on your comfort level and ability with public speaking .

The first bullet point of your speaker notes can convey the overarching idea for the slide, and your other points can support it. I call these speaking touchpoints, and often they are short words or phrases that will remind me of what I want to say.

If one of your supporting concepts involves telling an anecdote or story (which we teach and recommend in all of our workshops, by the way!) you can trigger your memory by leaving a note to yourself in brackets. For example, you could type:

• As a company, we’ve been through difficult times before
• [Story: 2008 financial crisis]

It’s also important to keep these simple because the space to view them is limited. Though, there are times when a more elaborate note needs to be included. I’ve found that including a very important phrase in full is one of my favorite things about speaker notes. We often spend a lot of time crafting that pivotal moment, the pace of it, and the wording. Leave room to easily see it in presenter view.

Once, I sat through a presentation where the presenter stayed on one slide for quite some time. He was telling a long story that was coming back to resolve and tie together various points of information on the slide. To help himself stay on track, he wrote about six key speaking touchpoints in a list in the speaker notes, duplicated the slide (so it looked the same to the audience), then completed his next few speaking touchpoints for the slide. When he reached the bottom of the first six touchpoints he clicked the slide without missing a beat and continued the talk track. The audience had no idea that he just moved slides and he was able to use his notes, even though they were long.

The speaker notes are also an opportunity to include “stage directions.” These can be anything from reminding yourself to click and advance an animation, gesture to a co-speaker or member of the audience, or even take a breath and pause.

How do you project speaker notes in PowerPoint during a presentation?

PowerPoint is set up to show notes only to the speaker when a presentation is connected to another output, such as a monitor, a projector, a video conferencing app, etc. Just select the “Slide Show” tab and click “Presenter View” to enable a display that only you can see on your computer.

You’ll see your slides, speaker notes, and even a timer, but your audience will only see slides projected on a monitor or screen.

How else can I use my speaker notes in PowerPoint?

I mentioned that you can structure the Notes pages to act as a standalone document that can be shared without you presenting. This is a more advanced way to use notes, but extremely valuable.

Let’s say your presentation wowed your audience so much that they requested copies of your slides so they can reference them later, or share with others. Because you created a presentation meant to be shown, not read, chances are that your file won’t make sense to someone who wasn’t in the room.

Unless, of course, they can read and make sense of your speaker notes. Speaker notes can be used to create beautiful presentation artifacts for your audiences. By giving people a physical reminder of your presentation content, they’ll keep thinking about your talk long after you give it, and they’ll more easily share your message with others.

We recommend you do this with Slidedocs ®, a skimmable visual document that is a version of your slides meant to standalone. It’s great for pre-reads before meetings, leave-behinds at a presentation, or of course, a summary of your great presentation without your messy speaker notes and stage directions in there!

David Allen, the author of the bestselling series  Getting Things Done , leaves information behind after his talks to ensure that his audience remembers his key principles and methodologies.

After we created a cinematic presentation for David, we translated the rich, evocative images and layouts of his presentation into handouts using our Slidedocs® methodology so that anyone could read and understand his message even if they didn’t attend his presentation.

How can I use speaker notes in PowerPoint to create handouts?

Step 1: First, make the overall changes to the Notes master, such as how you want the slide image to appear and how much space you want your notes to have.

Step 3: Next, make changes to the layout in the Notes Master, keeping in mind that changes here will be reflected on all the notes pages.

In the image below, an example of a default Notes Master is shown at left, with a redesigned Notes Master on the right. In the modified version on the right, the slide image was resized and moved to the top left, and the notes box was reformatted and moved.

Not only can the Notes Master be adjusted, but each Notes Page itself can have text, charts, quotes, and images added as separate and additional content to augment what’s on the surface slide.

You can scale your slide thumbnail to any size and place it anywhere on the master. Headers, footers, and the note placeholder can be moved into any position you’d like. You can add objects to the Notes Master, but remember that objects added in Notes Master will appear on every slide’s notes page.

Thus, you must be strategic about what you add. To that point, adding a logo or some other universal image would make sense in the Notes Master.

Step 4: Once the Notes Master has been restructured, return to Notes Page View: View tab > Notes Page. You’ll see that the notes format matches the changes you made in the Notes Master.*

Step 5: For each page, add any custom graphics, data, text, or other items that relate to that slide. Remember, these will not appear on the slides. They will only appear in these notes.

In the layouts we created for David Allen below, we placed a small image of the slide on the top left of the page and a graphic and quote at the top right.

How do I print speaker notes in PowerPoint?

Perhaps you’d rather print out your notes instead of viewing them digitally on a monitor. Or maybe you’ve gone the extra step and customized your notes and now you’re ready to distribute them to your audience.

Step 1: Click the File tab and select Print to open the print dialog.

Step 2: Pull down the second menu within the Settings options. PowerPoint defaults to the Full Page Slides option, and you’ll need to switch it to Notes Pages option.

Now you can print the file in Notes Page View to give a hard copy to your audience.

Note: Image resolutions may be slightly less in printed or PDF Notes View. Text and shapes will remain the same.

By putting thought into how you prepare, use, and re-use your speaker notes, you ensure that your message resonates long after you and your audience leave the room.

How to get expert PowerPoint help the easy way

If you have a big, high-stakes presentation coming up, and would like additional help on crafting your speech, delivering your keynote, designing your slides, or engaging an audience to take an action, our Consulting services are here to help!

Talk to a Solution Architect about your needs, we’ve done the presentations, keynotes, and speeches for the big stages like HubSpot’s INBOUND , Salesforce’s Dreamforce , and many other events in between.

If you’d like to train up your team on better presentation design skills, we recommend talking to a Training Concierge about building a custom learning journey for your needs.

And if you’d like help today for your presentation fast approaching, take our 90-minute on-demand course on Slidedocs ® along with Slide:ology ®. Then you’ll be properly equipped to download our free Slidedocs® PowerPoint templates so you can get started on the path to nailing your next presentation immediately!

*A technical footnote: If your Notes Page view doesn’t change when you make changes to your Notes Master, you may need to reset your Notes Page view. Unfortunately, the following instruction only works on Windows. For resetting notes when on MacOS you will need to use the Developer Tab, which is not covered in this article. Open Notes Page view. On an empty spot of the notes page, right click and select Notes Layout. Select the box “Reapply Master”. This will remove any previous formatting that was on the notes and reset it to the current Notes Master. This will need to be done on each slide that may cling to the old Notes Page master format.

This article was originally published on March 23, 2020. It has been updated in August 2024 for relevancy.

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Edit your notes in Presenter view in PowerPoint

Victoria Tran

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Hey, Officer Insiders! My name is Victoria Tran, and I’m a Program Manager on the PowerPoint team. I’m thrilled to share that you can now edit notes in Presenter view in PowerPoint for Windows. No more switching to Editor view to type or change your notes, even during a presentation!

Edit notes in Presenter view

Accessing and editing your slide content whenever the need arises is a key part of the PowerPoint workflow. Whether you’re making an important edit to your speaker notes during a presentation rehearsal or jotting down feedback during your presentation, the ability to edit notes in Presenter view increases your productivity and eliminates the need to toggle between views.

We are excited to add this highly requested feature and expand the use of PowerPoint notes. In the future, we’ll continue to add support for editing notes in other views, such as Teleprompter view.

How it works

Ready to edit notes in Presenter view?

NOTE:  You can also press the F6 key to select the Notes pane in Presenter view. When a white outline appears around the pane, press Enter and start typing to make any updates you want.

Known issues

Presenter view currently only allows basic formatting of notes, such as bold, italics, and underlining (via keyboard shortcuts). Formatting such as text color, highlighting, and other options aren’t yet available.

Tips and tricks

• If you are using keyboard commands to navigate through your slides during a presentation, make sure the text insertion point is not showing in the Notes pane. If it is, the arrow keys will move the insertion point around in the pane instead of navigating the slides.
• If you have two monitors, a full-screen slide will show on one monitor and Presenter view on the other monitor, featuring a view of the next slide, your speaker notes, a timer, and more. If you have just one monitor, you can press Alt + F5 to try out Presenter view.

Availability

We will be rolling the edit notes in Presenter view feature out to Office Insiders running Beta Channel Version 2204 (Build 15225.20000) or later.

Don’t have it yet? It’s probably us, not you.

Features are released over some time to ensure things are working smoothly. We highlight features that you may not have because they’re slowly releasing to larger numbers of Insiders. Sometimes we remove elements to further improve them based on your feedback. Though this is rare, we also reserve the option to pull a feature entirely out of the product, even if you, as an Insider, have had the opportunity to try it.

We want to hear from you! Please click Help > Feedback to submit your feedback about this feature.

Learn what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people. We’re excited to hear from you!

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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.

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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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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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.

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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How to See Your Notes When Presenting in PowerPoint

As a presenter, delivering a seamless and confident presentation is key to making a lasting impression. However, it can be challenging to remember every detail of your presentation, especially if you have a lot of content to cover. Fortunately, with PowerPoint’s Presenter View, you can easily access your notes and confidently deliver your presentation. In this article, we will cover all aspects of using PowerPoint’s Presenter View to enhance your presentation.

Table of Contents

Why You Need to See Your Notes When Presenting in PowerPoint

Presenting without having your notes at hand can be daunting and can affect the quality of your presentation. Whether you are presenting in front of a small group or a large audience, you will need to have access to your notes. This will help you deliver your presentation confidently, as you will have a clear idea of what to say or do next. In addition, having your notes visible can help you stay focused on the topics you want to cover and avoid straying off-topic.

Another reason why it is important to see your notes when presenting in PowerPoint is that it can help you manage your time effectively. By having your notes visible, you can keep track of the time and ensure that you are covering all the important points within the allocated time frame. This can help you avoid rushing through the presentation or running out of time before you have covered all the key points.

Furthermore, having your notes visible can also help you engage with your audience better. When you are confident and well-prepared, you are more likely to make eye contact with your audience and use body language effectively. This can help you build a connection with your audience and keep them engaged throughout the presentation.

How to Access Presenter View in PowerPoint

Before you can access Presenter View, you need to have a PowerPoint presentation open in Slide Show mode. Once your presentation is open, simply click on the ‘Slide Show’ tab and check the box beside ‘Use Presenter View.’ Your screen will then automatically switch to Presenter View, allowing you to see your notes and other helpful controls.

Presenter View is a great tool for giving presentations, as it allows you to see your notes and upcoming slides while your audience only sees the current slide. You can also use Presenter View to zoom in on specific parts of your slide, draw on your slides, and even use a virtual laser pointer to highlight important information. To exit Presenter View, simply press the ‘Esc’ key on your keyboard.

Understanding the Presenter View in PowerPoint

Presenter View is a powerful tool that enables you to manage your presentation effectively. It comprises several elements, including:

• The slide display area, which shows the slide that your audience sees.
• The notes section, which displays any text that you have added as notes or comments.
• The timer, which can help you stay within your allotted time.
• The navigation controls, which let you move forward and backward in your presentation easily.
• The zoom slider, which enables you to zoom in and out of your slides for added detail.
• The laser pointer and highlighter tools, which allow you to emphasize important points on your slides.

Presenter View also allows you to preview upcoming slides, giving you a chance to prepare for the next section of your presentation. This feature can be especially helpful if you need to refer to specific information on a later slide.

In addition, Presenter View provides a way to keep your audience engaged by allowing you to add annotations to your slides. You can draw attention to specific areas of your slide, highlight key points, or even add additional information that may not be included in the slide itself.

Setting Up Presenter View: Step-by-Step Guide

If you want to customize your Presenter View experience, follow these steps:

• On the ‘Slide Show’ tab, click ‘Set Up Slide Show.’
• Under ‘Multiple Monitors,’ select the ‘Use Presenter View’ checkbox.
• If you’re using a single monitor, select the ‘Display slide show on’ option and choose your primary monitor.
• If you’re using dual monitors, select the ‘Display slide show on’ option and choose the monitor that you want to display Presenter View on.
• Customize the Presenter View by selecting the options that you want to use, such as speaker notes, the timer, and the navigation controls.
• Click ‘OK.’ Your Presenter View should now be set up.

It’s important to note that not all versions of PowerPoint have the Presenter View feature. If you don’t see the ‘Use Presenter View’ checkbox under ‘Multiple Monitors,’ it’s likely that your version of PowerPoint doesn’t support this feature. In this case, you may need to upgrade to a newer version or use a different presentation software that offers Presenter View.

How to Customize Presenter View Settings in PowerPoint

If you have specific preferences for Presenter View, you can customize it by following these steps:

• Click the ‘Settings’ button in the Presenter View toolbar.
• Select the options that you want to use, such as the color scheme, font size, and slide size.
• Click ‘Save Changes’ to apply your changes.

Customizing your Presenter View settings can greatly enhance your presentation experience. For example, you can choose to display your notes on one screen while your audience sees only the slides on the other screen. Additionally, you can select the option to display a timer or a clock to help you keep track of time during your presentation. Experiment with different settings to find what works best for you and your audience.

Using Presenter View on Dual Monitor Setup

If you have a dual-monitor setup, you can use Presenter View to present your slides on one screen while managing your notes and tools on the other screen. To do this, simply select the ‘Use Presenter View’ checkbox under ‘Multiple Monitors’ in the ‘Set Up Slide Show’ dialog box. Once you start presenting, the Presenter View screen will appear on the secondary monitor, while the slides will appear on the primary screen.

Presenter View is a great tool for presenters who want to keep their notes and tools hidden from the audience. With Presenter View, you can see your notes, upcoming slides, and a timer, while your audience only sees the current slide. This feature is especially useful for longer presentations, where you may need to refer to your notes or keep track of time.

Another benefit of using Presenter View is that it allows you to easily navigate through your presentation. You can use the arrow keys on your keyboard to move forward or backward through your slides, or you can use the thumbnails on the Presenter View screen to jump to a specific slide. This makes it easy to adjust your presentation on the fly, without having to interrupt the flow of your presentation.

Troubleshooting Common Issues with Presenter View in PowerPoint

If you experience common issues with Presenter View, such as notes not displaying correctly, audio not working, or distorted visuals, try these troubleshooting tips:

• Make sure that your computer meets the minimum system requirements for using Presenter View.
• Check that the correct audio output is selected in the control panel.
• Review your slides and notes to ensure that there are no formatting errors.
• Try closing other open applications to free up system resources.
• Ensure that your computer is updated with all available updates.
• Try reinstalling or repairing PowerPoint to eliminate any software conflicts.

However, if these troubleshooting tips do not resolve your issues, there may be other factors at play. One possible cause of issues with Presenter View is outdated or incompatible drivers for your computer’s graphics card. Check with your computer manufacturer or graphics card manufacturer to see if there are any updates available.

Another potential issue could be related to your computer’s display settings. Make sure that your display settings are optimized for the resolution and aspect ratio of your presentation. You may also want to try adjusting the scaling settings to see if that improves the display of your slides and notes.

Tips and Tricks for Effective Note-taking During Presentation

To get the most out of Presenter View, try these effective note-taking tips:

• Organize your notes by slide or topic to stay on track during the presentation.
• Use bullet points and keywords to keep your notes concise and easy to read.
• Include cues or action words to remind you of any demonstrations, animations, or other interactive elements in your presentation.
• Use the highlighter tool to draw attention to the most critical points.

Enhancing Your Presentation with Presenter View

Presenter View can enhance your presentation in several ways, such as by allowing you to add visual aids and multimedia elements, manage your time effectively, and engage your audience. By using Presenter View, you can keep your presentation on track, highlight key information, and maintain your audience’s attention throughout.

The Importance of Rehearsing Your Presentation with Presenter View

Practicing your presentation with Presenter View can help you become familiar with the interface, identify any errors or issues, and ensure that your presentation will run seamlessly. Use Presenter View during your presentation rehearsal to simulate the actual presentation environment and get a feel for how it works.

Taking Advantage of the Laser Pointer and Highlighter Tools in Presenter View

The laser pointer and highlighter tools are handy for emphasizing key points on your slides and improving audience engagement. To use them, simply press and hold the ‘Ctrl’ key and click the mouse to activate the laser pointer or highlighter. Release the key to deactivate them.

How to Switch Between Slides and Notes during a Presentation

If you need to switch between slides and notes during your presentation, simply click the ‘Notes’ button in the Presenter View toolbar. This will display your notes and allow you to scroll through them as needed.

Utilizing the Timer and Countdown Features of Presenter View

The timer and countdown features are useful for keeping your presentation on track and ensuring that you do not exceed your allotted time. To use them, simply enable the ‘Timer’ feature in the ‘Settings’ section of Presenter View. You can then set the countdown time and choose whether to display it during the presentation or keep it hidden.

Sharing Your Screen Using Presenter View in Microsoft Teams or Zoom Meetings

If you are using Microsoft Teams or Zoom Meetings to deliver your presentation remotely, you can still use Presenter View by sharing your screen. To do this, simply select the ‘Share Screen’ option and choose the ‘Presenter View’ screen. This will allow you to present your slides while keeping your notes and controls visible to you for an uninterrupted presentation experience.

By following the steps and tips outlined in this article, you can use PowerPoint’s Presenter View to deliver a polished and professional presentation that wows your audience. Always remember to rehearse your presentation before the actual day so that you’re comfortable with the tools and settings for Presenter View, and ready to tackle any issue that might arise.

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Everything You Need to know About Notes in PowerPoint

• Post author: Jacob Stauttener
• Post published: October 11, 2021
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• Post last modified: August 15, 2022
• Reading time: 23 mins read

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Do you have a presentation to make and find yourself wondering how to add notes to PowerPoint?

Adding notes to your PowerPoint Presentation is a simple and effective way to make presenting easier. In this article, we will go over how you can add notes to PowerPoint, tips on using those notes, and how to print some fancy PowerPoint notes.

Now, let’s get right into it!

Why Would I Want Notes in my PowerPoint?

PowerPoint Slides are not meant to be your script. They are meant to enhance your message and help guide the attention of your audience. Generally, you want the audience’s focus to be on you and your spoken word – not your slides.

The temptation for many first starting with PowerPoint is to place all of the information they need to discuss on the slides. The problem with this is that the audience begins to read your slides and lose concentration on the words from your mouth. When the audience reads your slides ahead of you, they often lose their interest fast and their attention is split between your words and what is on the slide.

PowerPoint gives you a simple way to add notes to your slides that your audience never sees. These notes are there to help you so you never have to use your presentation deck as your script. Instead, you the notes section.

So, how do we add notes to PowerPoint?

How to Add Notes to PowerPoint

Microsoft made adding notes to PowerPoint extremely easy. All you have to do is go down to the bottom of the screen where it says “Click to add notes”. Once you click there, you can add in your notes for the presentation.

I recommend that you use this for a point form. For my videos made from converted PowerPoint files, I like to write my full script there. I have also seen marketing, communications and presentation professionals use this space for stage and technical directions too.

What to do if you Don’t See the Notes Section

If you don’t see the notes section, there is a little tab at the bottom of the screen that you can click to make the notes appear.

I want to point out that the you can adjust the separating bars between sections. You can change the size of the notes area by hovering over the line and then clicking, holding and dragging that line to resize the area.

Different Views and Adding Notes

Speaking of different views, you don’t need to write out all your notes on the default slide design page (also known as the “Normal” View). You can also access these notes in the “Outline View” and the “Notes Page” too.

Personally, I like editing my notes in the “Normal View”. Remember that you can resize your notes window by hovering over the bar above it. When you see the two sided arrow, click and drag to resize the window. That will give you ample room to edit your notes while viewing your slides. The “Notes Page” is also a good view for editing your notes.

How Should I Write Up my Notes in PowerPoint?

How you write up your notes for your presentation is completely up to you. My opinion is that the best method is to write out a series of point form notes that remind you of your salient points and to act as a guide to keep you on track. This way, you don’t get off track, cover everything you want and maximize your potential interaction with the audience.

To me, so long as you know the content, this is the best way to present to your audience as it allows flexibility in your delivery to cater to the room. It his harder to adjust to your delivery if your presentation is fully scripted out.

• My opinion – point form notes are the best
• State only your salient points
• Use as a guide to stay on topic and to remember important points
• There are also plenty of reasons to fully type out your presentation script

While I prefer bullet point scripts when I present, your support crews would likely prefer that you stick to a fully written script with stage directions. This helps the show go smoothly for larger events where you have people helping the presenter in the delivery of their message. When the presenter follows a full script completely it helps everyone involved in that delivery stay on track and not miss queues such as when to change the slide, join in the conversation, or adjust an AV setting (like lighting).

As mentioned earlier, you could add stage directions in the PowerPoint notes section for the presenter or tech crew. Let’s talk a little bit about that now.

Use Your Notes for Stage Directions Too

Using the Notes section of PowerPoint, you can add in reminders for yourself (and anyone helping) about stage and technical directions. Perhaps you have an external video that you want queued up or a secondary source shown for a live demo. You can add this there to keep everyone on track. If you have multiple presenters delivering different parts of the presentation to your audience, you can also use the Notes section to direct who will be presenting each part.

[Square Brackets] are a common way to differentiate the spoken script words from the presentation directions. Italics also work well .

Highlights will show up in your handouts “Notes Page”, but they don’t generally show in other modes of PowerPoint. I advise sticking to Square Brackets, Italics or whatever you find already works with you and your support staff.

Again, how you choose to write your script in PowerPoint notes is up to you. As a presenter, I prefer bullet points. When I use PowerPoint to create hobby videos, I like to use a full written script. While supporting presenters as a media technician, I prefer a fully scripted notes section with stage directions.

You will have to find what works best for you. Now, let’s chat about how to actually use the notes section of PowerPoint when it comes to Presenting, Recording and printing Handouts.

How to use PowerPoint Notes – Presenting, Recording and Handouts

Now that we have the notes in our presentation, how do we use them? Microsoft gave us three effective ways to use these notes. You can use them as your speaker notes while you present to an audience, notes while you record a presentation, and as part of a handout for your audience. Let’s go through how to do all three of these uses for PowerPoint notes.

How to Present with Speaker Notes

Just like adding notes, presenting with speaker notes is extremely easy. All you have to do is present in Presenter view with two screens. This second screen could be your home monitor, a TV at the office or a projector at a convention center.

To make sure that your presentation is set up to take advantage of presenter view, go to “Slide Show”. From there, make sure that “Use Presenter View” is selected. When you go to show the presentation, the computer will automatically set up one screen with the presenter’s view and the other with the full screen slides.

You can change which screen the slides show on by changing the “Monitor”. The other will become your Presenter View screen.

A Quick Look at the Presenter View

This is a fantastic tool for both anyone who has to control a PowerPoint presentation in front of a live audience or anyone presenting to a virtual audience too. As a media technician I use this view all the time. It is great for following the scripts of the presenters and also works out great while running webcasts too. The only problem about this view is that you need two monitors to get the option to function.

The screen shot above shows a PowerPoint deck that I turned into a video for a YouTube channel. This is the presentation showing in “Presenter View”. The slide is on the left, the next slide is on the right and under it is my script (or the notes section).

When you go to record your slide deck, you can also still access your notes. Let me demonstrate below.

How to Record with Speaker Notes

To record a presentation, you go to “Slide Show” followed by “Record Slide Show”.

There you will find the notes on a toggle button near the top middle of your screen.

I find this one annoying to use because it is so small, but its location forces you to look almost directly into your laptop’s webcam (as most laptops have it located at the top of the computer screen). If you are recording video with you content in PowerPoint, this is a huge bonus! I can’t think of a better place to put the script other than right under the camera for giving the audience the impression that you are talking to them when you are reading your script.

How to Print Speaker Notes with Slides in PowerPoint

Even though we live in a paperless society, we still need to make printouts and hand outs. You can make them electronically (as PDFs) or physically on paper. One great way to access your notes is through the Notes Page. You can find this by clicking on “View” and then “Notes Page.”

If you have any presenters that want a printed copy of the notes for the podium (or technical or communications staff that also need the notes), I recommend that you print off the slide deck’s “Notes Page”.

To print your notes, select “File” and then “Print”. Here you will find a drop down for the slide layout. It likely says “Full Page Slides” to start. Change this to “Notes Pages”. You will see an image of the printer page further down in the article when I show you how to make fancy handouts with this same view.

Below is how the printout will look by default. Personally I find this layout very straight forward to work with.

“But wait, you mentioned I can turn this view into good looking handouts. How do I do that?”

Creating Impressive Handouts with Notes – Altering the Layout of Handout Notes in PowerPoint

Now let’s look at how to take the notes (or script) of your presentation and turn that into a nice handout to give to your audience.

As a tip, I like to back up my files before I mess around with the layouts, but that is up to you on whether you do that or not.

To print, I went to “File” and then “Print”. On the print screen, I make sure that I choose the “Notes Pages” under the settings.

You can then print these handouts as PDF files or as physical copies.

Creating PowerPoint Handouts with Word

As with all things computers, there are usually multiple ways to doing things. Sometimes, those ways lead to different results but cover the same end goal. Here is another way to do handouts. This time, we utilize Microsoft Word.

You may want to back up your work before you go through with this just to be on the safe side.

As a note, the function to export PowerPoint to Word takes a lot of memory. If you run into problems or see the message “PowerPoint couldn’t write to Microsoft Word,” restart your computer. Then run the Export with all other programs closed. If that still does not work, split the PowerPoint into two separate presentations. One with the first half of the slides and the other with the second half. Export both of those presentations and then combine them in Word.

Relevant Links…

In this post, I made reference a few times to my hobby videos On top of Tech Presenters, I run another website focused on tabletop gaming. That website also has a YouTube channel connected to it. I made all of my early videos on that channel using PowerPoint. Now I use video editors instead, but it is surprising how much you can do with PowerPoint.

If you are interested in video editors, check out my article “ The Best Free Video Editors Out There For the PC” . You can also find more PowerPoint Tips right here on Tech Presenters. One article that I would like to direct your attention to is “ The Hottest PowerPoint HotKeys for Presenters “. Be sure to check that article out for some HotKeys that could help you present better in front of an audience.

Turning back to this article, the PowerPoint files that I screen captured are from the videos listed below. I made them using PowerPoint and even wrote my scripts into the notes section of the program.

• LED Lamp Review for Painting, Building and Photographing Miniatures – Lamp by GameCraft Miniatures
• 28mm WW2 Soviet Train Station Review – MDF Terrain by Things from the Basement soon on Kickstarter
• Monster Scenery Terrain Review – Broken Ground – Pre-painted terrain for miniature gaming and RPGs

On top of these videos, I also have a related Website called Must Contain Minis .

For those wondering, I am using Office 365 on Windows 10.

Now, let’s finish up this article.

Bringing it Together…

In this article, we went over how to add notes to PowerPoint. Not only that, but we went further and also discussed how to use the notes during presentations, for recording and for printing off handouts.

As a presentation support professional, I find coupling my slides with notes extremely handy. As a presenter, these notes help me stay on track and to make sure that I cover all of the important points that I wanted to make. Knowing how to use these notes, and how to get the most out of them, really helps in delivering the best presentations that you can.

Personally I like to keep back up files and older versions of my files in case I run into any problems. In general, I am pretty cautious in my approach and there is not harm in keeping multiple files. Just make sure that you name them well and work on the newest version. I figured I would leave that reminder here. If you are playing around with the layout of your notes page or messing around with what appears on them, it might be a good idea to keep a back up to go to in case things don’t work as intended.

Until next time, Happy Presenting Everyone!!!

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How to Use Speaker Notes Effectively: 4 Practical Tips

• The Speaker Lab
• July 30, 2024

Table of Contents

Do you ever feel like you’re forgetting half of what you wanted to say during a presentation? Or maybe you just wish there was a way to give your audience a little more context without cramming your slides with text? If this is you, then it’s time for us to introduce you to speaker notes. This trusty tool is something that every presenter needs but often underutilizes. When speakers do use them, however, they can create impactful presentations that resonate. In this article, we’re going to show you exactly why you need to make speaker notes your secret weapon and how to create effective ones.

Understanding the Power of Speaker Notes

Imagine this: you’re on stage, presenting a brilliant new idea. But then you see it—eyes glazing over in the audience. They’re lost in the sea of bullet points on your slides.

This, unfortunately, is a common scene that can be avoided with effective speaker notes. Speaker notes provide prompts for you, the one presenting, ensuring you cover all essential points in a clear and engaging manner. When you have speaker notes, you can avoid pasting your script on your PowerPoint slides, which gives your audience an opportunity to truly hear your message instead of just reading along with you. Speaker notes ensure you keep your audience hooked, leading them seamlessly through your narrative.

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Benefits of Speaker Notes

Speaker notes can significantly enhance both your preparation process and delivery. Let’s take a look.

• Enhanced Engagement and Eye Contact : You know what’s even more engaging than your best PowerPoint slides ? Actual, genuine human connection. Speaker notes empower you to maintain strong eye contact with your audience, drawing them in with your message and charisma.
• Deeper Audience Connection: Speaker notes help you deliver presentations in a natural, conversational style. By glancing at your key points and prompts, you’ll come across as conversational instead of robotic—fostering that speaker-audience bond.
• Increased Confidence and Preparedness: There’s nothing worse than when your mind goes blank during a presentation. With comprehensive notes as your trusty sidekick, those fears dissipate. You’ll feel far more confident striding onto that stage, ready to engage your listeners. And knowing your material backward and forwards empowers you to address audience questions with confidence.
• Effective Transitions and Cues: Co-presenting with others? Speaker notes can include smooth transition points for each speaker. They serve as a roadmap for seamless handoffs, keeping your presentation cohesive from start to finish. Want to highlight specific points during Q&A? Make a note to easily call back to important stats or insights.

How to Create Effective Speaker Notes

Now that you know why speaker notes are non-negotiable for success, let’s get down to crafting powerful, dynamic notes for your presentations.

The Art of Concision

The last thing you want is to create speaker notes that sound like a novel. Remember, these are prompts, not a script. Keep things concise, focusing on keywords, phrases, and cues that jog your memory rather than word-for-word paragraphs.

Crafting Engaging Prompts and Reminders

While keeping speaker notes brief, you also want to ensure they’re impactful.

• Spark Your Narrative Flow: Begin each slide’s notes with a concise point that summarizes the slide’s key takeaway. This will make it easier to edit notes later on.
• Trigger Powerful Stories and Examples: Rather than writing out long anecdotes, use concise bullet points that trigger the stories in your mind. These types of cues jog your memory more naturally than trying to read out a fully formed anecdote.
• Add Impact with Key Statistics and Numbers: Instead of forcing a dense table or chart onto your visual slides, add key stats directly into your speaker notes as points of reference for your audience. You can then leave information behind after your talks to ensure your audience remembers your key principles and methodologies.
• Weaving Seamless Transitions: For presentations with multiple speakers or complex narratives, consider adding clear cues and reminders into your notes. For instance, you can write “Transition to Sarah—Team Dynamics Case Study,” “Click to activate animation,” or “Pause for audience questions.” This way, your presentations flow smoothly without missing a beat.

Utilizing Technology for Speaker Notes

Take advantage of tech tools to create and maximize the power of speaker notes. For professionals who use Macs, Keynote offers a stellar platform for adding speaker notes , seamlessly integrated for smooth, captivating presentations.

If, on the other hand, you’re a PC user, there are tech tools for you too. Windows and Microsoft users can utilize programs like PowerPoint to seamlessly create presentations . Want more robust, advanced options? Check out platforms like Reveal.js Notes Server. No matter what your needs, there are speaker-friendly platforms out there for you to use. But remember, tools alone won’t magically elevate your presentations—crafting clear, engaging speaker notes should always be step one.

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FAQs on Speaker Notes

What are speaker notes.

Speaker notes are additional information, prompts, or cues associated with each slide in your presentation. They’re visible only to you while presenting, helping you stay organized, on track, and confident on stage. Consider them your secret weapon for a more impactful delivery.

How do you write a note for your presentation?

Keep it concise. Think bullet points with keywords, short phrases, and triggers rather than writing out entire sentences. Include a concise point summarizing the main message of your slide, incorporate story prompts, jot down relevant stats, and if working with co-presenters, add cues for transitions.

Where can I find speaker notes?

Most presentation software programs (think PowerPoint or Keynote) have a designated section where you can add speaker notes. You’ll find them right beneath the slide you’re editing. During your presentation, speaker notes usually appear below your current slide, visible on your screen but hidden from the audience.

Crafting presentations shouldn’t feel like navigating a maze. Rather, they should be the directions you need to navigate your presentation with confidence. Indeed, when you master the art of writing notes, you have the power to transform a standard presentation into a truly remarkable experience. With your notes in hand, you can spend more time engaging with your audience and focusing on your message. The trick is to write notes that are too lengthy, so that you can glance at them, remember where you’re headed next, and keep talking. By incorporating strategic speaker notes into your next big presentation, you’ll take the stage with confidence.

• Last Updated: July 26, 2024

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How to Read Notes While Presenting PowerPoint Slides

Here’s a quick hack that shows you how to read notes while presenting PowerPoint slides live during a webinar or meeting.

This is a setup I use to present to an audience when I need to rely on speaker notes (without having anyone see my notes).

You’ll need two monitors, an external webcam (one that you can adjust above your notes), Microsoft PowerPoint, and online presentation software that can share one screen at a time (such as Webex).

Step-by-step instructions on how to read notes while presenting PowerPoint slides

• Add the notes you want to reference throughout the presentation underneath each slide of your PowerPoint deck ( click here to learn how to add notes if you don’t know how to do that in PowerPoint)
• Start a slide show on one of your two monitors (in the picture above, I used my right monitor to present a full screen version of my slide show)
• Display “presenter view” on the other monitor ( here’s how )
• Share the slide show screen on Webex or any other online collaboration tool ( here’s how in Webex)
• Line up your webcam above the notes in “presenter view.” This helps make sure you are looking in the direction of your audience and not off to the side.
• Read through your notes as you progress through your slides. You can even “vertical scroll” through your notes if you have a lot to material to go through.

How to Read Your Notes While Presenting

Going through your notes line by line can sound very scripted and your audience will be able to see your eyes moving from left to right as you read.

To avoid having people know that you’re just reading off of your screen, try to speak extemporaneously by only adding the main bullet points in your notes. This way, you’ll be able to break eye contact from your notes as you speak naturally to the content. The idea is to use your notes as a backup solution to fall back on and help make sure you cover all the points you need to cover.

Update: If you’d like to present and read notes while directly looking at the camera, you’ll need to use a teleprompter with an app. Here’s a short video I put together that shows you how .

About The Couch Manager

My name is Hassan Osman. I write short books and I teach short courses for busy managers. I also run a free weekly newsletter called AI for Leaders that helps business leaders prepare for the future of work.

How to Make PowerPoint Notes Invisible While Presenting

Making PowerPoint notes invisible during a presentation is a straightforward process. Simply use the Presenter View option, which shows your notes on your screen but not on the audience’s view. With a few clicks, you can deliver a seamless presentation without your notes being visible to everyone.

After completing this action, you will be able to present your PowerPoint slides without the audience seeing your personal notes, creating a more professional and clean presentation.

Introduction

Imagine you’re giving a big presentation. Your slides are perfect, but you’re a bit nervous and could use some notes to keep you on track. The last thing you want is for your audience to see these notes, distracting from the impact of your slides. That’s where the ability to make PowerPoint notes invisible during a presentation comes in handy.

PowerPoint is an incredibly powerful tool for creating compelling presentations. Whether you’re a student, a business professional, or a lecturer, mastering PowerPoint is a valuable skill. One of the lesser-known features of PowerPoint is the ability to keep your speaker notes private while presenting. This feature is particularly important for anyone who relies on cues or additional information to deliver their presentation smoothly. It’s a simple trick that can make a big difference in how confidently you present your information.

Step by Step Tutorial on Making PowerPoint Notes Invisible

Before getting into the steps, it’s important to understand what we’re aiming for. By following these steps, you will be able to view your notes on your computer while only the slides are displayed to your audience. This allows you to reference your notes discreetly during your presentation.

Step 1: Set Up Multiple Monitors

Ensure that you have a second monitor or projector connected to your computer.

Having a second monitor or projector connected is essential for using Presenter View. This allows you to view your notes on one screen while the audience sees only the presentation on the other.

Step 2: Enable Presenter View

In PowerPoint, click on the ‘Slide Show’ tab and check the ‘Use Presenter View’ box.

Enabling Presenter View is the key action that hides your notes from the audience. This option is usually found in the ‘Monitors’ group on the ‘Slide Show’ tab.

Step 3: Start Your Slide Show

Start your slide show as you normally would, and your notes will be visible only to you.

Once Presenter View is enabled and you start your slide show, you’ll see your notes on your screen, while the audience will see only the slides.

Having your notes hidden from the audience helps maintain the focus on the content of your slides, rather than on your personal cues. This contributes to a more professional appearance and can help you make a better impression.

Knowing that you can reference your notes without the audience seeing them can be a significant confidence booster. This safety net allows you to focus on delivering your message rather than memorizing it.

With Presenter View, not only can you see your current slide’s notes, but you also get a preview of upcoming slides. This flexibility can be a game-changer, allowing you to better plan your transitions and manage your presentation’s pace.

One significant limitation is the need for additional equipment. Without a second monitor or projector, you won’t be able to use Presenter View.

Technical issues can also pose a problem, such as when the second screen isn’t immediately recognized by your computer, which could cause delays or disruptions to your presentation.

For those who are not tech-savvy, using Presenter View may require a bit of a learning curve. Becoming comfortable with this feature can take some practice.

Additional Information

When preparing for a presentation, there are a few extra tips you might find useful. First, rehearse with Presenter View ahead of time to become comfortable with toggling between your notes and the slides. Familiarize yourself with the controls, so you don’t fumble during the actual presentation.

Another tip is to keep your notes concise. Since you’ll be the only one seeing them, it might be tempting to write down everything, but this can be counterproductive. Short, keyword-based notes are generally more helpful than lengthy paragraphs.

Also, always have a backup plan. Technology can be unpredictable, so be prepared to give your presentation without your notes being visible on your screen. This could mean having a printout of your notes or being familiar enough with your material that you can present without them.

Finally, remember to engage with your audience. While it’s great to have notes, don’t become so reliant on them that you fail to make eye contact and connect with your audience. Presenter View is just a tool to aid you, not a crutch to lean on.

• Connect a second monitor or projector.
• Check the ‘Use Presenter View’ box in PowerPoint.
• Start your slide show to view notes on your screen and slides on the audience’s screen.

Frequently Asked Questions

What is presenter view.

Presenter View is a PowerPoint feature that allows you to view your notes on your screen while the audience sees only the presentation slides.

Can I use Presenter View without a second monitor?

No, Presenter View requires a second monitor or projector to function correctly.

How can I ensure my notes are completely invisible to the audience?

By using Presenter View and making sure your laptop is not mirrored on the projector or second screen.

What should I do if my computer doesn’t recognize the second monitor?

Check your connection and make sure that you have the correct display settings on your computer.

Can I still see the next slide in Presenter View?

Yes, Presenter View allows you to see not only your notes but also a preview of the upcoming slide.

In conclusion, making PowerPoint notes invisible during a presentation is a nifty trick that can make a significant difference in your delivery. It allows for a more professional appearance and can help boost your confidence as a speaker. By following the steps outlined, you’ll be able to leverage the power of Presenter View to keep your notes private while still engaging your audience with a polished presentation.

Always remember to practice ahead of time, keep your notes concise, and, most importantly, ensure that you’re prepared for any technical hiccups that might arise. Good luck with your presentations, and may your PowerPoint notes always remain invisible to your audience!

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

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Use a screen reader to read or add speaker notes and comments in PowerPoint

This article is for people who use a screen reader program such as Windows Narrator, JAWS, or NVDA with Microsoft 365 products. This article is part of the Microsoft 365 screen reader support  content set where you can find more accessibility information on our apps. For general help, visit  Microsoft Support .

Use PowerPoint with your keyboard and a screen reader to add and read speaker notes in your PowerPoint presentation. We've tested it with Narrator, JAWS, and NVDA, but it might work with other screen readers as long as they follow common accessibility standards and techniques. You'll learn how to use speaker notes to add reminders or talking points for the presenter, and use comments to give your colleagues feedback about their presentations.

New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program .

To learn more about screen readers, go to How screen readers work with Microsoft 365 .

In this topic

Add speaker notes, read speaker notes, add a comment, read comments.

Add speaker notes in your presentation to tell a story to your audience beyond the slide content. You can use the speaker notes as private reminders of the slide content, too.

To display the Notes pane, in the Normal view, press Alt+W, P, N.

On the slide where you want to add notes, press F6 until you hear: "Slide notes."

Type your notes.

To exit the Notes pane, press F6.

You can hear whether a slide has notes and listen to the notes.

In the Normal view, press F6 until you hear: "Thumbnails."

Press the Up or Down arrow key until you hear the title or number of the slide and its position in the list of slides. If there are speaker notes on the slide, you hear: “Has notes.”

To display the Notes pane, press Alt+W, P, N.

Press F6 until you hear “Slide notes,” and then press the SR key+R to listen to the note.

You can add comments on slides if you're, for example, reviewing someone else's work.

If you want to comment on a specific piece of text or an object, select it first. To find out how to select in PowerPoint using keyboard shortcuts, refer to Use keyboard shortcuts to create PowerPoint presentations .

On a slide, in the Normal view, when you hear a piece of text or an object you want to comment on, press Alt+R, C. The Comments pane opens.

Type your comment and press Ctrl+Enter to save it.

To exit the Comments pane, press Esc.

To close the Comments pane, press Alt+R, P, P.

You can hear whether a slide has comments and listen to the comments.

In the Normal view, press F6 until you hear: "Thumbnails."

Press F6 and the Up or Down arrow key until you hear the title or number of the slide and its position in the list of slides. If there are comments on the slide, you hear: “Has comments.”

To open the Comments pane, press Alt+R, P, P. You hear: “Comments on slide.”

If the Comments pane is already open, press F6 or Shift+F6 until you hear: "Comments on slide."

Press the SR key+Right or Left arrow key to move through the comments. Your screen reader reads the comments as you land on them.

Use a screen reader to add and format text in PowerPoint

Use a screen reader to save your presentation in PowerPoint

Use a screen reader to show your presentation with PowerPoint

Use keyboard shortcuts to create PowerPoint presentations

Use keyboard shortcuts to deliver PowerPoint presentations

Basic tasks to create a presentation in PowerPoint with a screen reader

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate PowerPoint

Use PowerPoint with your keyboard and VoiceOver, the built-in macOS screen reader, to add and read speaker notes and comments in your presentation.

This topic assumes that you are using the built-in macOS screen reader, VoiceOver. To learn more about using VoiceOver, go to VoiceOver Getting Started Guide .

Add comments

Reply to a comment, resolve comments.

Add speaker notes in your presentation to tell a story to your audience beyond the slide content. You can use the speaker notes as private reminders of the slide content, too. You can add the speaker notes in the Normal view if you're adding only short notes, or in the Notes Page view if you're planning to write more notes per slide.

Add speaker notes in the Normal view

On the slide where you want to add speaker notes, press Shift+F6 until you hear: "Notes pane."

Type your speaker notes for the slide.

Add speaker notes in the Notes Page view

On the slide where you want to add speaker notes, in the Normal view, press Command+3. You hear: "Notes page, checked."

In the Notes Page view, press the Tab key until you hear: "Entering slides notes text box, Edit text." Then type your speaker notes.

To move to the notes on another slide, in the Notes Page view, press Option+Control+Shift+Up arrow key until you hear: "Out of notes page view, layout area." Press Esc once, and then press Option+Right or Left arrow key until you hear the slide you want.

To return to the Normal view, press Command+1.

You can listen to the notes on your headset and then deliver them verbally to your audience, or let VoiceOver read the notes out loud. You can listen to the speaker notes either in the Normal view or the Notes Page view when you're creating or editing your presentation. When you're delivering a slide show, you can use the Presenter View .

Read speaker notes in the Normal view

On the slide, press Shift+F6 until you hear: "Notes pane."

In the Notes Pane , press Control+Command+Right arrow key. You hear "Edit text, insertion at beginning of text," followed by the speaker notes text.

Read speaker notes on a Notes Page view

On a slide, press Command+3. You hear: "Notes page, checked."

In the Notes Page view, press the Tab key until you hear "Edit text," followed by the speaker notes text.

Read speaker notes in the Presenter View

To switch to the Presenter View , on a slide in the Normal view, press Option+Return. You hear: "Now in PowerPoint presenter view."

In the Presenter View , press Control+Option+Left or Right arrow key until you hear: "Notes pane, layout area."

To read the notes text, in the Notes pane, press Control+Option+Shift+Down arrow key. VoiceOver reads the speaker notes text. To stop reading, press Control once.

You can add comments on slides if you're, for example, working together with others on a presentation or you're reviewing someone else's work.

On the slide where you want to add comments, press F6 until you hear the name of the current tab on the ribbon.

Press Control+Option+Left or Right arrow key until you hear "Review tab," and then press Control+Option+Spacebar.

On the Review tab, press the Tab key until you hear "New comment button," and then press Control+Option+Spacebar. The Comments pane opens, and the focus moves to the comment text field in the pane.

Type your comment.

To insert your comment, press Command+Return.

Reply to a comment 

Open the Comments pane and read the comments as instructed in  Read comments .

When on a comment you want to reply to, press Control+Option+Right arrow key until you hear "Reply, edit text," and then type your reply.

To insert your reply, press Command+Return.

When on a comment you want to resolve, press the Tab key until you hear "More thread actions button," and then press Control+Option+Spacebar.

To resolve the comment, press the Down arrow key until you hear "Resolve thread," and press Control+Option+Spacebar.

You can use VoiceOver to listen to others' comments and to check who's commented on your presentation and when.

In the Normal view, press F6 until you hear the current tab on the ribbon.

Press Control+Option+Left or Right arrow key until you hear "Review tab," and press Control+Option+Spacebar.

On the Review tab, press the Tab key until you hear: "Show comments menu button."

To open the Comments pane, press the Up or Down arrow key until you hear "Comments pane," and press Control+Option+Spacebar. If you hear "Check mark, Comments pane," the Comments pane is already open. In that case, press Esc and proceed to the next step.

On a slide, press F6 until you hear: "Comments, selected tab."

In the Comments pane, press the Tab key until you hear: "Entering comment thread." The focus is now on the first comment of the thread. To read the comment, press the Tab key. VoiceOver also announces the time when the comment was added and who wrote it.

To move to the next comment thread, press Option+Control+Shift+Up arrow key. You hear: "Out of comment thread." Then press the Down arrow key until you hear the next thread.

Use PowerPoint with VoiceOver, the built-in iOS screen reader, to add and read speaker notes and comments in your presentation.

This topic assumes that you are using the built-in iOS screen reader, VoiceOver. To learn more about using VoiceOver, visit Apple accessibility .

Resolve a comment

When you open a presentation in PowerPoint, it opens in the Normal view where VoiceOver can read the speaker notes.

To navigate to a slide that has speaker notes, swipe right until you hear the slide number and title, followed by "Has notes." Double-tap the screen to select the slide.

To open the Notes pane, swipe left until you hear "Notes button," and double-tap the screen.

The Notes  pane opens. To read the notes, swipe left until you hear "Slide notes, text box," followed by the speaker notes for the slide.

To close the Notes pane, swipe left until you hear "Close, button," and double-tap the screen.

You can use speaker notes as private reminders of what to say when presenting your slides to the audience.

On the slide where you want to add speaker notes, swipe right until you hear: "Notes, button." Then double-tap the screen. The Notes pane opens.

Note:  If you hear "Notes" instead of "Notes button," the Notes pane is already open.

To go to the notes text field, swipe right until you hear: "Slide notes, text box, text field."

Double-tap the screen, and then use the on-screen keyboard to type your notes.

To close the keyboard, swipe right until you hear "Hide keyboard," and then double-tap the screen.

Read comments 

When you open a presentation in PowerPoint, it opens in the Normal view where VoiceOver can read the comments.

To navigate to a slide that has comments, swipe right until you hear the slide number and title, followed by "Has comments." Double-tap the screen to select the slide.

To open the comment pane, swipe left until you hear "Comments button," and double-tap the screen.

The comment pane opens. To read the comment, swipe left or right until you hear "Threaded comment," followed by the name of the person who wrote the root comment and the contents of the comment.

To read the replies to the root comment, swipe right until you hear "Reply," followed by the name of the person who wrote the reply and the contents of the reply.

To navigate to the next comment, swipe left until you hear "Next comment," and double-tap the screen. To return to the previous comment, swipe left until you hear "Previous comment," and double-tap the screen.

To close the comment pane, swipe left until you hear "Close the comment pane, button," and double-tap the screen.

On the slide where you want to add a comment, tap near the top of the screen with four fingers, swipe right until you hear "Show ribbon," and then double-tap the screen. You hear the name of the currently selected tab.

Double-tap the screen, swipe right or left until you hear "Insert tab," and double-tap the screen.

Swipe right until you hear "Insert a comment," and double-tap the screen. You hear: "At mention or comment." The focus is on the comment text field.

Use the on-screen keyboard to type your comment.

To insert your comment, swipe right until you hear "Post comment, button," and then double-tap the screen. The comment pane opens. You hear: "Close the comment pane."

To close the comment pane, double-tap the screen.

Open the comment pane and read the comments as instructed in  Read comments .

When on a comment you want to reply to, swipe right until you hear "At mention or reply," and then double-tap the screen.

Use the on-screen keyboard to type your reply.

To insert your reply, swipe left until you hear "Post reply," and double-tap the screen.

When on a comment you want to resolve, swipe right until you hear "More thread actions," and then double-tap the screen.

To resolve the comment, swipe right until you hear "Resolve thread," and double-tap the screen.

Use a screen reader to work with slides in PowerPoint

Use PowerPoint for Android with TalkBack, the built-in Android screen reader, to add and read speaker notes or comments in a presentation. With speaker notes, you can add reminders or talking points for the presenter. With comments, you can give your colleagues feedback about their presentations.

This topic assumes that you are using the built-in Android screen reader, TalkBack. To learn more about using TalkBack, go to Android accessibility .

On the slide where you want to add speaker notes, swipe left or right until you hear: "Notes, switch." Then double-tap the screen. The Notes text field opens.

To go to the text field, swipe right until you hear "Slide notes," and then double-tap the screen.

Use the on-screen keyboard to type your notes.

To close the Notes  text field when you're done, swipe down-then-left.

When you're browsing the list of slides in the Reading  view, TalkBack tells you if the slide has notes. You hear the number and title of the slide, followed by "Has notes." To read the notes, you need to open the slide in the Editing view. When you're delivering a slide show, you can use the Presenter View to read your notes.

Read speaker notes in Editing view

In the Reading view, navigate to a slide that has speaker notes, and then double-tap the screen. You hear: "Edit button." Double-tap the screen. The slide opens in the Editing view.

Swipe left or right until you hear "Notes, switch," and then double-tap the screen.

The Notes text field opens. To read the notes, swipe right until you hear "Selected, Slide notes," followed by the speaker notes for the slide.

To close the Notes  text field, swipe left until you hear "Close, button," and then double-tap the screen.

Read speaker notes while delivering a slide show

In the Reading or Editing view, swipe left or right until you hear "Present button," and then double-tap the screen. The landscape mode activates. Rotate your device to landscape mode.

Swipe right until you hear the slide you want, and then double-tap the screen.

To read the speaker notes, rotate your device to portrait mode, swipe right until you hear "Selected, Slide notes," followed by the speaker notes for the slide.

You can add comments on slides if you're, for example, working with others on a presentation or you're reviewing someone else's work.

On the slide content area where you want to add comments, double-tap the screen. The context sensitive menu opens. You hear: "Cut button."

Swipe right until you hear "New comment, button," and then double-tap the screen. The  @mention or comment  text field opens, and the focus moves to the beginning of the text field.

Use the on-screen keyboard to type your comments. When you're done, swipe down-then-left to close the on-screen keyboard.

To insert your comment, swipe right until you hear "Post comment," and then double-tap the screen. The comment pane opens. You hear: "Close the comment pane." To close the comment pane, double-tap the screen.

When you're browsing the list of slides in the Reading  view, TalkBack tells you if the slide has comments. You hear the number and title of the slide, followed by "Has comments." To read the comments, you need to open the slide in the Editing view.

In the Reading view, navigate to a slide that has comments, and then double-tap the screen. You hear: "Edit button." Double-tap the screen. The slide opens in the Editing view.

Swipe left or right until you hear "Comments, switch," and then double-tap the screen.

The comment pane opens. To read the comments, swipe right until you hear "Comment thread," and double-tap the screen.

Swipe right until you hear "Threaded comment," followed by the name of the person who wrote the comment and the comment content.

To read the replies to the comment, swipe right until you hear "Reply," followed by the name of the person who wrote the reply and the reply content.

To navigate to the next comment thread, swipe right until TalkBack announces the number of the next slide, followed by "Threaded comment." To navigate to the previous comment thread, swipe left until you hear the number of the previous slide, followed by "Threaded comment."

To close the comment pane, swipe left until you hear "Close, button," and then double-tap the screen.

Navigate to and read the comments as instructed in Read comments .

When on a comment you want to reply to, swipe right until you hear "At mention or reply," and double-tap the screen.

Use the on-screen keyboard to type your reply. When done, swipe down-then-left to close the on-screen keyboard.

To insert your reply, swipe right until you hear "Post reply," and double-tap the screen.

When on a comment you want to resolve, swipe right until you hear "More thread actions button," and double-tap the screen.

To resolve the thread, swipe right until you hear "Resolve thread," and double-tap the screen.

Use a screen reader to insert and edit pictures and tables in PowerPoint

Use PowerPoint for the web with your keyboard and a screen reader to add and read speaker notes or comments in a presentation. We have tested it with Narrator in Microsoft Edge and JAWS and NVDA in Chrome, but it might work with other screen readers and web browsers as long as they follow common accessibility standards and techniques. You'll learn how to use speaker notes, to add reminders or talking points for the presenter, and use comments to give your colleagues feedback about their presentations.

If you use Narrator with the Windows 10 Fall Creators Update, you have to turn off scan mode in order to edit documents, spreadsheets, or presentations with Microsoft 365 for the web. For more information, refer to Turn off virtual or browse mode in screen readers in Windows 10 Fall Creators Update .

When you use PowerPoint for the web, we recommend that you use Microsoft Edge as your web browser. Because PowerPoint for the web runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you’ll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not PowerPoint for the web.

To display the Notes pane, in the Normal view, press Alt+Windows logo key, W, P, N.

On the slide where you want to add notes, press Ctrl+F6 until you hear: "Slide notes."

To exit the Notes pane, press Ctrl+F6.

In the Normal view, press Ctrl+F6 until you hear the number of a slide and its position in the list of slides.

Press the Up or Down arrow key to browse through the list of slides. If there are speaker notes on the slide, you hear: “Has notes.”

To display the Notes pane, press Alt+Windows logo key, W, P, N.

Press Ctrl+F6 until you hear “Slide notes,” and then press the SR key+R to listen to the note.

On a slide, in the Normal view, when you hear a piece of text or an object you want to comment on, press Alt+Windows logo key, R, C, 1. The Comments pane opens. You hear: "@mention or comment, edit."

Type your comment. You can press Enter to start a new line.

To save the comment, press the Tab key until you hear "Post," and then press Enter.

To exit the Comments pane, press Ctrl+F6.

To close the Comments pane, press Alt+Windows logo key, R, P, P.

Press the Up or Down arrow key to browse through the list of slides. If there are speaker notes on the slide, you hear: “Has comments.”

To open the Comments pane, press Alt+Windows logo key, R, P, P. You hear: “Comments pane.”

If the Comments pane is already open, press Ctrl+F6 or Ctrl+Shift+F6 until you hear: "Comments pane."

Press the Tab key until you hear: "Comment card." Use the Up and Down arrow keys to move between comment cards, and the Left and Right arrow keys to move through the comments within each card. Your screen reader reads the comments as you land on them.

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk .

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FAHCS Presentation Skills

• Introduction
• Storytelling
• Presentation Outlines

Writing a Presentation Script

• Tools for Creating Presentations
• Creating Interactive Presentations
• Designing Presentation Slides
• Finding & Citing Media
• Citing Your Sources on Slides
• Preparing & Testing Technology
• Recording Your Presentation
• Handling Audience Questions
• Presentation Anxiety
• Group Presentations
• Online Presentations
• Feedback Form
• Co-Curricular Recognition Form
• Faculty Resources

Once you've decided on your presentation structure or outline, your next step is to write a script.

A presentation script include details about your key talking points , cues for visual aids such as slides or props, and a structured outline to guide your session.

In this section, we'll explore how you can script and practice your presentation to help you organize your ideas, create a logical flow in your argument, and avoid unnecessary details.

Learn how your favourite professors structure their course content and use these tips to create an engaging presentation!

How to Write an Engaging Script for a Presentation-based Online Course

After creating your outline, write out how you would explain your information to a person sitting right in front of you. Resist the urge to rewrite at this step! You can edit later.

Make sure your pacing is consistent so you're not lingering on a single slide for too long. Be concise! Consider how your bullet points might be broken up into slides, and try to keep the same number of sentences or paragraphs per slide.

One of the most challenging parts of writing a script is sounding natural—we can sometimes become too formal with our language, which can make us sound flat and inauthentic. Make sure to add some of your personality to your script, and use language that sounds more like you.

Add some cues to your script to help you remember how you want to deliver certain parts of your presentation. For example, you might write out certain words in italics to remind yourself to emphasize certain words.

Presentation Script Basics

Click on the boxes below to learn some quick tips you can consider when writing your next presentation script:

1. Outline the structure

Start with an attention-grabbing introduction, followed by the main points you want to share, and conclude with a strong summary or a call to action.

For example:

Your introduction should be a welcome, personal connection to your topic.

Your main points are the key parts of your message or argument. You'll use facts, figures, stories, examples, etc. to illustrate your main points and build a compelling presentation.

Transitions are the phrases and sentences you'll use to help your audience know when you're moving between your different main points. You might use phrases like, "Now, let's move on to…" or "Next, we'll discuss…".

In your conclusion, you'll recap your key points and share a call to action for your audience (i.e., what do you want your audience to do with the information you've shared with them).

2. Craft a powerful opening

Crafting a strong opening is crucial to capturing your audience's attention and setting the tone for your presentation.

Here are some key elements to consider when you're crafting your opening statement:

A good hook introduces your subject matter and engages your audience while also setting the tone of your session. Hooks are sharp and quick to grab attention —they could be a surprising statistic, a thought-provoking question, and even a short personal story. This is your chance to get creative!

Communicate the relevance and importance of your topic to your audience. Highlight how it relates to their lives, challenges, or goals.

Appeal to your audience's emotions and allow them to resonate or empathize with your ideas. For example, you could share a personal story about you or someone you know who's personally affected by your topic before sharing facts and statistics about the topic.

3. Develop key points

When you're developing the key points in your presentation script, it's essential to provide supporting information, examples, or evidence that reinforces your message.

A few ways you could expand on each main point include:

Supporting information

• Present facts, data, or expert opinions that support your main point.
• Use credible sources (e.g., journal articles) to strengthen your arguments and provide context.
• Use evidence from studies to back up your claims and increase credibility.

Logical order or Narrative flow

• Organize your main points in a logical order to make it easier for your audience to follow your argument.
• Consider using a narrative flow to create a compelling storyline that connects your main points. For example, if you were talking about healthcare access issues, you might create a character experiencing several of these issues and show your audience how it can impact someone's life (especially if your audience has never experienced the issue you're describing).

4. Incorporate visual aids

Incorporating visual aids strategically in your presentation can significantly enhance your audience's understanding, engagement, and retention of information.

• For example, if you're presenting to the class about a new product idea, you could display images or a short video demonstrating the product's functionality as you describe each feature.

5. Include transitions and signposts

Including clear transitions and signposts helps your audience with following your ideas and message.

You could use concise and engaging language to introduce the upcoming content.

• For example, "Next, we'll explore the latest…".

You could also use questions to transition between sections or engage the audience's attention.

• For example, "But how can we tackle this challenge? The answer lies in…".

6. Summarize and conclude

Take the time to recap your main points to reinforce your message concisely. Try to summarize each of your key points in a single bullet point in a list.

You could also end your presentation with a memorable story or quote that leaves a lasting impression with your audience, or a clear call to action for your audience (e.g., asking your audience to visit your portfolio website, your new product's website, to learn more about an organization you worked with to plan your presentation, etc.)

7. Seek feedback and revise

Practice your presentation with a trusted colleague, friend, or family member to get constructive feedback. It's helpful to present your content to someone who has no knowledge of the topic so they can point out any areas where you might need to give more context.

You could also book a free tutoring session at Sheridan's Tutoring Centre to get feedback on your script and slides. You can book an appointment through the TutorOcean portal.

Once you've made your edits and revisions based on this feedback, practice your presentation again. You could do this on your own to make sure you feel comfortable and confident with the material.

Bonus points—you could try recording yourself while you're presenting and watch it back to help identify any other changes you want to make!

Presentation Script Examples

We've covered what you want to include in your presentation script—but how should you write out that script?

Watch the video below as an example of a short presentation you might see in your class.

Below the video, you'll find three examples of scripts the creator might use to organize their ideas:

• A script layout in a Microsoft Word document; 
• A formatted table in Microsoft Excel and
• In the Notes section of a Microsoft PowerPoint slide deck

• Script Layout [Microsoft Word doc] Includes slide content, cues for rehearsed gestures or body language, video editing notes, and more.
• Formatted Table [Microsoft Excel] Table divided into three key areas: Presentation section or slide, planned material for spoken and visual content, and timing estimates.
• Notes Section [Microsoft PowerPoint] Add speaking notes and transitions to the Notes section in PowerPoint so you can refer to them during your presentation.
• Last Updated: Aug 7, 2024 4:34 PM
• URL: https://sheridancollege.libguides.com/fahcs-presentation-skills-module

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