Printing and Saving PowerPoint Presentation

saving powerpoint

Having created a PowerPoint presentation, you will need to store it for further use. It’s also a good idea to continue saving PowerPoint presentation from time to time as you continue to work on it. Always save your work periodically if you don’t want to lose some of your hard work when something goes wrong with your operation.

When you are working on a new PowerPoint presentation, the first time you click the save button, PowerPoint will prompt you to give your work a name and choose a location on your computer to store it.

There are two ways to call-up the save dialogue box, using the ribbon or using the keyboard shortcut.

Using the ribbon, click the File tab >> Save.

The save as dialogue box will appear, prompting you to type a name and choose a location for the presentation.

The Save As Dialogue Box

saving powerpoint

Supply a meaningful name for your presentation in the File name input box. Try to avoid meaningless names and lengthy names or names like Presentation2; as you may not be able to recall the content of each presentation, it is better you name each presentation in line with its content. Consider names like “Intro to Digital Mkt”. Once you’ve filled in all the required input, choose a location on your computer’s hard drive, and click Save to store your file.

A quicker way to saving PowerPoint presentation is using keyboard shortcuts. You can save a file by simply pressing Ctrl+s. If it’s the first time you are saving PowerPoint presentation, the Save As Dialogue Box will also appear. You will not get to see the dialogue box in subsequent savings when you press Ctrl+s but all recent modification will be saved immediately.

Saving with the Save As

Clicking File >> Save As will always bring up the Save As dialogue box whether the file is already saved or not. The Save As button is useful when you want to save your presentation into a different location or you want to modify the file name.

Preparing To Print In PowerPoint

After designing and saving PowerPoint Presentation, you can print your notes pages, slides (one slide per page) and hand-outs of a presentation. Having a presentation printed out will allow your audience to follow along as you present the presentation, it also gives them a document to refer to after the presentation. Before a presentation can be printed, you need to prepare the presentation by setting the slide size, page orientation, and the starting slide number.


saving powerpoint

Click Design >> Page Setup >> Page Setup, and in the Page Setup dialogue, you can change the slide orientation (portrait or landscape) and the dimensions of the printable area.

The drop-down list in ‘Slides sized for’ allows you to choose from the most used sizes for printouts, but you can also adjust the width and height manually editing the figures their respective input boxes. The Number slides from box allow you to set the page number that will appear on the very first slide or when printed out.

Printing the Presentation

After setting all available options, then, you are ready to print. Click File >> Print

saving powerpoint

On this Menu, you can specify how the number of copies you want to print and the printer to use. If you want to print only a portion of the presentation, you can choose from the drop-down list whether to:

  • Print All Slides – Print all slides in the presentation
  • Print Selection — Prints the slides you have selected
  • Print Current Slide – Print the slide your cursor is on
  • Custom Range — Print slides using their page numbers

The next section allows you to choose full page slides, notes pages or the presentation’s outline to print, or you may want to print hand-outs by specifying how many slides per page.

Just below it, you have the option of printing your presentation on one side only or on both sides of the paper. Once you have made all the necessary settings and adjustment, Click the Print button at the top to start sending your slides to the printer.

Running PowerPoint Slide Show Presentation

At any stage during the creation of your PowerPoint Slide Show, you can run a preview. This will enable you to see how your presentation will look like in real life presentation.

saving powerpoint

Below are several options for previewing your presentation:

  • You can click on the Slide Show Icon at the bottom of PowerPoint workspace (next to the zoom slider)
  • You can press F5
  • You can click Slide Show On the ribbon >> Start Slide Show, and then choose any of the options to run your slide show.
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