Where to find the notes section in PowerPoint

PowerPoint has a built-in space for speaker notes on every slide, separate from what your audience sees. In the desktop version, switch to Notes Page view: click the View tab at the top, then select Notes Page from the ribbon. You'll see your slide at the top and a large text box below labeled "Notes" — that's where you type.

On a Mac, the process is the same. Go to View, then Notes Page. If you're using PowerPoint online in a web browser, the notes section appears as a smaller panel below the slide editor. Click in that panel to start typing.

If you're in the normal editing view and want to see notes without switching views, you can also open the Notes pane by going to View and checking the Notes option, which will show a smaller notes area at the bottom of your screen.

Key Takeaways

  • Notes Page view shows your slide and a full text box for speaker notes, making it easier to write longer reminders without the slide taking up most of the screen.
  • You can type anything in the notes section — talking points, statistics you want to mention, reminders about timing, or context your audience won't see.
  • Notes stay with the slide file and appear on your screen during the presentation if you use Presenter View, but your audience never sees them.
  • The notes pane at the bottom of the normal editing view works for quick additions, but Notes Page view is better for writing substantial speaker notes.

Using notes during your actual presentation

Once you've written your notes, you access them during the presentation through Presenter View. When you start the slideshow, your screen shows the current slide, your notes, a preview of the next slide, and a timer. Your audience sees only the slide itself — they cannot see your notes or the timer.

To turn on Presenter View, start your slideshow and look for a settings option (usually a gear icon or three dots). Select "Presenter View" or "Show Presenter View." On a Mac, Presenter View is often on by default. If you're using two monitors, Presenter View typically appears on your screen while the slides appear on the projector or external display.

If Presenter View isn't working, check that you have two displays connected or that your presentation software recognizes your setup. Some conference room systems require you to select which display gets the slides before you start.

What kinds of notes actually help during a talk

The most useful speaker notes are specific reminders tied to each slide, not a word-for-word script. Write the key points you might forget, statistics you want to cite exactly, transitions between topics, or timing cues like "spend 2 minutes here" or "pause for questions." If a slide is mostly visual, your notes might say "explain the chart: revenue grew 15% in Q3 because of the new partnership."

Many people make the mistake of copying their entire talk into the notes section, then reading from them during the presentation. That usually sounds stilted and breaks eye contact with your audience. Instead, use notes as a safety net — a place to anchor yourself if you lose your train of thought, not a teleprompter.

Some presenters also use notes to track which slides need animation or which ones they want to spend extra time on. Others write reminders about the room setup: "click to video on slide 8" or "pause here to show the live demo."

Printing your slides with notes included

If you want a printed handout that includes your notes, go to File, then Print. In the Print dialog, look for a dropdown that says "Full Page Slides" or "Print Layout." Change it to Notes Pages. This prints each slide at the top of a page with your notes below it — useful for reference during or after the talk.

You can also print just the notes without the slides. In the same Print Layout dropdown, select "Outline" or "Notes" depending on your version. This gives you a text-only version of your notes, which some presenters prefer to have on a podium.

Before you print, preview the output to make sure your notes fit on the page and are readable. If your notes are very long, they may get cut off or print in tiny text.

Sharing notes with your team before the presentation

If you're working with a co-presenter or want feedback on your notes, you can share the file directly. The person you send it to can open it in PowerPoint and see all your notes in Notes Page view. They can add their own notes or suggestions in the same space.

If you want to share notes without sharing the full editable file, export your presentation as a PDF with notes included. Go to File, Export As, and choose PDF. In the export options, select "Notes Pages" to include your speaker notes in the PDF. The recipient can read the notes but cannot edit them or change the slides.

For real-time collaboration, you can also use PowerPoint's co-authoring feature if you save your file to OneDrive or SharePoint. Multiple people can open the same presentation at once, and changes to notes appear for everyone when ready.

Organizing notes when you have many slides

For a long presentation, your notes can become hard to navigate. One approach is to use consistent formatting: start each note with a bold heading that matches your slide title, then add bullet points for the talking points. This makes it easier to scan your notes quickly during the talk.

Another strategy is to keep notes brief and use the outline view instead. Go to View and select Outline, which shows your slide titles and any text on the slides themselves. This gives you a quick overview of your entire presentation without opening every slide's notes individually.

If you're presenting from a script, consider keeping your detailed notes in a separate document instead of in PowerPoint. Open both files side by side on your computer — the presentation on one side and your notes document on the other. This keeps your notes more readable and lets you format them however works best for you.

Frequently Asked Questions

Can I see my notes on my phone or tablet during the presentation?

Yes, if you use the PowerPoint mobile app and have your presentation open on your phone or tablet, you can see your notes in Presenter View. The app shows your notes on your device while the slides appear on the projector or screen. You'll need to connect your device to the presentation system first.

Will my notes print if I just hit print without changing the settings?

No. By default, PowerPoint prints only the slides. You have to change the print layout to "Notes Pages" to include your speaker notes in the printout. If you print without changing this setting, you'll get blank space below each slide where the notes would be.

What happens to my notes if I delete a slide?

The notes for that slide are deleted along with it. If you think you might need those notes later, copy and paste them into a separate document before you delete the slide. You can also use Undo (Ctrl+Z or Cmd+Z) when ready after deleting to get the slide and its notes back.

Can I add notes to the slide master or explore notes to multiple slides at once?

No. Notes are tied to individual slides, not to the master template. You have to add notes to each slide separately. If you have repeated talking points across multiple slides, copy the text from one slide's notes and paste it into the others, then edit as needed.

Do notes take up file size or slow down my presentation?

Notes add very little to your file size and do not affect presentation performance. They're stored as text, which is lightweight. Your presentation will run at the same speed whether you have notes or not.