Saving your PowerPoint presentation as a PDF with notes included is relatively straightforward. Just go to “File,” click “Save As,” choose “PDF” from the file format options, and select “Options.” From there, you can choose to include your speaker notes alongside your slides in the PDF document.
After completing this action, you’ll have a PDF document that includes both your PowerPoint slides and any speaker notes you’ve added. This is particularly useful for sharing presentations with others who may need more context or for keeping a record of your presentation with your comments and reminders intact.
Introduction
Have you ever needed to share your PowerPoint presentation but wanted to make sure your audience could see your notes too? Maybe you’re a teacher providing a lecture’s slides to your students, or perhaps you’re a business professional sending a pitch to a client with additional commentary. Whatever the case may be, turning your PowerPoint into a PDF with notes is a handy trick that can enhance communication and preserve the integrity of your presentation.
Saving a PowerPoint as a PDF with notes is crucial because it allows you to share not just the visual aspect of your presentation but also the context and insights that your notes provide. It’s like giving your audience a peek behind the curtain, showing them the thought processes and additional information that support each slide. This capability is particularly relevant for educators, business professionals, and anyone who needs to provide thorough explanations or detailed content alongside their presentations. It’s about making your information accessible and understandable, which, let’s face it, is the whole point of a good presentation, isn’t it?
Step by Step Tutorial: How to Save PowerPoint as PDF with Notes
Before we dive into the steps, it’s good to know that by following these instructions, you’ll create a PDF version of your PowerPoint presentation with your notes visible. This allows for easy sharing and printing, ensuring that your audience can follow along with the same insights and annotations you see during your presentation.
Step 1: Open your PowerPoint presentation
Open the PowerPoint presentation that you want to save as a PDF.
Opening your presentation is the first step. Make sure you’ve completed your slides and notes to your satisfaction before proceeding.
Step 2: Click on “File”
Go to the top left corner of your screen and click on the “File” tab to open the file menu.
Clicking on “File” will bring up a list of options related to saving, opening, and managing your PowerPoint files.
Step 3: Choose “Save As”
In the file menu, select “Save As” to open the save dialog box.
Choosing “Save As” rather than just “Save” allows you to create a new file in a different format without altering your original PowerPoint file.
Step 4: Select “PDF” as the file format
In the save dialog box, click on the drop-down menu for file format and choose “PDF.”
Selecting “PDF” as your file format will ensure that your presentation is saved in a format that is easily accessible and widely used.
Step 5: Click on “Options”
Once you’ve selected “PDF,” click on “Options” to customize your save settings.
Clicking on “Options” will allow you to make sure that your notes are included in the PDF version of your presentation.
Step 6: Select “Notes Pages”
In the options dialog box, choose “Notes Pages” under “Publish what.”
Selecting “Notes Pages” will include your notes beneath each slide in the PDF document, so your audience can see them.
Step 7: Save your PDF
After selecting “Notes Pages,” click “OK” and then “Save” to save your PowerPoint presentation as a PDF with notes.
After clicking “Save,” choose a location for your PDF file and give it a name. Then, your presentation—complete with notes—will be saved as a PDF.
Pros
| Benefit | Explanation |
|---|---|
| Easy Sharing | Saving your PowerPoint as a PDF with notes makes it easy to share your presentation with others. You can send it via email, upload it to a shared drive, or provide a download link. The PDF format is universally compatible, so you won’t have to worry about compatibility issues. |
| Preserves Layout and Design | A PDF ensures that your presentation’s layout and design are preserved, regardless of the device or software the viewer uses. This means that your meticulous formatting won’t go to waste. |
| Enhanced Security | PDFs can be password protected, adding an extra layer of security to your presentation. This can be particularly important if you’re sharing sensitive information. |
Cons
| Drawback | Explanation |
|---|---|
| Reduced Interactivity | Unlike a PowerPoint presentation, a PDF is not interactive. You lose the ability to include animations, transitions, and embedded media. |
| Larger File Size | Depending on the length of your notes and the number of slides, the PDF file may be larger than the original PowerPoint file, which could make it harder to share through certain platforms. |
| Static Format | Once your presentation is in PDF form, it is static. You can’t easily make last-minute changes or annotations as you would in PowerPoint. |
Additional Information
When saving your PowerPoint as a PDF with notes, there are a few additional things to keep in mind. The notes will appear as text boxes beneath each slide in the PDF, so make sure your notes are concise and relevant. Also, consider the readability of your notes—use a straightforward font and a size that’s easy to read even when printed.
Another tip is to review your notes for any confidential information before saving and sharing the PDF. Since these notes were likely meant for your eyes only, it’s easy to forget that they might contain sensitive data.
Lastly, think about how this PDF will be used. If it’s for a presentation, make sure the slides and notes are clear and informative. If it’s for personal study or reference, you might want the notes to be more detailed. Either way, saving your PowerPoint as a PDF with notes is a versatile tool that can make your information more accessible and comprehensive.
Summary
- Open your PowerPoint presentation.
- Click on “File.”
- Choose “Save As.”
- Select “PDF” as the file format.
- Click on “Options.”
- Select “Notes Pages.”
- Save your PDF.
Frequently Asked Questions
Can I save only specific slides as a PDF with notes?
Yes, you can choose to save specific slides by selecting the “Custom Range” option in the “Publish what” section of the options dialog box.
Will my hyperlinks still work in the PDF?
Most hyperlinks should be preserved in the PDF, but it’s always a good idea to test them after saving to make sure.
Can I edit my notes after saving the PowerPoint as a PDF?
Once saved as a PDF, you cannot edit the notes within the PDF file. You would need to go back to the original PowerPoint file, make your edits, and then save it as a PDF again.
How can I ensure my notes are readable in the PDF?
Use a clear and simple font, and make sure the font size is large enough to be easily read when printed or viewed on a screen.
Can I include my notes without showing the slide images?
To include only your notes without the slide images, you would need to copy and paste your notes into a separate document and save that as a PDF.
Conclusion
Saving your PowerPoint as a PDF with notes is more than just a neat trick—it’s a way to enhance the effectiveness of your communication. Whether you’re sharing detailed explanations, providing context, or adding commentary, this method ensures that your audience receives a complete package of information.
Remember, the key to a successful presentation is not just what’s on the slides, but also what’s between the lines. So, go ahead and give your presentations the depth they deserve by saving them as PDFs with notes. And remember, a well-informed audience is an engaged audience.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.