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Convert PowerPoint 2010 to Word - Text Version

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Convert PowerPoint 2010 to a Word Document - Text Version
Options for Word handouts when converting from a PowerPoint presentation

Options for Word handouts when converting from a PowerPoint presentation

© Wendy Russell

First Things First - Why Would I Want to Convert My PowerPoint Presentation to Word?

This is a fast and easy way of making printouts for a colleague or for your audience. Any PowerPoint presentation can be quickly converted to a Word document.

Note - For more visual details, see this article for a step by step walkthrough with screen captures.
  • There are five different options for the printouts, which are explained in detail later in this article. In most cases, thumbnail versions of your slides are shown on each page with different choices for note taking by the audience.
  • You may have from one to three miniature slides visible on each page of the printouts.
  • These handouts will show either your speaker notes pages (one miniature slide per page) or simply handout pages (three mini slides per page) with areas for the audience to jot notes during your presentation.

This very useful, but often overlooked feature is great for business presentations in particular. The slide show for a prospective client will often need prior approval from a supervisor. However, resultant file sizes of the original presentation(s) can be very large due to graphics inserted for emphasis, so emailing the presentation is often cumbersome.

In general, Mr. Bigwig is only interested in the content of your slides, so printing out an outline view of the presentation is a great choice for that. This outline can be easily emailed or sent over the company intranet for his approval.

As a final note, often this method is far quicker than the usual method of printing handouts directly from within PowerPoint, but this is only a general rule.

Steps to Convert PowerPoint 2010 to a Word Document

  1. Open your PowerPoint presentation.
  2. Select File > Save & Send > Create Handouts > Create Handouts. The Send to Microsoft Word dialog box opens, with five different options.

    • Notes next to slides
      The first option is the most commonly used printout option. A miniature version of the slide is printed on the left and any speaker notes written to accompany the slide are shown on the right. Three thumbnail versions of your slides will print on the page.

    • Blank lines next to slides
      The second option is to print blank lines beside the slide on the handout for the audience to make notes during your presentation. Three thumbnail slides will print per page.

    • Notes below slides
      The third option is to print speaker notes below the slide for easy reference during the presentation. These printouts could be simply for the presenter so that he/she has 'crib notes' while he speaks, or for the audience as well, so that they can have all the information you, as the presenter, will discuss during the presentation. The choice is yours. One picture, a little larger than a thumbnail version of the slide, will print per page.

    • Blank lines below slides
      The fourth option when converting PowerPoint presentations to Word, is to print blank lines below the slide for the audience to make notes during your presentation. Again, one larger slide version will print per page.

    • Outline only
      The fifth option is to print an outline of all the text in the PowerPoint presentation. No graphics are shown in the outline, but this view is the quickest to use when editing is needed.

      What is different in PowerPoint 2010 (from earlier versions) with regard to converting to an outline view, is that the outline prints the text in the identical size of font as on the actual slide, rather than making the font size much smaller. Therefore, you will need to manually edit the outline handout to reduce the font size, if desired. Click for a visual look at the resultant outline view printout.
  3. What is Paste and Paste Link?

    There is a slight difference, but it is a notable difference, between choosing Paste or Paste Link from within the Send to Microsoft Word dialog box.

    • Paste
      Choosing Paste will simply create the handout in the style you have chosen. Pretty easy so far.

    • Paste Link
      Choosing Paste Link will create a handout in the style you choose as well. However, if the PowerPoint presentation is later edited, the changes will also be reflected in the Word document the next time it is opened. This is not the case when you choose the Paste command.

    Depending on whether you want this handout to be updated with any changes, or remain as it was on the date you first created it, this will be the deciding factor for which option to choose.

  4. Click on the OK button when you have made your choices and the process will begin.

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