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Hello, my name is Zachary Greenwald and today we will learn a very helpful element of Microsoft
PowerPoint for Windows 7. I will teach you how to insert, and ultimately how to print
your “notes” or “handouts” with appropriate “header and footers”, for a PowerPoint
presentation. When giving a presentation, in class or before an audience at work, you
would like to have a copy of your “notes”/”handouts”, as they are not displayed in the “Slide
Show” option. While you present your slides, it is both easy and helpful to have a printed
copy of your notes in front of you—notes with prepared statements that you can read
off of, as you move slide to slide. Handouts, on the other hand, are for the audience, and
show them the slide thumbnails, so they have a take-away resource, and a place to take
notes during your presentation. Before we start, however, let us focus on
how to create notes. While creating your slides, you will see a blank text box at the bottom
of the screen. This blank text box enables you to leave reminders, cues, or text to use
throughout your PowerPoint. Moving forward…Your header, page number,
and footer, are essential elements to your notes, and to an effective presentation. To
insert a “header and footer”, first locate your “ribbon” located at the top of your
PowerPoint program. Within the group “Text”, you will find “Header and Footer”. Now,
click on “Header and Footer”. A new dialogue box will appear titled “Header and Footer”.
Next, we want to select the “Notes and Handouts” option, located at the top of the new window.
Now, click on “Notes and Handouts”. Here, you have access to “Date(s) and time(s),
“header”, “page number” and “footer”. If you are presenting these slides to an audience
in class or at work over time, it would be beneficial for the dates to change automatically.
To do so, within the new Dialogue Box, make sure that the “Date and time” settings
are highlighted under “Update automatically”. Next is your “Header”, where you place
your name, date, subject, professor, or compay. Click on the box to the left of “Header”.
A tiny check mark should appear, and you will be able to type in the corresponding text
box. Next, click on the box to the left of “Page number”, and the page numbers will
be inserted automatically. Lastly, click on the box to the left of “Footer”, where
a tiny check mark should appear again, and you will be able to type in the corresponding
text box. When completed, click “Apply to All”. Now our notes and handouts are complete.
Before we print our notes and handouts, we want to be able to view our header, footer,
date and page number, so that we can maneuver the layout and even include further text.
To do so, first locate your “ribbon”, where you will then find “View”. Under
this group, you have access to your “Handout Master” and “Notes Master”. You are
now capable of editing the format of the screen, an option previously unavailable under the
initial “Header and Footer” options under the group, “Text”. Handouts and Notes
are separate units; changes made under “Handouts Master” and “Notes Master” will not
cross patterns, yet you now have full access to manipulate where text bars can be located
simply by clicking on the outlined box, and dragging it to a place of your liking. Moreover,
the Master Handouts and Notes group acts very much like the Print Preview option that you
are accustomed to, for your “Header and Footer”.
Lastly, to print your notes or handouts, locate the Windows Office button at the top left
of your screen. As your mouse drags over the icon, it will become highlighted in yellow.
Now, click on the icon. Seven options down, you will see the “Print” task. Click “Print”.
Next, at the bottom left of the new dialogue box, it says “Print what”, to which you
will click on the drop bar, and highlight either “handouts” or “notes pages”.
I strongly recommend that you then click “Preview” at the bottom left of the window. To return
from the Preview, simply click “Close Print Preview”, located at the top right of your
new window. Thank you for your time, and I hope that you now understand how to format
“Notes” and “Handouts”