Office Settings & Configuration

How to Separate Presentation and Print Notes in PowerPoint

Khadija Khan Sep 28, 2026 868 views

Question details

The user needs a method to maintain two independent sets of notes for the same slide: one set for presenting and another detailed set for printed handouts.

How to Separate Presentation and Print Notes in PowerPoint

Product: Microsoft PowerPoint
Device & OS: not provided
Scenario: Preparing presentation materials where the presenter requires concise speaking cues, but the audience requires detailed printed handouts for the same slides.
Observed behavior: PowerPoint only provides a single notes section per slide, forcing users to manually manage separate documents which leads to duplicate work and inconsistent updates.

Before you start

Since PowerPoint does not natively support dual note sections for a single slide, you will need to utilize a VBA macro workaround. Ensure your presentation is saved in a macro-enabled format (.pptm) if you plan to store the macro directly within the file.

Solution 1Recommended

Use a Text Box and VBA Macro to Swap Notes

Store detailed print notes outside the printable slide area and use a VBA macro to swap them with your concise presentation notes whenever necessary.

This approach allows you to keep both sets of notes within the same file. By storing the print notes in a text box outside the Notes Page boundary, they remain hidden during regular use but can be swapped into the main notes placeholder automatically using a macro.

Create an External Text Box

Go to View > Notes Page. Insert a new text box and drag it completely outside the printable page boundary so it won't appear on standard prints.

Input Your Print Notes

Type your detailed handout notes into this newly created external text box, while keeping your concise speaking cues in the standard notes placeholder below the slide.

Add the VBA Macro

Press ALT + F11 to open the VBA Editor, insert a new Module, and paste a macro script designed to swap the text between the standard notes placeholder and your external text box.

Execute the Swap

Run the macro whenever you need to switch between your presenter view notes and the detailed printed handout notes before printing.

Use a Text Box and VBA Macro to Swap Notes

Macro Storage Tip: You can store the VBA macro in a separate standalone .pptm file and run it against your active presentation. This prevents you from having to save every single presentation as a macro-enabled file.

Solution 2

Export Notes to a Word Document

Use the built-in export feature to send your slides and standard notes to a Word processor, where you can safely expand the notes for print without altering the presentation file.

Free Microsoft Office alternative

Create and Present Slides Seamlessly with WPS Presentation

Since native dual-note sections require complex macros in standard Office software, consider WPS Office as a lightweight, highly compatible alternative for creating, presenting, and exporting your slides and speaker notes effortlessly.

1. Download WPS Office: Visit the official WPS website to download and install the free WPS Office suite.
2. Open Your Presentation: Launch WPS Presentation and open your existing .pptx or .ppt files with zero formatting loss.
3. Export to PDF or Word: Use the built-in export tools to quickly generate customizable handouts with your desired notes layout.

Fully compatible with Microsoft PowerPoint (.ppt, .pptx) formats.Easily view and manage your speaker notes during your slideshow presentation.Export slides and notes to PDF or Word formats for highly customized printed handouts.Free, lightweight, and features an intuitive tabbed interface for seamless multitasking.

Frequently Asked Questions

Does PowerPoint have a built-in feature for separate print and presentation notes?

No, PowerPoint natively provides only one standard notes pane per slide. Any separation between presentation notes and print notes requires workarounds like VBA macros or maintaining a completely separate document for handouts.

How can I print PowerPoint notes without showing the slide image?

You can go to View > Notes Page, select the slide thumbnail image, and delete it. When you print the Notes Pages, only your text will appear. Because this modifies the presentation, it is highly recommended to do this on a duplicate copy of your file.

Are VBA macros safe to use for swapping notes?

Yes, VBA macros are safe as long as they are written by you or obtained from a trusted source. You will need to enable macros in your Trust Center settings to allow the notes-swapping script to run.

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