how to add notes for powerpoint presentation

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

Trish Dixon

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

Understanding Speaker Notes in PowerPoint

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

Benefits of Using Speaker Notes

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

How to Add Speaker Notes in PowerPoint

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

Step 1: Open Your PowerPoint Presentation

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

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

Step 2: Switch to Normal View

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

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

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

Step 3: Locate the Notes Section

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

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

Step 4: Add Text to the Speaker Notes Section

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

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

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

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

Formatting Speaker Notes for Clarity

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

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

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

How to View Speaker Notes While Presenting

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

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

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

Customizing Presenter View

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

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

How to Print Slides with Speaker Notes

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

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

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

Overview of Quick Printing Options

Editing or deleting speaker notes in powerpoint.

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

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

Best Practices for Using Speaker Notes in PowerPoint

1. keep it simple.

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

2. Align with Slide Content

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

3. Practice with Notes

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

Common Mistakes to Avoid with Speaker Notes

1. overloading notes with information.

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

2. Ignoring Font Size

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

3. Relying Solely on Notes

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

Adding Speaker Notes in PowerPoint Online

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

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

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

Final Thoughts

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

How do I add speaker notes in PowerPoint?

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

Can I format my speaker notes in PowerPoint?

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

How do I view speaker notes during a presentation?

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

Can I print PowerPoint slides with speaker notes?

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

How do I delete speaker notes in PowerPoint?

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

Can I add speaker notes in PowerPoint Online?

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

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How to add notes to your Microsoft PowerPoint slides

how to add notes powerpoint presenter dell monitor

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.

Did you know that you can add speaker notes to each slide you create when using Microsoft PowerPoint ? This allows you to add notes to each slide and then see them in Presenter View when you start the show.

What You Need

Microsoft PowerPoint

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

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

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

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

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

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

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

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

Once you're happy with your changes, it's a good idea to print your PowerPoint presentation with the notes , just in case you need a physical copy.

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.

To improve your presentations, check our guide on the best practices in Microsoft PowerPoint .

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How to Add Notes to PowerPoint Presentations: A Comprehensive Guide

Sara Wanasek

How to Add Notes to PowerPoint Presentations: A Comprehensive Guide

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!

how to add notes for powerpoint presentation

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!