Most presentations are designed to be shown in color, but slides and handouts are typically printed in black and white or shades of gray (grayscale). When you print in grayscale, you get an image that contains variations of gray tones between black and white.
When you choose to print, Microsoft Office PowerPoint 2007 sets the colors in your presentation to match your selected printer's capabilities.
To check what the printout will look like, view it in print preview (print preview: A view of a document as it will appear when you print it.) before you print it. With print preview, you can see how your slides, notes, and handouts will look in pure black and white or in grayscale, and you can adjust the appearance of the objects before you print them.
You can also make certain changes when you preview before printing. You can select:
- What you want to print: the presentation, handouts, notes pages, or just the outline
- A layout for handouts
- Orientation (portrait or landscape) for handouts, notes pages, or an outline
- Header and footer options
In a presentation, grayscale and black-and-white objects appear on the screen and in print as listed in the table.
| Object | In grayscale/
pure black
and white |
|---|
| Text | Black/Black | | Text shadows | Grayscale/Hidden | | Embossing | Grayscale/Hidden | | Fills | Grayscale/White | | Frame | Black/Black | | Pattern fills | Grayscale/White | | Lines | Black/Black | | Object shadows | Grayscale/Black | | Bitmaps | Grayscale/Grayscale | | Clip art | Grayscale/Grayscale | | Slide backgrounds | White/White | | Charts | Grayscale/Grayscale |
Note Bitmaps (bitmap: A picture made from a series of small dots, much like a piece of graph paper with certain squares filled in to form shapes and lines. When stored as files, bitmaps usually have the extension .bmp.), clip art (clip art: A single piece of ready-made art, often appearing as a bitmap or a combination of drawn shapes.), and charts show and are printed in grayscale, even when you set the printer properties to print in pure black and white.
- On the View tab, in the Color/Grayscale group, click Pure Black and White.
- At the top of the PowerPoint window, on the Ribbon, which is a part of the Microsoft Office Fluent user interface , click the Black and White tab.
- On the Black and White tab, in the Setting group, click the settings that you want.
Note You can apply different grayscale or black-and-white settings to different objects (and to the background) on the same slide. Select the object for which you want to set grayscale or black-and-white settings, and then set the properties on the View menu. Do not make a selection when you want to specify the grayscale and black-and-white settings for the background, and then set the properties on the View menu.
- On the View tab, in the Color/Grayscale group, click Grayscale.
- At the top of the PowerPoint window, on the Ribbon, click the Grayscale tab.
- On the Grayscale tab, in the Setting group, click the settings that you want.
Note You can apply different grayscale or black-and-white settings to different objects (and to the background) on the same slide. Select the object for which you want to set grayscale or black-and-white settings, and then set the properties on the View tab. If you want to set the properties for the slide background, do not select any object on the slide.
- Click the Microsoft Office Button
 , click the arrow next to Print, and then click Print Preview. - In the Print group, click the arrow under Options, point to Color/Grayscale, and then click either Pure Black and White or Grayscale.
- Grayscale This setting prints the handout in grayscale. Some colors, such as a background fill, are shown in white to heighten their legibility. (Sometimes, this looks the same as Pure Black and White.)
- Pure Black and White This setting prints the handout with no gray fills.
- In the Print group, click Print. Notes
- You can apply different grayscale or black-and-white settings to different objects on the same slide.
- This process does not change the colors or design in the original color presentation.
- When you print in grayscale or black and white, the background may not be printed if it interferes with the slide contrast.
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