Adding Speaker Notes in PowerPoint – A Step-By-Step Guide

PowerPoint presentations are a powerful tool for delivering information, whether in business meetings, academic lectures, or public speaking events. However, presenting a specific presentation requires more than just writing material on slides; it also requires clear communication and confidence. One of the best ways to enhance your presentation is by adding speaker notes in PowerPoint. 

Whether you’re a student, teacher, business professional, show anchor, or public speaker, adding speaker notes to your presentation exponentially helps you stay on track. Want to know how to add speaker notes to your PowerPoint presentation? You’re on the right platform. This guide covers speaker notes, reasons for using them, different methods of adding them, and printing them. 

What Are Speaker Notes in PowerPoint?

Speaker notes in PowerPoint are short reminders, talking points, or additional text presenters write and use during the slideshow to help them remember what to say. These notes are only visible to the presenter and not the audience during the presentation, as they don’t appear on the projected screen. 

In short, speaker notes are your cheat sheets, private guides, or scripts. They significantly help you stay organised and confident during your presentation. You can write anything in speaker notes, such as key facts, statistics, jokes, quotes, story prompts, or transitions between slides. They will guide you to secure higher grades in your class. 

Why Use Speaker Notes in a Presentation?

Here are the key reasons why speaker notes must be used in presentations: 

A. To keep the presentation flowing

When presenting specific topics in the classroom, one must be clear, active, and smooth. Speaker notes exponentially help presenters keep everything in front of their eyes and be focused, maintaining the presentation’s flow and movement. 

B. To avoid reading from slides

Normally, when a presenter forgets something while presenting, they look at the slides to get the reference point. However, with speaker notes, you don’t have to look at the sides twice. Your eyes can see notes, and you can understand what to say next. 

C. To enhance your confidence 

Speaker notes in a presentation also significantly improve confidence. When a presenter uses paper notes, they are distracted and disrupted in their concentration. However, with speaker notes, all focus remains intact, thus eliminating nervousness. 

D. To rehearse your presentation 

Speaker notes also serve as study or rehearsal material before the presentation. You don’t need to write detailed scripts to prepare; you only need a few key points about your topic that can exponentially guide you in maintaining your overall discussion. 

E. To use as handouts or a summary

Speaker notes are not only helpful to the presenters; in fact, they are also useful for the audience as handouts or a summary. In this way, the audience can remarkably follow what is being discussed and how. Moreover, they can be stored for future reference. 

How to Add Speaker Notes in PowerPoint?

Adding speaker notes in PowerPoint can be easy but tricky, as every device has different interfaces and options. The methods vary depending on whether you want to add speaker notes on computers, online, or mobile apps. By understanding them thoroughly, you can efficiently add them to your presentation. Here are the three methods that you can follow to add speaker notes in PowerPoint: 

Method 1: Adding Speaker Notes in PowerPoint for Windows or Mac

Here’s how you can add speaker notes in PowerPoint on a Windows or Mac computer: 

• Step 1: First, launch your Microsoft PowerPoint. Then, open the slide deck you want to edit. 

• Step 2: Open the slide where you want to add speaker notes. You can add precise notes to each slide separately. 

• Step 3: After opening the preferred slide, you’ll see a small section titled “Click to add notes” at the bottom of the screen. 

• Step 4: Click the button to start typing your notes. You can use bullet points, full sentences, or even just keywords per your preference. 
• Step 5: After you’ve written your notes, it’s time to save them. To save your presentation, use Ctrl + S in Windows and Cmd + S in Mac. 

Method 2: Adding Speaker Notes in PowerPoint for Browser 

Follow these given steps to add speaker notes in PowerPoint online: 

Step 1: Launch your PowerPoint online and open your presentation. 

Step 2: Open the slide where you want to add notes. Check the bottom, and click the Notes button to open the pane. 

Step 3: Type your notes in the text box. You can edit your notes using different tools. 

Step 4: Save your notes after completing by clicking the Export button. 

Step 5: Choose where you want to save your presentation. You can export it either as a standard PPT file or a PDF. 

Method 3: Adding Speaker Notes in PowerPoint for Android or iOS

Step 1: First, start your PowerPoint app on your mobile phone. 

Step 2: Open your presentation. 

Step 3: Locate the slide where you want to add speakers. Tap on it to bring up the menu. 

Step 4: Click the pencil or edit icon. You’ll be able to see the Notes button. Click it to initiate your notes.  

Step 5: Type your notes as much as you want. When you’re done, tap Done and save your PPT file. 

How to View Speaker Notes While Presenting?

Just as there are different methods to add speaker notes in PowerPoint, similarly, there are also different methods to view them while presenting. Here’s how you can view your speaker notes during your presentation: 

Viewing Speaker Notes on Windows or Mac

Presenter View is the recommended option to view speaker notes on your computer screen. While you may be able to see them on screen, they might not be visible to the audience, as they only see your prepared slides. Here’s how you can enable Presenter View on your computer: 

1. Click the Slide Show button on your PowerPoint. 

2. Click the “…” button at the bottom left corner. You’ll be able to see different options. Click Show Presenter View. 

3. Start the slideshow by selecting From Beginning or From Current Slide. If you’re using a second monitor or projector, PowerPoint will show your slides on the screen and your notes on your own screen. 

4. In Presenter View, you’ll be able to see the current slide, your speaker notes beside or below it, the following slide preview, a timer and tools to pause, skip, or draw. 

Viewing Speaker Notes on PowerPoint Online

Viewing your speaker notes on PowerPoint online is similar to viewing them on Windows or Mac. However, you can take these steps to view them efficiently: 

1. Launch the PowerPoint online and navigate to your presentation. 

2. Click on the Slide Show tab in the upper ribbon. There, you’ll see the Presenter View button. Check it from the checkbox. 

3. Click the From Beginning or From Current Slide to begin your presentation. 

4. In Presenter View, you’ll see your current slide, a preview of the next slide, and your speaker notes below. 

Viewing Speaker Notes on Android or iOS

Follow the given steps to view the speaker notes on PowerPoint for mobile phones: 

• Start the PowerPoint app and start the presentation. 
• Navigate to the slide where you have added speaker notes. 
• Swipe up to tap to view the notes. 

Tips For Writing Good Speaker Notes

Writing speaker or exam notes is also as important as writing the main slides. Here’s how you can write them effectively: 

Tip 1: Keep the notes short

To write excellent speaker notes, keep them as short as possible. The more explanation you add, the more confused you’ll be during the presentation. So, ensure to use bullet points. Just a few keywords or phrases are enough to jog your memory. Meanwhile, use a text summariser to reduce note size. 

Tip 2: Avoid repeating slide text 

Another excellent tip is to avoid repeating slide text. Students mostly repeat what they have written in the slides in their notes, which causes redundancy while presenting. Moreover, your audience can already read the slide. So, use your notes for extra details, stories, or explanations. 

Tip 3: Highlight important transitions

Smooth and seamless transitions are essential in a presentation. Without transitions, presentations feel forced and become utterly boring for the audience. So, use transition lines like “Now, let’s move on to…” or “This brings us to the next point”. 

Tip 4: Practice with your notes

Writing notes is not only important, but editing and improving them is also crucial. When you’re done with your notes, run through the whole presentation at least once. Make sure everything is well and good and adjust anything that doesn’t flow right. Moreover, get editing and proofreading services. 

Tip 5: Use Bold or ALL CAPS 

Sometimes, presenters write quite good speaker notes; however, their eyes don’t catch them on time, disrupting the flow. To help your eyes catch key phrases quickly, use bold formatting or call caps for important cues, such as REMEMBER TO ASK QUESTIONS or TELL A JOKE HERE. 

How to Print Speaker Notes For Handouts?

In addition to adding or presenting, you can print your speaker notes. These notes can be used as a physical copy and shared with others. Two methods of printing speaker notes are given below: 

Printing Speaker Notes With Slides

Follow these given steps to print speaker notes in PowerPoint with slides: 

1. Click File. A new window will pop up. Find the Print button and click it. 
2. Here, you’ll see this section. Under settings, choose Full Page Slides, which is the default. 
3. You’ll see a print layout. Select Notes Pages. 
4. After you click the Notes Pages, you’ll see a preview where each slide is on the page, with speaker notes below. 
5. Now, click Print to print speaker notes with slides. 

Printing Speaker Notes Without Slides

Here’s how you can print speaker notes without slides: 

• To print speaker notes without slides, copy them from the Notes pane into a separate Word document. 
• Format the notes according to slides and click Print as needed. 

Common Mistakes To Avoid

Speaker notes are a powerful tool, but they must be written and used correctly. Here are the common mistakes to avoid: 

• Writing too much: Presenters sometimes write too much text in their notes, so they focus more on reading rather than making eye contact with the audience. Consequently, they lose audience attention. 

• Ignoring the notes: If you have written speaker notes, you must practice them at any cost. Otherwise, you’d forget them during presentations. Go through your slides with notes at least once. 

• Not using presenter view: If you don’t turn on the Presenter View during presentation, there’s no benefit in writing speaker notes, as they won’t show. So, learn how to enable the Presenter View and practice on your computer. 

• Using notes as a script: Another common mistake presenters make is using notes as a script. When you read everything word-for-word, you’ll sound robotic. So, use your notes to guide your presentation, not control it. 

Need Help Writing Your Presentation?

Presentation is part of one’s educational journey. However, writing one can be challenging, as it includes an introduction explaining the purpose and structure of the talk, a body covering the main points, and a conclusion summarising and highlighting the significance of the talk. Most students don’t know how to write an excellent presentation. 

Your presentation day is approaching, and you haven’t worked on one? Don’t worry; consult professional presentation writing services. They will thoroughly review your topic and requirements and ensure that to design a high-quality presentation, along with well-written speaker notes. 

Frequently Asked Questions