How to Show PowerPoint Objects During Presentations but Exclude from Printing
Question details
The user wants to display certain objects like animation guides or arrows during a slideshow but prevent them from appearing when the slides are printed.
- Product
- PowerPoint
- Device & OS
- not provided
- Scenario
- Preparing a presentation for both a live audience projection and printed handouts, requiring different element visibility for each.
- Observed behavior
- PowerPoint lacks a native, one-click setting to make objects visible on-screen during a slideshow but invisible on paper when printing.
Identify and group all presentation-only elements, such as animation triggers or navigational arrows, on your slides so they can be managed or selected more efficiently during the hiding process.
Use the Selection Pane to Manually Hide Objects
Temporarily hide the elements using the built-in Selection Pane right before you send the document to the printer.
While PowerPoint does not have a 'do not print' property for individual shapes, you can manually toggle their visibility. Hidden objects will neither print nor display on the slide until you unhide them.
Navigate to the 'Home' tab on the ribbon, click 'Select' in the Editing group, and choose 'Selection Pane' from the drop-down menu.
In the Selection Pane on the right, click the eye icon next to the shapes, arrows, or guides you want to exclude from the printed version.
Go to File > Print and print your presentation. The hidden objects will not appear on the paper.
After printing, return to the Selection Pane and click the eye icons again to make the objects visible for your live presentation.
Maintain a Separate Print-Ready Presentation File
Create a duplicate of your presentation specifically formatted for printing, ensuring your live slideshow version remains entirely intact.
Automate Object Visibility Using VBA Macros
Use a VBA script to automatically hide specific shapes before printing and restore them afterward.
Try WPS Office for Seamless Presentation Management
If you are frustrated by the limitations of managing complex slideshows in Microsoft Office, consider switching to WPS Office. It provides a lightweight, highly compatible, and cost-free alternative with all the professional presentation tools you need.
- 1. Download WPS Office: Visit the official WPS website to download and install the free office suite.
- 2. Open your presentation: Launch WPS Presentation and open your existing .pptx files directly without losing any formatting or layouts.
- 3. Manage elements effortlessly: Use the integrated tools to manage layers, objects, and slide layouts for both your live presentation and printed handouts.
Frequently Asked Questions
Can I mark a specific image as 'Do Not Print' natively in PowerPoint?
No, PowerPoint does not feature a dedicated 'Do Not Print' property for individual shapes, text boxes, or images. You must either hide the object before printing, delete it in a duplicated file, or utilize a VBA macro.
If I hide an object in the Selection Pane, will it still show during the live slideshow?
No. When an object is hidden using the Selection Pane, it becomes completely invisible in both the printed output and the live, on-screen slideshow presentation.
Are there add-ins that handle separate print versions automatically?
Yes, there are several third-party add-ins available for PowerPoint that allow you to tag specific elements as presentation-only. These tools can automatically generate distinct files for printing and projecting.
