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How to Create the Perfect Presentation Handout

One of the most often overlooked parts of a presentation is the presentation handouts. So, in this post, we’ll give you a few examples of presentation handouts that you can create very easily and add impact to your speech or business meetings.

Good speakers and lecturers usually give presentation handouts to accompany their speeches. As a result, a great presentation handout can make your speech more memorable. It gives your audience the freedom to listen to your presentation instead of frantically taking notes.

The handouts you provide also help them remember the key points and highlights from your presentation, making your talk even more valuable. People are grateful for a good handout and will remember you (and the main points of your speech) long after the talk ended. Finally, your handout can be used as an exceptional marketing piece. If it is good enough, your audience members will both keep it and share it with others.

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The Successful Speaker’s Guide to the How to Create the Perfect Presentation Handout.

The first rule of slide club is never handout your slides to slide club..

This has always been a hard and fast rule in my business presentation classes. But I have to admit, in recent years, I’ve changed my tune slightly here. When I first started teaching presentation classes, PowerPoint was still in its infancy. And the slideshows that people were creating were really awful. Folks would just create a never-ending series of bullet points on a never-ending slide deck. Since most presentations covered way too much content, it was impossible for the audience to retain most of it. In order to prevent information overload, presenters started printing off their slides and distributing the printed slide deck to their audience as a handout. As a result, the presenter ends up with a bad presentation accompanied by a bad handout.

However, if you get creative with your slides, you can actually use a printout of your slide deck to make your presentation more interactive (more on this later). The main point here is if you have a ton of content in your presentation, stuffing that content onto your slides and then just printing out your slides is not a good idea.

I sometimes make this point in class by starting to deliver a data-heavy slide deck. It typically only takes a few slides before someone in class figures out that I’m violating almost every tip that I’m giving them.

At that point, there is usually a nice laugh. I then switch to a better slideshow that is more audience-centered. The funny thing is, though, that before the class figures out that the bad PowerPoint presentation is a joke, someone in the class will often ask me if I will send them the slide deck.  So, if your audience is asking you for your slide deck, your presentation is probably not designed very well .

Three Easy Examples of Handouts for Presentations.

Presentation handout example #1: just use slide notes in powerpoint as a presentation handout..

One of the main reasons that I have always encouraged my class members to not print out their slides is that the slides, without the speaker, aren’t going to make a lot of sense. However, most people will jot a few speaker notes of important information they want to say in the presentation. If you use the techniques that I cover here, you’ll likely create an outline with a few key items. You’ll likely also use stories, examples, analogies, anecdotes, quotes, statistics, and the like. Well, if you already have that content created before you create your slide deck, you could just insert that content into the Slide Notes in PowerPoint. Viola! Instant presentation handouts.

The Second Example of a Presentation Handout: Give Main Concepts with Space for Audience to Add Notes.

A friend of mine leads three-day training boot camps where he teaches social media marketing and website development. His handout is a three-ring binder full of printed pages. Each page has a series of rules followed by a quarter page of blank space. I once asked him, since the content that he was delivering was so detailed, why didn’t he just type it up and include it in his manuals.

He laughed and told me that he used to do that very thing. But the content in his industry was changing so quickly that, the moment he printed a new manual, those additional details would already be outdated. So, now, he just prints the core message. Then, he allows his students to fill in the blanks with the most current content that he delivers from the stage. (He gets fantastic reviews, by the way.)

I love this technique. It keeps the audience involved. It also allows the audience members to write out the content that is most important to each of them at the time they attended the meeting.

The Most Effective Example: Create a Presentation Handout that Contains Extra Content Not in Your Presentation

You want to include the content from your presentation in a written format. But you also want to add additional information that you won’t cover in the presentation. This is the technique that we use in our seminars and workshops.

For instance, if you are going to use a story as a piece of evidence in your verbal presentation, use a different story in your handout. If you use an analogy in your presentation, use a quote in your handout. When you use audience participation in your presentation, use a unique photograph in your handout.

If you do this, your target audience will see you as a valued expert on the topic. By the way, it is okay to use some of the same content in your slideshows, your oral presentations, and your handouts. It is important to be consistent. However, you want your verbal presentation to cover some key ideas that aren’t in your handout. And you want your handout to cover detailed information that you don’t speak about.

This type of presentation is a great handout because it becomes a textbook for your presentation. It does take longer to create a well-prepared handout. But you will find that the value to your audience far outweighs the additional effort.

During the presentation, you’ll want to say something like, “I’ve given you additional examples in your handout,” or “If you want the full step-by-step approach, you can download the handout from my website at [your URL].”

A Few Bonus Tips to Add Impact to Your Handouts.

Add a list of reference material for further reading

Your audience members will want to pick your brain. They want to know where you went to school, what kind of work experience you have, and most of all, where they can read more about your topic.

There’s a ton of resources out there, so instead of having your audience sort through them (or risk boring them with way too much detail in the presentation), just lead them in the right direction with your recommended reading. If the book is hard to find, or only available online, remember to include the link to where it can be purchased.

Consider adding a worksheet or action sheet

Depending on the type of presentation or speech you’re giving, you will likely have a call to action at the end, where you will encourage people to change or act on something related to your talk.

If a worksheet helped you implement these changes before, include it for your audience. Even a notes section located in the back of your handout will be an effective tool in case your audience wants to jot something down.What did your last handout look like? What will you change for next time? Let us know if you end up implementing any of these tips.

For additional help, here are a few additional posts:

• How Many PowerPoint Slides Should You Have for Your Presentation .
• Make Your Handout Look Great without a Graphic Designer .
• How to Design Your Presentation in a Few Simple Steps .
• We Use the Software Canva to Create Great Presentation Handouts with a Professional Layout

Download the Free How to Create a Great Presentation Handout… Handout.

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Microsoft 365 Life Hacks > Presentations > How to create effective presentation handouts

How to create effective presentation handouts

Whether you create presentations for school, work, or clubs, distributing handouts makes an impression and amplifies your message. The benefits are twofold: putting together a handout prepares you for your speech and allows your audience to retain the information better.

You can put together handouts easily. Learn what to include to ace your next presentation.

Why are presentation handouts important?

Creating handouts help you prepare what you want to say . They also set expectations for your audience members and allow them to focus more on your speech because they don’t have to take such thorough notes.

Tell your story with captivating presentations

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If you want to create an effective presentation handout, here’s what you should include.

1. List the key points of your presentation

To create a strong presentation handout, list the key facts from your speech. Keep it simple—you don’t need to rewrite your entire presentation. Remember, you’ll discuss a lot of the material in your slides as well. Listing out your presentation’s key points help your listeners reflect on the information later. By reading your presentation’s key points, your audience may also come up with or remember the questions they want to ask you at the end of your talk.

2. Include your sources

Effective presenters back up their information with sources, especially in science and history-related fields. Providing sources encourages your audience do more research on their own time. You can also provide further reading in your handout, like books or article links, if you aren’t able to cover everything in a single lecture.

3. Make your presentation handout professional

A professional-looking presentation handout establishes your credibility and authority with your audience. When presenting for work or an organization, include your logo on your handout.

You don’t have to be a graphic designer to create an attractive presentation handout—explore dozens of free Microsoft Word templates you can use to polish your handout.

4. Include white space

Not everyone comes prepared for a presentation. Leave white space in your handout so your audience can take notes on what you say. They can also use this space to write down questions they want to ask you, so they don’t forget them by the end of the presentation.

5. Include your contact information

Audience members may want to ask you questions about your presentation later. Include information like your name, job title, website, and email so your audience can contact you in the future.

6. Proofread your handout

Before you print out or email your presentation handouts, make sure to thoroughly proofread everything first. Are your sources spelled correctly? Are there any typos in your email address or links? Do the key points correspond with your presentation? Taking the time to review your handout before finalizing it will ensure it’s a quality handout.

Creating a presentation handout will make your presentation stronger and the information easier to digest. Are you feeling nervous about an upcoming presentation? Learn how to calm presentation anxiety .

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Effective Presentation Handouts: A Step-by-Step Guide

Discover how to create handouts that captivate and educate your audience. From layout to content, learn easy-to-follow techniques to make your presentation handouts stand out. Start now and make a lasting impression

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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• Deleniti totam eius similique repellendus. 
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3 Static and dynamic content editing

4 static and dynamic content editing.

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

5 Static and dynamic content editing

6 static and dynamic content editing.

A rich text element can be used with static or dynamic content. For static content, just drop it into any pa ge and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

"Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system."

Presentation handouts can play a significant role in the process of effective presentation delivery if you know how to use them to your benefit. These supplementary means can back up your main message and make sure that your presentation creates a lasting impression.

Many people think that handouts for a presentation are something they used to work on while in college. However, these additional materials, if they are well-thought-out and relevant, can assist business professionals, educators, and students equally well.

Today, we'd like to discuss the main purpose of presentation handouts. We'll show you how to plan and design effective handout material. Moreover, we will also share a few handy tips and useful tools to amplify the effect of your supplementary means.  

Does that sound like a plan?

Understanding Presentation Handouts

Jerry Weissman , the author of 'Presenting to Win: The Art of Telling Your Story," compares the notion of a presentation handout to a bridge between your presentation and the long-term memory of your audience. We want to simplify the definition a little. Presentation handouts are additional materials that you share with the audience to support the central message of your presentation and improve the level of comprehension.

If you put a handout and a presentation face to face, the first one will remain the static source of additional information that the viewer can refer to at any time. At the same time, presentations are a dynamic source of information, and a viewer does not have any control over its pace.

Usually, a presentation contains multiple vital aspects for the audience to focus on and digest. The main aim of handouts for presentations is to enhance viewer engagement and ensure a lasting impact even when the presentation is over. You can refer to the handouts at any time during the presentation or after it, so the materials improve retention and help to recall specific essential details.

The handouts mustn't replicate the presentation. They should complement it.

Planning Your Handouts

A great example of a handout for a presentation is a well-planned one. It means that you shouldn't treat your handouts as a last-minute task.

Key information

As you brood upon the data to include, you can start with additional statistics, relevant details, and facts that support and strengthen the core message of your presentation. Choose information that helps the audience understand some field-specific or overly complex notions.

Highlight the main aspects that you want the audience to remember in your handouts.

Audience needs

Another critical part of the handout planning is the audience you will interact with. You should consider the level of expertise, needs, and preferences when working on supplementary materials. There will be little use of handouts that are irrelevant, overly simplified, or too complicated.

Format and structure

Even the best handouts will lose their impact if they are unappealing, illogical, and unorganized. A neat structure topped with relevant visuals will enhance user perception and trigger their productivity. That is why you may want to play around with different headings, supporting images, graphs, bullet points, colors, and fonts.

Designing Effective Handouts

A quality presentation handout template relies on effective design as much as it depends on the informative component. There are a few principles to stick to when you design your handouts.

Basic design

Whitepage pitch deck design agency outlines three principles that may assist you in creating a successful handout for presentation.

Use these practical tips to move in the right direction:

• Present different types of content in complementary but distinguishable fonts
• Section information with the help of headings and subheadings
• Outline the main aspects through bullet points
• Ensure that all the data is easy to read, avoid unclear and small fonts
• Use the same color palette and theme throughout the presentation and the supplementary materials 
• Add brand logos to stress consistency

The right visuals make any information twice as easy to remember and digest. Whitepage professionals share the following advice:

• Use charts, tables, graphs, and other visuals to deliver complex notions concisely and more comprehensively.
• Intertwine text content with images that complement the core narrative
• Symbols and icons aid in better understanding

Appeal and informativeness

It is not enough to design visually appealing presentation handout templates. They should carry out an informative purpose as well. You can do the following to achieve the desired effect through your presentation handouts:

• Use different colors to highlight vital points and trigger the reader's interest
• Use whitespaces to define the structure of your handouts
• Use contrast to attract user attention to critical aspects of the presentation

Content Creation for Handouts

We may be stating the obvious, but your handouts should contain clear and concise content. You don't want to distract the audience from the presentation as they are trying to make out some complex notions written in the supplementary materials.

A professional handout sample for presentation should:

• Deliver the main message without unnecessary details mentioned
• Steer clear of tech-savvy language and slang and preserve an accessible tone
• Present essential data through lists and bullet points

On top of that, you can complement your handouts with relevant and appealing, not to mention appropriate visuals. Different charts and images can improve information perception and enhance retention.

Lastly, handout ideas for presentations prove to generate better results when spiced up with well-thought and strategic CTAs(Call-to-Action elements):

• Give the audience clear instructions if any action is requested
• Use questions and activities to promote engagement
• Provide contact information in case someone decides to contact you later

Utilizing Technology in Handout Creation

After you come up with a desired design and content, you will naturally start to wonder how to make a handout for a presentation. Luckily, many tools and software solutions come of use.

Platforms like Microsoft PowerPoint, Adobe InDesign, Canva, Venngage, and Inkscape present multiple features to create and enhance handouts. Some of them are free. Others include paid options. You can work on text, visuals, and charts using these tools.

However, if you want to make your presentation handout example a little more interactive, you should implement such interactive elements as QR codes and online resource links. You can find free QR code generators online to succeed with the task effectively.

QR codes can serve as a linking piece between physical and digital supplements. As the audience exploits their devices during the presentation, they will find additional facts and details that intensify the primary message. The same applies to online resource links if you use digital handouts only.

We would like to stress the fact that a balance of printed information and digital addition will add more dynamics to the learning process. Such an approach ensures that you cater to every user's needs and provide a better and more memorable experience.

Printing and Distribution

You can present your handout examples for presentation in two formats – either physical or digital. Each comes with a set of perks and downsides.

Physical handouts

The physical template for the presentation handout is a good old sheet of paper that contains all the information you want to share with the audience. It is material, you can touch it, and you don't require additional devices to interact with it. On a slightly less bright side, print paper has a negative environmental impact, which is a concern for many. You can try to decrease that impact by using recycled paper, vegetable ink, and double-sided printing.

Digital handouts

Digital examples of handouts for presentations that do not pose an environmental threat can be shared within seconds through email and other online platforms. They can be enhanced with all sorts of multimedia and interactive elements. However, digital handouts can't be accessed without electronic devices that support the format. While that isn't much of a challenge in today's world, the use of various devices can distract the audience from the presentation.

Distribution timing

There's an ongoing debate as to when you should plan to distribute a presentation handout: before, during, or after the presentation. Different timing can have a diverse effect on the audience.

Before . Some of the viewers may get curious and leaf through the material before you start. This means they will know what to expect from the presentation. It isn't entirely a bad thing, but it may have a distractive effect.

During . You can share your handouts to support the presented message and help the audience understand some points or learn more about the subject.

After . If you want to ensure that the message sets in, you can share the handouts after the presentation is over. In this case, you should include your contact information in the handout to make sure that the audience can reach out to you in case of any questions.

Examples and Templates

If you still feel a bit uncertain about how to make a handout that is well-structured and appealing, you can make use of downloadable templates.

Education handouts

A good teaching plan will have a positive effect on the students. You can enhance their interest and involvement with an elegant and straightforward handout template.

Business handouts

Any business plan presentation highlights a fair share of statistics and analytical information. With a template like this, you can coat complex notions into simple visuals and improve user experience, which leads to better understanding and positive actions.

All-purpose handouts

Some templates can be suited for any purpose. While they are subtle and non-specific, they remain well-structured and appealing.

If you need more presentation handout ideas to inspire from, our experts suggest you check these sources out:

• Template.net
• WPSTemplate

Common Mistakes to Avoid

As you try to keep away from making presentation design mistakes , you should try to minimize handout errors as well. There are a few common pitfalls to stay clear of:

• Information overload – use white spaces to avoid clutter and hand-pick information you want to add to the template.
• Poor readability – choose clear and legible fonts, and don't try to overdecorate the handout.
• Color distraction – try to use complementing and subtle colors so that the color palette doesn't hurt the eye and make the viewer's mind wander.
• Absent interactivity – while static content is necessary, you should combine it with such interactive elements as QR codes and links to relative resources.
• Low content quality – you must proofread your handouts before sharing them with the audience to avoid any typos and errors that can put your professionalism under question.

Advanced Tips for Professionals

Is there any professional advice on how to make handouts that promote successful presentations? Professional presentation design services point out a few advanced tips you can benefit from:

• You can use more than a single QR code and place them strategically so that one complements the other and boosts user engagement.
• Make your infographics interactive if you are using digital handouts. Implement additional details that the audience can find by hovering over certain icons. Make sure you highlight those interactive parts.
• Leave blank spaces for the users to write down critical points and make notes.
• Modern design is all about minimalism. Consider the trend when designing your template.
• Consider investing in responsive design when using digital handouts.
• Make sure that your digital handouts work across multiple devices.
• Create collaborative templates that allow different members to interact and discuss some crucial points.

What is a handout for a presentation? It is a practical link between your presentation and the audience. A quality presentation handout can enhance subject perception, improve understanding, and promote desired impact.  

If you consider your audience's needs, keep up with modern presentation trends, and create concise and well-structured supplementary materials, you can count on projecting a lasting impression and succeeding with your project goals.

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Handout Essentials: A Guide To Creating Memorable Presentation Handouts

Hrideep barot.

• Presentation

Creating effective presentation handouts is a crucial aspect of enhancing audience engagement and understanding during and after a presentation. The choice of tools plays a vital role in shaping the quality and visual appeal of these handouts. Various tools, from traditional word processors like Microsoft Word to design-focused platforms like Canva and Adobe InDesign, offer unique features and functionalities. Each tool caters to different user preferences, design needs, and collaboration requirements. In this context, exploring the pros and cons of popular tools becomes

• What Are Presentation Handouts?
• What Is The Importance Of Presentation Handouts?
• Ways To Create Memorable Presentation Handouts.

Tools One Could Use For Creating A Presentation Handout.

• Conclusion.

What Are Presentation Handouts? 

Presentation handouts serve as valuable tools to complement and reinforce information shared during a presentation. These materials are typically distributed to the audience before, during, or after the presentation , offering a more comprehensive understanding of the subject matter.

In printed form, handouts may include outlines, summaries, charts, or key visuals, providing tangible references that attendees can follow along with during the presentation and keep for future reference . By offering this supplementary material, presenters aim to enhance the learning experience and ensure that the audience retains essential information.

Whether in print or digital form, presentation handouts play a crucial role in knowledge transfer and retention. They serve as valuable reference materials, offering the audience a roadmap to navigate complex information. Additionally, well-crafted handouts can facilitate post-event reflection and encourage further exploration of the presented topic, transforming a one-time presentation into an ongoing learning experience for the audience.

What Is The Importance Of Presentation Handouts? 

The importance of presentation handouts lies in their ability to enhance the overall effectiveness of a presentation and contribute to the audience’s learning experience. Here are several key reasons why presentation handouts are valuable:

1. Comprehensive Reference:

Presentation handouts provide the audience with a tangible and comprehensive reference to the information presented . Attendees can follow along with the speaker, refer back to key points, and have a structured outline of the content, aiding in better understanding and retention.

2. Reinforcement of Key Concepts:

Handouts reinforce the key concepts and messages of the presentation. By combining visual and written elements, handouts can emphasize important information , making it more likely that the audience will grasp and remember key takeaways.

3. Post-Presentation Review:

Handouts serve as a post-presentation review tool. Attendees can revisit the material after the event, reinforcing their understanding and allowing for a deeper exploration of the topic . This supports long-term retention of the information.

4. Customization and Personalization:

Presenters can customize handouts to suit the specific needs of their audience. This might include additional resources, references, or supplemental material that can further engage participants and cater to diverse learning styles.

5. Audience Engagement:

Handouts encourage audience engagement during the presentation. Attendees can annotate, take notes, and actively participate in discussions. Interactive elements in digital handouts can further enhance engagement.

6. Accessibility:

Digital handouts, especially in formats like PDFs or PowerPoint presentations , are easily accessible. Attendees can access them on various devices, fostering convenience and ensuring that the information remains available long after the presentation concludes.

7. Sustainability:

In the context of environmental sustainability, digital handouts offer an eco-friendly alternative to printed materials . This aligns with modern trends toward reducing paper usage and promoting greener practices.

8. Continued Learning:

Well-crafted handouts can serve as a starting point for continued learning. They can include additional resources, recommended readings, or links to relevant websites , encouraging the audience to explore the topic further.

Check this out to also know how to ace group presentations:

In summary, presentation handouts play a crucial role in supporting the presenter’s message, engaging the audience, and facilitating a more thorough understanding and retention of the presented material. Whether in print or digital form, these materials extend the impact of a presentation beyond the event itself.

Ways To Create Memorable Presentation Handouts

Creating memorable presentation handouts involves thoughtful planning, visual appeal, and alignment with the presentation’s goals. Here are strategies to make handouts more memorable:

1. Visual Design:

Consistent Theme: A cohesive theme reinforces the brand and aids in recognition. Ensure that fonts, colors, and imagery align with the overall aesthetic of the presentation, creating a seamless visual experience for the audience.

Graphics and Images : Thoughtfully chosen visuals enhance understanding. Infographics, charts, and relevant images break down complex information, making it more digestible for the audience.

2. Clear Structure:

Logical Flow: Arrange information in a sequence that mirrors the presentation. A logical flow allows the audience to follow along effortlessly, enhancing comprehension.

White Space: Purposeful use of white space prevents visual overload. It provides a visual break between elements, making the content more digestible.

3. Engaging Content:

Concise Text: Brevity is key. Each point should be succinct, conveying essential information without overwhelming the audience. This facilitates better retention.

Use of Examples: Real-world examples bring concepts to life. They provide context and relevance, making the content more memorable for participants.

4. Interactivity:

Spaces for Notes: Dedicated areas for notes encourage active engagement. Participants can jot down thoughts, questions, or personal reflections, fostering a sense of involvement.

QR Codes or Links: Incorporate QR codes or links to additional resources. This not only enhances interactivity but also allows participants to delve deeper into topics of interest.

5. Incorporate Branding:

Logo and Brand Elements : Prominently display the logo and relevant branding elements. Consistent branding across materials reinforces the presenter’s identity and message.

Quality Printing (for Physical Handouts):

High-Quality Paper: Opt for a paper that feels substantial and professional. The tactile experience of quality paper can contribute to a positive perception of the handouts.

Readable Fonts: Choose fonts that are easy to read, even from a distance. The goal is to make the content accessible to all participants.

6. Digital Enhancements:

Hyperlinks and Multimedia: Hyperlink relevant sections for easy navigation in digital formats. Including multimedia elements, such as videos or interactive content, adds dynamism to the handouts.

Responsive Design: Ensure that digital handouts are responsive to various devices. A user-friendly design accommodates different screen sizes and devices.

7. Highlight Key Points:

Emphasis Techniques: Utilize formatting tools to emphasize crucial information. Whether through bolding, italics, or color, draw attention to key points for better focus.

Post-Presentation Resources:

Additional Reading: Provide a curated list of readings or resources for further exploration. This demonstrates a commitment to ongoing learning and offers participants avenues for continued engagement.

Contact Information: Include clear contact details for presenters or subject matter experts. This facilitates post-presentation communication, encouraging participants to reach out with questions or feedback.

8. Feedback Section:

Survey or Feedback Form: Design a concise survey or feedback form. Collecting participant feedback is invaluable for refining future presentations and tailoring content to the audience’s needs.

9. Call-to-Action (CTA):

Pro: End with a clear call to action for the audience to take the next steps. A well-crafted CTA guides the audience on what actions to consider after reviewing the handout.

Con: Unclear or demanding CTAs may lead to inaction . If the call-to-action is ambiguous or if it requires too much effort from the audience, it may result in a lack of follow-through. Ensure that your CTA is straightforward, feasible, and aligns with the goals of your presentation.

Check this out to know how to research for a presentation:

By meticulously implementing these strategies , presenters can create handouts that not only serve as supportive materials but also elevate the overall presentation experience for participants.

Creating a presentation handout involves selecting tools that offer flexibility, design capabilities, and ease of use. Here are some tools you can consider for crafting effective presentation handouts:

Microsoft Word:

Pros: Familiar interface for most users, extensive font and formatting options, compatibility with various file formats, ability to track changes and collaborate through Microsoft 365.

Cons: Limited design features compared to dedicated design tools, potential formatting challenges when collaborating with users of other word processors.

Google Docs:

Pros: Excellent real-time collaboration features, cloud-based accessibility from any device, auto-save functionality, and integration with other Google Workspace apps.

Cons: Basic design options, may lack advanced formatting features needed for complex layouts.

Pros: User-friendly with a drag-and-drop interface, extensive template library for quick design, and a diverse range of visual elements and icons, suitable for both beginners and professionals.

Cons: While many features are free, some advanced elements and templates are paid, and may not be suitable for intricate designs.

Adobe InDesign:

Pros: Industry-standard design tools, precise control over layout, advanced typography options, and support for complex document structures.

Cons: Steeper learning curve, may be overwhelming for beginners, subscription cost for full access.

Microsoft PowerPoint:

Pros: Familiar interface for creating presentations, easy integration of multimedia elements, ability to convert presentations to printable handouts.

Cons: Primarily designed for presentations, not as feature-rich as design-specific tools for complex layouts.

Google Slides:

Pros: Seamless collaboration features, integration with other Google Workspace apps, cloud-based accessibility.

Cons: Limited design options compared to PowerPoint, may not support intricate formatting needs.

Lucidpress:

Pros: Online collaboration, templates available for various document types, professional-grade design tools.

Cons: Some features may require a subscription, and may not be as widely known or used as other tools.

Piktochart:

Pros: User-friendly interface, suitable for beginners, focuses on infographics and visual storytelling.

Cons: Free version limitations, may not be as versatile for general document creation.

Conclusion .

Selecting the right tool for crafting presentation handouts depends on factors such as design complexity, collaboration needs, and personal familiarity. Microsoft Word and Google Docs provide straightforward solutions with collaborative features, while design-specific tools like Canva, Adobe InDesign, and Visme offer advanced creative options. The choice between PowerPoint, Google Slides, Lucidpress, Piktochart, Venngage, and design software like Adobe Illustrator depends on the balance between user proficiency, required features, and budget considerations. By weighing the pros and cons, presenters can make a strategic choice that aligns with their presentation objectives and enhances the overall impact on their audience.

Click here to embark on an enlightening adventure. 

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12 Tips to Prepare Handouts in a Presentation

• By Judhajit Sen
• May 14, 2024

A presentation handout is a presentation aid given to people attending a lecture, conference presentation, or talk. It helps them understand the main points and remember what was said. It’s not just an executive summary of the slides; it can include more details about each topic. This makes it easier for the audience to grasp the essential ideas and refer back to them later. 

A good handout adds extra value to a PowerPoint presentation by expanding on what was discussed and keeping the slides tidy. It can include dense facts and figures that might clutter the slides, making the presentation look clean and professional. 

Creating a presentation handout make it easier for the audience to follow along and remember the key points. They’re also handy for people who couldn’t attend the presentation but still want to know what was discussed. So, an effective presentation handout isn’t just helpful for the presenter, it’s useful for everyone involved.

Key Takeaways

• Reinforce Memory: Creating a handout helps people remember key points from your presentation by allowing them to review the information later.
• Detailed Information:  Handouts enable you to delve deeper into topics without overwhelming your audience during the presentation, especially useful for complex subjects.
• Enhanced Calls to Action: Including contact information or action prompts in handouts can facilitate follow-up actions, particularly beneficial in sales pitches or business presentations .
• Potential Distractions:  Handouts might distract attendees, draw attention away from your verbal presentation, and potentially spoil surprises if read ahead.
• Information Security:  Distributing sensitive information via handouts carries risks of unauthorized dissemination, potentially compromising confidentiality.
• Strategic Distribution: Deciding when to distribute handouts depends on factors such as presentation style and audience dynamics, with options including before, during, or at the end of your presentation. Sharing beforehand can enhance focus and convenience for note-taking, while delaying distribution may seem punitive.

Pros and Cons of Using Presentation Handouts

Handouts in a presentation have advantages and disadvantages. Here’s a breakdown of the arguments for and against them.

Arguments for using handouts –  

Helps remember and reinforces points: Handouts are handy because they help people remember what you talked about. After your presentation, folks can take the papers home, review them again, and remember the important stuff. It keeps your presentation alive in their minds even after you’re done talking. 

Allows more details: You can’t cover every tiny detail during presentations. You want to keep it lively and engaging. Handouts come to the rescue here. They let you go into more depth without overwhelming your audience. You can explain technical stuff, timelines, and numbers better. This can be helpful, especially for internal company presentations where you must cover all bases. 

Strengthens the call to action: A good call to action make it easy for people to do what you want them to do. Handouts can make this happen. For example, in sales presentations , you can leave behind papers with all the info prospects need to contact you later. It simplifies things, especially if they need to talk it over with others first. 

Arguments against using handouts –  

Can be distracting: Some folks argue that handouts steal the show. Instead of paying attention to you, people might end up reading what’s on paper. It’s like having a side attraction that detracts from your central performance. Some even say it’s like shooting yourself in the foot because you’re giving people something else to focus on before you start.

Audience might read ahead: Presentations are all about building suspense and excitement. But if people read ahead, it spoils the surprise. Imagine you’re about to reveal a big secret, but everyone already knows what it is. It’s like the plot twist in a movie being spoiled before you even watch it. That’s not cool. 

Loses control over information: Your information is precious, especially sensitive company information. Handing out papers with essential data can be risky. What if they get copied or end up in the wrong hands? It’s like giving away the keys to the kingdom. You want to keep your information safe and sound, not let it wander off where it shouldn’t.

Tips for Creating Effective Handouts in a Presentation

Creating a presentation with handouts is as crucial as planning your speech and slides. These tangible takeaways can reinforce your message, provide additional information, and serve as a lasting reference for your audience. Here are some key considerations to keep in mind when you create effective presentation handouts – 

1. Plan Ahead: Don’t leave handout creation as a last-minute task. Allocate enough time to make your handout alongside your speech and slides. Rushing to put something together moments before your presentation can result in an ineffective and hastily made handout.

2. Avoid Printing Slides: Resist the temptation to simply  go to print option with your slides. This approach lacks effectiveness and may only make sense to readers with additional context. Instead, create your handout by typing out the content in the Notes pane of your ppt software to create more informative handouts.

3. Reflect Your Presentation: Ensure that your handout mirrors the structure and content of your presentation. This cohesion allows audience members to easily connect them with the key information presented during the talk, enhancing comprehension and retention.

4. Add Extra Information: Use handouts to provide supplementary information your presentation couldn’t cover. This additional content can inspire further exploration of the topic and cater to audiences seeking more in-depth knowledge.

5. Include References: Include citations in your handout if you reference research or external sources during your presentation. This enables interested individuals to delve deeper into the subject matter and validates your claims.

6. Create Action Sheets: Consider including action-oriented content in your handouts to encourage audience members to apply the insights gained from your presentation. Action sheets or worksheets  engage your audience  and help reinforce critical takeaways.

7. Ensure Stand-Alone Clarity: Your handout should be understandable even to those who didn’t attend your presentation or revisit it later. Provide brief background information about yourself for context, ensuring that the content can stand alone as a valuable resource.

8. Provide White Space: Leave ample white space for notes pages on your presentation handout design so attendees can take notes. This encourages active engagement during the presentation and consolidates all relevant information in one accessible document.

9. Maintain Professionalism: Your handout represents you and your presentation slides, so it should reflect professionalism. Proofread diligently, maintain a consistent brand identity, and ensure the layout is visually appealing.

10. Offer Additional Resources: Explore alternative handout templates for sharing supplementary materials, such as DVDs, websites, or online platforms. Providing diverse resources caters to different preferences and extends the conversation beyond the confines of the presentation.

11. Consider Digital Options: Consider creating digital alternatives like webpages or social media pages besides Microsoft Word printed handouts. These platforms facilitate ongoing engagement, allowing audience members to comment, ask questions, and access additional resources.

12. Communicate Limitations: If certain information discussed during the presentation is not included in the handout, clarify it to your audience. This transparency prevents confusion and encourages direct engagement for further clarification.

Adhering to these guidelines ensures that your presentation handouts serve as valuable assets that complement your verbal delivery and contribute to a memorable and informative audience experience.

The Best Time to Distribute Handouts in a Presentation

Deciding when to distribute your handout isn’t about finding a perfect moment. To help you figure out what’s best for your situation, it’s good to know how timing can affect your audience – 

Handout before the presentation: If you share your handout beforehand, some of your audience might peek ahead, which could split their attention during your talk. Think carefully if this suits your presentation style.

Handout during the presentation:  Give out handouts when they can support what you’re saying visually or emphasize your points.

Handout after the presentation: If you choose this option, your handout should include your contact information. If you’re sending it electronically, PDF works well. Adding a copyright notice might be smart, depending on who’s getting it.

Tip – Sharing the reading material before the actual presentation can be helpful. Some worry it might make the audience fidgety or distract them, but experience often shows it doesn’t hurt their focus. Many appreciate not having to jot down everything, allowing them to focus better on your words. Plus, they can make their own notes right on the handout. Waiting until the end of the presentation to give it out might make it seem like a punishment.

Crafting Effective Handouts in a Presentation

Handouts serve as invaluable presentation aids in reinforcing key messages, offering additional insights, and providing lasting references for your audience. They extend the reach of your engaging presentations beyond the confines of the spoken word, offering tangible takeaways that enhance understanding and retention.

Planning ahead is essential when preparing handouts, avoiding last-minute rushes that can result in ineffective materials. Resist the urge to simply print out your slides; instead, craft reading material that reflect the structure and content of your presentation while providing supplementary information and references for further exploration.

Consider incorporating action-oriented content to encourage audience engagement and maintain professionalism through diligent proofreading and consistent branding. Offering diverse resources and digital alternatives ensures accessibility and caters to various preferences.

Deciding when to distribute handouts depends on your presentation style and audience dynamics. While sharing them beforehand may seem counterintuitive, it enhances focus and allows for note-taking convenience. Adhering to these guidelines ensures that the distributed content effectively complement your verbal delivery, contributing to a memorable and informative audience experience.

Frequently Asked Questions (FAQs)

1. Why are handouts necessary in a presentation?

Handouts help people remember key points and provide extra details not covered in slides, making it easy for the audience to grasp information.

2. How do handouts benefit both the speaker and the audience?

Handouts reinforce the speaker’s message and serve as a lasting reference for the audience. They allow them to review the material at their own pace, even if they can’t attend the presentation.

3. What are the advantages of using handouts during a presentation?

Handouts aid in memory retention, allow for more in-depth explanations and strengthen calls to action, such as providing contact information for follow-up purposes.

4. What are the possible drawbacks of using handouts in a presentation?

Handouts may distract from the speaker, spoil surprises in the presentation, and pose risks of information leakage, especially with sensitive data.

5. How should handouts be prepared effectively?

Handouts should be planned alongside the presentation, reflect its structure and content, include supplementary information and references, and encourage audience engagement through action-oriented content.

6. When is the best time to distribute handouts during a presentation?

The timing of handout distribution depends on the entire presentation style and audience dynamics. However, sharing them beforehand can enhance focus and convenience for note-taking, while distributing them afterward ensures accessibility for further reference.

Craft Stellar Handouts with Prezentium: Your Key to Memorable Presentations!

Are you looking to make better presentations? Prezentium offers expert assistance in crafting stellar handouts that reinforce your message and captivate your audience. With our AI-powered services, we ensure that the reading material are not just summaries of slides but comprehensive documents that add value to your presentation.

Our overnight presentation service guarantees timely delivery, providing you with meticulously designed handouts by the next business day. Need help transforming ideas into exquisite presentations? Our team of specialists is here to assist, offering header design and template creation expertise.

But that’s not all – our Zenith Learning program comprising presentation trainers combine structured problem-solving with interactive communication training workshops, ensuring that your handouts engage and resonate with your audience.

Don’t settle for ordinary handouts. Elevate your presentations with Prezentium and leave a lasting impression on your clients. Contact us today to learn more about how we can help you craft exceptional handouts that amplify the impact of your presentations.

Why wait? Avail a complimentary 1-on-1 session with our presentation expert. See how other enterprise leaders are creating impactful presentations with us.

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Creating a Handout to Support and Enhance Your Presentation!

Got a  presentation coming up and need to create a useful handout to complement it? Great idea – but how do you go about it? Many people think handouts are just used in college, but in the business world they can be really useful to reinforce the content of your presentation.

Whether it’s a business meeting or a training course, a handout will underscore your points and support your presentation when done right.  It can be tricky, though, to decide on what to include, the format, how to structure a handout and at what point of the presentation to distribute it.

Before starting to create your handout, you need to think about such things as structure, content and timing . This blog covers everything you need to know!

What is a Handout?

As the name suggests, a handout is any type of document that a speaker hands out to participants during a lecture, presentation, conference or meeting. It allows your audience to get a clear overview of the main points, or to sum up what they have heard afterwards.

A handout isn’t just a summary of slide titles; it can be much more detailed, summing up each individual topic and serving as a reference for core concepts and central insights.

What is a Handout actually for?

Your handout must provide added value . It contains information either covered or referred to in your presentation, allowing you to expand upon what might have only been touched on, and free your slides from clutter.

It can not only summarise your arguments, but can relieve pressure on your slides:  dense facts and figures can be sidelined to the handout, allowing your PowerPoint presentation to be slick and professional.

Handouts offer three main advantages to your audience, depending on when they’re given out:

• The audience can follow what is said during the presentation
• The audience can make their own notes to supplement or clarify for themselves what you have presented
• It consists of an overview of what you have presented, which can then be read by interested parties

A handout not only means that you can create a clean and uncluttered presentation, but allows your audience to understand your points better and remember them afterwards .  It’s also very useful for conveying your arguments to anyone who may have missed the actual presentation.

Tip: So why not just Start with the Handout?

There are obvious advantages both to your audience and yourself to having of a clearly structured handout. Once you know what to do, they can be relatively straightforward to produce.  Of course, this still takes time, and you need to allow for this.

Cobbling together a handout at the last moment is not only stressful, it can be counterproductive, as it undermines your professionalism and never goes unnoticed.

TIP: For a change, why not start your presentation with a handout ? By getting the essentials out of the way first, you can then develop your presentation step by step using the handout as a basis.

The great advantage here is that you not only end up with a detailed handout, but you find a s trong common thread , allowing you to  create an equally “crisp” presentation and navigate your way through it.

Creating a Handout: How to Structure it

As with most things concerning design, the motto “ less is more ” applies very effectively to handouts. In concrete terms, this means: do without whole sentences and make use of key points, abbreviations, arrows and symbols. Ideally, your handout should not consist of more than two A4 pages.

In addition to important information from your presentation, a handout needs to include the following :

• Basic information, probably in the upper left corner of the handout, such as the location of the presentation and the speaker’s name and title
• The date, probably in the upper right corner
• A concise heading – preferably the title of your presentation – centered
• Page numbers in the footer
• A clear structure, based on the individual headings of the presentation
• A consistent page layout using standard, unembellished fonts such as Arial or Times New Roman

The structure of your handout should follow the structure of your presentation, especially if you give out the handout during your presentation. It is best to limit your points to those which support your main argument. Keep the sub-items on the handout as simple as possible and don’t go into too much detail.

To make your handout visually appealing, it helps to think about the font. In addition to using clear, standard fonts , as mentioned above, try to keep the font size in the headers and footers uniform and smaller than in the main part.

TIP: Create an area for the audience to make their own notes on your handout. Either make the right margin wider or leave a few lines of space under your last point.

Handout Content – Short and to the Point

You’ve decided the layout of your handout, entered the key points and created a rough outline. Now it’s time to expand on individual points and create the main content of your handout.

Before doing so, focus on your target audience : how much background knowledge can you assume they have on the topic of your presentation?  Keeping your audience in mind means you tailor the handout to their level, avoiding technical terms where they would distract from your point, including them when you are faced with an audience knowledgeable in a particular discipline. 

It is very important to condense the core statements of your presentation into key points, rather than including a distracting stream of text. This way, you retain your audience’s full attention.

TIP: To arouse your audience’s curiosity right at the beginning of your presentation, you could include an upbeat quote, a proverb or a question. Choose a slightly provocative question to get your audience thinking from the start. You can repeat this verbatim on your presentation handout.

Although the main thing about handouts is that they should be short and concise , they should still be understandable when read outside the context of your presentation.  If this is forgotten, they can’t act as an aid to your audience’s memory afterwards.

Nice-to-have: Additional Information on Your Handout

The main elements of a handout, as covered above, can be supplemented by additional information as you choose. This can even include pictures or graphics. Depending on the topic, a visual element can really clarify and supplement your main argument and tie things together.

As a rule, however, it pays to keep pictures and graphics on your presentation slides because they take up too much space on the handout. The costs and benefits need to be weighed up in each individual case.

It is also a good idea to include contact information on the handout; an e-mail address is the minimum. Depending on the type and purpose of the presentation, you can also provide your business address and telephone number.

If your handout consists of several pages, it helps to put your contact details in the header so that they appear on every page. It can be useful to include a short bibliography in your handout if you’re using quotes or information from other sources. This way you can also link to relevant websites or further reading on your topic that may be interesting for your audience.

TIP : At the end of your handouts you can include questions or food for thought to stimulate discussion. This is particularly useful if you wish to conduct a question and answer session after your presentation.

Tutorial: Creating a Handout with PowerPoint

When time is of the essence, PowerPoint has a feature that allows you to create a handout in minutes. Using the “Create handout” function, you can transfer a PowerPoint presentation to Microsoft Word, adapt it there and optimize it for printing.

With just a few clicks you can choose which presentation slides should appear on the handout. The number of slides can also be easily adjusted and you can cut text or expand it as necessary. You can also decide whether the handout should include a note margin, a header and/or a footer.

Your PowerPoint presentation remains untouched during this whole process. In addition to the option of printing the handout, you can also save it directly in Word as a Word or PDF document – a simple way to make the handout digitally available to your audience.

• Open your presentation in PowerPoint.
• To find the handout master, open the View tab in the top taskbar.

3. In the Master Views submenu you will find, among other things, the Handout Master.

The practical thing about this is that with just a few clicks, you can choose slides from your presentation to form a basis for your handout. It’s also easy to customize headers and footers – to insert your contact details or page numbers, for example.

It’s really easy to choose the size, number and design of your pages here; and PowerPoint also offers the option of exporting the handout you have just created to Microsoft Word. This makes it simple to print out or offer to your audience as a file.

• To do this, click on “File” in the upper task bar and then on “Export” .

2. Select Create handout .

3. In the context menu that opens, you can decide whether your handout should have a margin for adding notes, for example, or other useful options.

When is the Best Time to Distribute Your Handout?

There is no such thing as the perfect time. To help you decide the timing for your particular presentation, it helps to understand how timings influence your audience:

• Handout before presentation : In this case, you have to expect at least some of your audience to have leafed through the handout and read ahead, meaning that at any point they know what’s next. This can sometimes mean that your audience’s concentration is divided, so you need to consider carefully whether this option is appropriate.
• Handout during presentation : Distribute your handout at the point when it is useful as support, either in terms of visual illustration or as a means to emphasize your argument.

Our tip: Share your handout prior to the presentation . It is often the same arguments that are used when it comes to giving out the handout before the presentation: ‘Too restless, the audience rustles with the papers and does not concentrate on the lecture’ and many more. You probably know the arguments.

Nevertheless, our 25 years of experience with PowerPoint shows that these arguments should not be believed. Experience shows that it does not negatively affect the concentration of the audience, but even has positive effects for many to know that they do not have to take notes and that a protocol is available so that they can fully concentrate on the presentation.

In addition, listeners can add other relevant notes directly to the handout. If you withhold the handout until the end of the presentation, you also run the risk of having carried out a kind of unspoken “disciplinary action.”

Conclusion: Don’t go without a handout!

Whichever timing you decide upon, a well-prepared handout can be an effective tool to support your presentation , acting as a guide and memory aid for both you and your audience. Used properly, they can increase the interest and attention of your audience, and allow you to give a clear and professional presentation.

Need help with creating a presentation and a great handout to go with it? We have years of experience in the field of PowerPoint presentations. Just get in touch, and our team can help you create exactly what you need ► presentation agency

If you have any further questions about handouts, or anything to do with PowerPoint, feel free to get in touch at [email protected] . We’re always happy to help!

You might also be interested in the following articles:

• PowerPoint Presenter View
• Insert Notes in PowerPoint

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How to make presentation handouts

• Written by: Kieran Chadha
• Categories: Presentation skills , Visual communication
• Comments: 1

Presentation handouts and leave-behinds are a great resource, giving your audience a tangible reminder of you and the company you represent. The problem is that they’re oft-neglected and oft-ignored. So how can you create presentation handouts that not only accurately represent your content, but look great and don’t take a fortnight to make?

How to make presentation handouts in PowerPoint: Basic method

If all you want to know is how to print your slides and speaker notes together, you came to the right place!

• Save a new copy of your presentation.
• Delete any overlapping visuals or anything that won’t print well.
• Go to File then Export and select PDF .
• In the window that opens there is an Options button – click it.

• Click OK then Save .

Your PDF will feature an image of each slide with the accompanying speaker notes underneath. Needless to say, make sure your presenter notes are ‘audience safe’ first. You can send the PDF file as an email or print it. The finished result is cheap ‘n’ cheerful – a great option if you’re in a rush.

The problem with simply using your slides and notes is that presenter notes often aren’t written with the audience in mind – they’re there to jog the presenter’s memory, not inform the audience. Any materials you leave with your audience should be just as thought-through and polished as your presentation. So, let’s go back to square one and think about what should be in a presentation handout.

What should a presentation handout include?

Begin by pinning down what you want your presentation handout to achieve. Do you want your audience to remember the benefits of choosing you as a supplier? Do you want them to understand a specific process? Do you want to remind them of your pricing options? Or do you want to provide a place for them to make notes whilst you present?

Only the last aim actually calls for a presentation handout. Anything you give to your audience during or before your presentation will inevitably be a distraction; they will read the information, rustle the paper and generally pay less attention to you. Any presentation handout – that is, any material you give out before or during your presentation – should include a simplified version of your slides and plenty of blank space for notes. And that’s it.

However, if you want to provide your audience with a tool to refer back to, to remind them of what makes you unique or how they should carry out a certain process, what you need is a leave-behind.

What is a presentation leave-behind?

A presentation leave-behind can pack a punch, covering less material than the presentation, or more. It’s a piece of content you can either leave behind you when you’ve finished your presentation, or send to your audience a couple of days later to jog their memories. A good way to get started is to think about how you want the piece to be used. Here are a few less traditional leave-behind options to get you thinking:

• A 1- or 2-page summary of the most critical points

• A one-slide-per-page recap of the content you covered
• A process diagram

• An in-depth exploration of all the content plus much more
• A reference guide covering technical specifications, pricing etc.

Once you free yourself from the idea that a presentation handout or leave-behind has to be an exact replica of your slides and notes, the sky is the limit. When you’ve decided on the format for your leave-behind you can start to create it. A cut-and-paste job might not be the best solution; you may well have to rework some of your material to make it accessible for an audience revisiting it a week or two down the line.

How to create effective presentation leave-behinds

If you don’t want to create something from scratch, then a good approach is to use what you can from your slides, and write new notes to accompany them. We all have a dire recall rate when it comes to new information (see Ebbinghaus’ 1885 research for just how bad), and audiences are no different. Don’t overestimate how much they’ll remember; make your hand-out self-explanatory, accessible and informative. Cut out all the extraneous data (e.g. the history of your company) and focus on your key points.

There are two main formats to choose from when you’re ready to share your leave-behind.

Method one: PDF

• Save a copy of your presentation and create a simplified version of your slides

Be brutal and delete all the slides that don’t contain need-to-know information. Good content to include is your value proposition and main benefit points as these remind your audience of what differentiates you from the competition. You may also want to include any useful technical information or processes.

• Copy your slides into a word document and add text

In your PowerPoint file, right click on the slide you want to copy and select Copy . Then, in your Word document go to Home , Paste , Paste as Picture .

To create appropriate text pull from your presentation notes but also make use of any other collateral you have, like brochures, your website, promotional videos etc. To avoid overwhelming your audience with too much information add hyperlinks to relevant sections of your website or other resources. If you publish the document as a PDF, your audience will be able to click these hyperlinks and access the information they need.

And finally, it’s a good idea to add a call to action to encourage on-going communication.

• Save the document as a PDF

To save a Word document as a PDF go to File , click Export , then Create PDF . A benefit of doing this in word rather than exporting directly from PowerPoint, is that you have more control over the formatting so can keep it on-brand and looking good. If you want to add more design elements, you could also build the leave-behind in PowerPoint. Change the slide size by going to Design > Slide Size > Custom Slide Size .

Of course, you could print the document but, putting aside poor print quality and environmental concerns, with paper handouts you have no way to track how many people have looked at the document or whether it has been ignored. However, with a PDF you can…

• Distribute using an email marketing service

Instead of printing and handing out your material, save the trees and save it as a PDF, then use an Email Marketing System like MailChimp to distribute it. You might not be able to see super detailed analytics, but you’ll still get useful data on who opened your message, and who showed interest in the material – all helpful stuff.

Method two: Video

There’s a sort of unwritten assumption that handouts have to be a document, particularly a document with slides. That’s not the case, and it’s often not the best method of delivery for follow-up content. Paper or a PDF has its advantages – it’s simple, easy to distribute and reasonably effective. However, it is limiting. It is less personal and might be ignored if it’s too dense. A powerful alternative to the conventional paper hand-out is to use PowerPoint to record narration and to output as narrated video. It’s a much more engaging, effective way of refreshing your audience’s memories.

• Make a simplified version of your PowerPoint deck

Again, you don’t want to send your audience your full twenty-five-minute presentation. Go through your content and trim it down to the essentials. Keep the key visuals and key benefit points.

• Write a script

A video with you um-ing and ah-ing over your slides isn’t particularly engaging or professional. You need to write a script so you can say precisely what you want to with no irrelevant detail or mistakes.

You audience won’t want to take much time out of their day, so aim for 3 – 5 minutes of content. We have some useful resources for script writing on our blog – start here .

• Record yourself presenting the new version

Once you’re happy with your script, you need to record yourself presenting the deck. Again, we’ve got a few stellar recourses to help:

• How to record narration in PowerPoint
• Recording voiceover for a narrated presentation
• Preparing for a presentation voiceover
• Export the video

To save your video go to File > Export > Create a Video . Make sure Use timings and narrations is selected on the drop-down menu.

• Host the video online

Finally, make your video accessible to your audience. The beauty of using a platform like Vimeo is that it sits in the cloud so can easily be updated with new material. Viewing figures can be tracked, there are integration possibilities with other platforms, and reminders can be sent out for those that haven’t yet watched it. Vimeo is one option – but any trackable multimedia platform is a good method for delivering your content.

To see some example of short, narrated videos, visit our YouTube page .

Conclusions

Digital, custom-made leave-behinds are a change. And you’ll want to address this change when your audience sits down, eager to take home a couple of sheets of A4. However, the benefits are great: they get a more engaging, helpful resource, and you can track its reach, easily refresh the content and measure its success.

If you decide to use the good old-fashioned paper method – there’s one thing I’d encourage you to avoid: don’t distribute your presentation hand-out before you start speaking. It’s one of the most common mistakes we see, and it can really negatively impact the audience’s attention level. If you give your audience something to read, they will naturally start to read it. And from that point on, it’s a struggle for even the best presenter to command the room’s full attention.

Hold off until the end of the session but let everyone know that a handout will be available, so they don’t spend the entire session making their own notes. You want them attentive and engaged throughout and a little reassurance at the start goes a long way to help ensure that.

However, choosing a less traditional route can help you stand out from the crowd, so consider ditching the standard presentation handout for something a bit more creative.

Ready to transform your sales presentation too? Read our ultimate guide !

Kieran Chadha

Principal consultant; head of brightcarbon academy, related articles, review: glisser online interactive presentations.

• Presentation skills / Sales presentations / Presentation technology

Glisser is an online platform that allows you to create interactive presentations that can be used for marketing, training or any other type of events. The site has different functions available for presenters, attendees at events and event planners which all focus on allowing for increased presenter-audience interaction. Since creating engaging visual presentations is what we do, I decided to take a closer look at Glisser and see what it’s all about and how the various functionalities work.

The ULTIMATE guide to presentation skills

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Presentation skills is a daunting area for many, but being a good presenter isn't something you're just born with. Even the most nervous, or clueless of presenters can learn how to present like professionals just by following some key advice.

5 ways to make your presentation more visual and effective

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Looking for some quick tips on how to create a more effective presentation? Know you want to make your PowerPoint slides more visual but not sure how?

Kieran, surprise surprise, someone’s commenting on a three year old article! I agree with all of your comments in relation to a live presentation but do you think they apply equally to an eLearning presentation (not a webinar)? For instance, I have sometimes used an on-line workbook/journal to encourage audience reflection/journaling/note-taking which some individuals don’t like. It seems that an ‘off-line’ paper version would benefit those who prefer not to leave the current screen or who distrust digital privacy. Do you think this would be distracting or does the fact that the individual could pause (be advised) to pause on-line content whilst writing make the difference?

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A big and sincere thanks for all of your superb help and effort in preparing such fantastic material and for all your excellent coaching tips. Look forward to working with you again soon. Greg Tufnall Siemens

Home Blog Presentation Ideas The Best Ways for Summarizing Business Presentations

The Best Ways for Summarizing Business Presentations

Two things are the easiest to lose when delivering business presentations. The first is the context, and the second follows very closely, to that, in the interest of your audience. The best way to avoid death by PowerPoint during a business presentation is to summarize your content smartly, in what we call a presentation summary . This article will explain some of the best ways to summarize business presentations using several methods.

Table of Contents

What is a Presentation Summary?

Why should you summarize business presentations, what should be included in the presentation summary, how to summarize business presentations, methods of summarizing different types of presentations, examples of presentation summary, final words.

A presentation summary is an essential part of a talk, providing a brief and clear overview of the main points and key takeaways for the audience. It condenses the speaker’s ideas and any critical conclusions or recommendations, so the audience can easily understand and remember the presentation.

You want to add a summary slide for your presentations for the following reasons:

• A presentation summary emphasizes the core message of a talk that you want your audience to take away.
• Presentation summaries provide clarity on complex information.
• A presentation summary allows you, the speaker, to refresh your audience’s memory and improve retention.
• Lastly, a presentation summary is a helpful reference for the audience to review the presentation’s key points.

Overall, a well-crafted presentation summary is a valuable tool for ensuring that the audience fully grasps and appreciates the presentation’s key messages.

Summarizing presentations, especially business presentations, can be a great way to connect with your audience by sticking to what matters and avoiding losing the translation context. Summarizing presentations can also have many other benefits that can really help you shine as a presenter and take off some of that public speaking anxiety. Below are a few reasons why you should summarize your business presentations.

To Make Content Easier to Explain

Every now and then, we see a presenter who likes to create text-heavy slides and a confusing monotone. Summarizing a presentation can help prevent some of these issues. While some people might have issues due to fear of public speaking, making things easier to explain can’t hurt your chances of delivering a presentation without alienating your audience.

To Make Content Easier to Follow

When a topic is too complex for an audience, it does not help to use jargon outside their area of expertise. This happens more often during business presentations than presenters tend to realize. For example, a presentation discussing a new production process might not be easy to understand for people from the finance or sales department. To make the presentation easy to follow for everyone, a diagram or summary of the process might be easier to explain.

Summarizing business presentations, be it in the form of bullet lists, highlighted keywords in small paragraphs, or focusing on visual aids, can be a great way to make your content easier to follow for your audience. To make your presentation have the required impact, such a summary might actually be necessary rather than an option. Otherwise, you may end up with death by PowerPoint.

To Avoid the Context from Getting Lost in Translation

It is arguably easier to follow a summarized version of the context rather than information that might be too much to handle for an audience. Something that many presenters can tend to forget is the attention span of the audience. Research suggests that the average audience attention span has greatly reduced over the past few years amidst a digitized world. A 2015 research by Microsoft highlighted how the audience could lose interest as quickly as 8 seconds. A second less than the goldfish! More recent research has produced similar results, blaming social media for declining attention spans.

Understanding the need to keep your audience interested can help a presenter summarize their slides to avoid losing the context. This is not necessarily linked only to attention spans, as presentations that are lengthy, dull, and lack stimulation can produce the same negative result. Therefore, it is necessary to summarize your context and keep your audience interested using eye-catching visuals, interactive presentation sessions, and at times, short breaks.

Here are the essential components of a good presentation summary.

1. Key Points of the Presentation

The purpose of a summary in a presentation is to reinforce the key message or messages you want your audience to take with them. Since this slide will serve as a quick reference to the main points of your talk, you want to condense the key points of your presentation into bullet points.

2.  Call to Action

A call to action in the presentation summary can help solidify the main points and key takeaways of the presentation while also motivating the audience to take action. It is especially important if the goal of the presentation is to inspire change or promote a product or service. Without a clear call to action, the audience may forget about the presentation and not take any further steps.

If you’re presenting complex information, adding visual aids may help simplify your message to something your audience understands and remembers. Studies have shown that people remember and understand information better in visual formats such as graphs, charts, or images. You could even create a video summarizing the main points of your presentation in a visually captivating way.

4. Contact Details of the Presenter

Including your contact details in a presentation or summary has many benefits. It makes it easy for the audience to get in touch with you after the presentation and shows that you are willing to engage with them. It may help strengthen your brand.

Now that you know why let’s take a look at how to summarize business presentations in a manner that can help keep your audience interested. To create a presentation summary, you can:

Identify the Main Points of Your Presentation

The central idea of the presentation’s summary slide should be the key message or takeaway that the presenter wants the audience to remember. To identify the essential points of a presentation, you can ask yourself:

• What is the problem my presentation is trying to address?
• What is my goal in delivering the presentation?
• What insights do I want to leave my audience with?

By considering these questions and analyzing the presentation’s content, you can determine the central idea or main point you should highlight in the summary slide.

Create an Outline

It is best to start by collecting your thoughts and outlining what you intend to present. You can take notes and create a sequence that best suits your presentation context. This will also make it easy for you to make your presentation. Starting from the basics to the conclusion. You can use a tool like ChatGPT as a PowerPoint summarizer, which relies on generative AI technology , to create your summary for your presentation. In our article about ChatGPT Prompts for Presenters , we suggest a prompt to use for summarizing your PowerPoint presentations. Another option is to our AI PowerPoint generator called SlideModel.AI to create a summary of your presentation.

Use Key Highlights in Slides

If you are confused about what content to include in your presentation summary slides, you can pick the key highlights of your presentation. For example, when discussing a business forecast, you can discuss the key trends briefly in your slides. A chart, diagram, or table with basic information can help explain the context quickly and easily.

Emphasize Important Bits of Data, Trends & Analysis

There are some ways you can highlight key aspects of your slides. This can include bullet lists, diagrams, or using a different color for important bits of text. For the latter, you can highlight the names of areas, important financial figures, or other important keywords or phrases to make it easy to present and explain your context. Doing so can also help you quickly recall important information and focus on it, without the need to read your slide to remember where to discuss next.

Use Self-Explanatory Visuals

In economics, students are taught the fundamental concept of unlimited wants and limited resources, often by visualizations. You might see a sketch of a dragon about to eat the whole planet in his hands, with the dragon labeled as ‘wants’ and the planet labeled as ‘resources.’  Visuals like these can help explain complex ideas in a single image. Presenters can use similar visualizations with the help of visual slides or infographics . Not only can such images be downloaded from various websites offering stock images, but you can also use readymade PowerPoint templates to edit and create something similar by labeling infographics and diagram slides.

Use Appropriate Layouts that Support Your Content

A presentation discussing critical issues, losses, and failure can fall on deaf ears if the severity of the issue isn’t explained with a bit of emphasis. Not only does the presenter need to ensure this in his/her tone but also in visuals. Using layouts with colors in red or graphics indicating danger or loss can be a way to edge the message in your audience’s minds visually. Similarly, when discussing rosy prospects, a layout that gives calming visuals can be effective.

Many presentations related to improving the environment and reducing pollution use green layouts to encourage the audience to adopt something visually depicted as desirable and healthy. Similarly, presentations about vacations and tourism often have visuals of sandy beaches, water bodies, and people having fun. The use of relevant visuals and layouts can help support your context without saying too much.

Use Speaker Notes to Support Your Presentation

If you’re worried about losing sight of important information without cramming text in your slides, you can use speaker notes. These are hidden notes that the presenter can see when presenting their presentation. You can learn more about using this feature from our guide about using and printing speaker notes in PowerPoint .

There are a number of methods to cut down on text to summarize your slides. Different types of presentations might need various techniques to do this effectively. Here are a few suggestions to help you summarize different types of presentations using various methods.

Dashboards for Data-driven Presentations

A little-known gem for presenters is the use of Dashboard slides. With Dashboard PowerPoint Templates , you can design data-driven presentations by adding various bits of information in a single slide. This might include tables, charts, diagrams, and clipart in a single slide, divided into various sections.

Quizzes for Informative Presentations

Making your context memorable for an audience can be easier by using interactive sessions. If you’re a teacher, trainer, coach, or giving a product demo, looking to help your audience remember important parts of information, you can use quizzes. The use of quizzes can also help keep your audience attentive and make the session fun for them.

Infographics for Depicting Trends and Complex Data

Infographics can help sum up complex information with visual aids. A diagram about user preferences over the past decade in the form of stats might seem boring. However, the same presentation summed up using infographics can help explain the trends easily. For this purpose, a PowerPoint Template with Infographics can be a great way of quickly designing slides with relevant information.

Timelines and Roadmaps

Timelines and roadmaps are often used to discuss project progress, historical context, and forecasts. Using them can be a good way to summarize lengthy details in the form of a few milestones, dates, and labels.

Business Diagrams that can Help Summarize your Slides.

Business diagrams can be another tool to summarize your presentation. Be it a SWOT or PESTEL analysis, sales funnel, or other business diagrams, you can easily incorporate the entire analysis or discussion using a single visualization.

Making Content Memorable

In a previous article about presentation tips , we mentioned the rule of three. This is an age-old rule implying that anything used three times is ‘perfect’ or memorable. You can use this rule by mentioning key highlights at the start, the middle, and the end of your presentation. Such as perhaps something that triggers a call to action. Similarly, you can repeat a word or phrase three times to make it memorable for your audience. Other techniques that you can use include the use of Rhetorical Triangle and the Zeigarnik Effect .

Sales Summary

Here’s an example of a basic presentation summary for sales, which discusses the sales performance of a diet food manufacturer.

The important figures are highlighted using a graph, which clearly shows the company’s sales trends within a year. Below the graph are the conclusions or the key contributing factors to the success.

The speaker also acknowledged the audience (the employees and stakeholders) and left them with a call to action by encouraging them to innovate more.

Customer Journey Summary

Here’s an example of a customer journey summary for presentations. The horizontal map presents each stage of the customer journey, allowing the audience to quickly grasp the overall flow of the service experience.

The conclusions, on the other hand, highlight the critical lessons from the customer journey example. They provide actionable insights for optimizing processes from marketing to product delivery.

Business Proposal Summary

Here’s an example of a summary slide for a business proposal presentation . It encapsulates the prospect’s pain points with visualizations to create urgency.

The presenters’ implementation plan quickly follows, outlining key strategies and activities to be undertaken. There are also quantifiable expected results, which add credibility to the proposal.

The summary slide ends with a polite encouragement for further discussions, leaving the prospect with the specific contact person.

Project Launch Summary

This slide shows what a project/product launch summary looks like. Using a simple three steps diagram, it maps out the timeline of the website development project. The summary slide includes the project’s key milestones — from its early stage and project launch date down to the evaluation — giving the audience a quick reference of the entire process.

Including the project goal sets a clear expectation for the stakeholders and encourages them to explore opportunities for the future.

When summarizing presentations, it’s good to consider what questions to raise or what pattern to follow to make your presentation sequential and memorable. You can look at the potential good questions to ask, and paraphrase to summarize content while using relevant visualizations and layouts. Whether you’re someone afraid of public speaking or an experienced presenter, knowing that your presentations are brief and to the point can give you a sense of calm. It can also help boost your confidence as you look to grab the valuable attention of your audience while keeping them awake amidst short attention spans and critical details tied to what you are presenting.

1. Key Takeaways Concept Slides for PowerPoint

Use this eye-catching template to summarize the key takeaways from your PowerPoint Presentation.

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13 Best Practice Tips for Effective Presentation Handouts

by Olivia Mitchell | 75 comments

Your presentation handout is the lasting concrete manifestation of your presentation. It’s an important part of the total experience for the audience:

But most of us focus on preparing what happens during the presentation, not what happens afterwards . Here are the benefits of having handouts:

Benefits for the presenter

• They allow you to cut down on the amount of material you cover in your presentation and so not commit information overload .
• They allow you to stop worrying about forgetting what you want to say .
• Audience members will have a concrete reminder making your presentation more memorable.
• Audience members can easily contact you later.

Benefits for audience members

• They allow audience members to relax about having to note down what you’re saying.
• If they like taking notes, they’ve got a place to do it.
• If they’re inspired by your topic, they’ve got more information on it.
• If they want to refresh themselves later on what you covered they’ve got a place to go.

Tips for Presentation Handouts

1. prepare your handouts in plenty of time.

Don’t leave it till the last moment to create your handout. I’ve been guilty of this. We’re most concerned about the actual presentation and not making a fool of ourselves up on the stage so you work on what you’re going to say and the slides, and then 30 mins before your presentation you realise you should have a handout and hurriedly put something together. Handouts are much too important to be relegated to an afterthought.

2. Don’t just print out your slides

This is lazy and not effective. If your slides are bullet-point slides (not recommended) then they will often be cut-down sentences which will no longer make sense to the reader a week later. And if they are visual slides (recommended) then they’re also unlikely to make sense without additional text. If you’re presenting with visual PowerPoint slides, one of the easiest ways of creating a handout is to type the text of the handout in the “Notes” pane of the PowerPoint edit screen. Then print your slides as “Notes”. You’ll have an effective handout.

3. Ensure your handout reflects your presentation

An audience member should be able to relate the handout to the presentation they’ve just attended. If you use the Notes pane of PowerPoint as I’ve suggested above this will happen naturally as you’ll be guided by the visuals you’re using in the presentation. You handout should have the same title as your presentation and should follow the same structure so that audience members can easily find the information they want.

4. Add more information

Presentations are not a good format for transferring a lot of information . However, they are good for inspiring people to find out more about a topic. That extra information can be in the handout. And if you’re the sort of person who wants to tell the audience everything you know about the topic… you can put it in the handout.

5. Include references

If you’re citing research do include the references in the handout. For most presentations (scientific presentations to a scientific audience would be an exception), don’t clutter up your presentation or your slides with references. But do be able to say: “The reference for this research is in your handout.” Let your audience know where they can find out more: books, websites, blogs etc.

6. Consider creating an action sheet

Handouts are a great place to help people put ideas from your presentation into action. You could either list a series of actions that people can take, or provide a worksheet that people fill in on what actions they will take as a result of your presentation. Have people fill in the action sheet near the end of your presentation.

7. Make your handout stand-alone

The handout may be passed onto people who were not at your presentation. Or an audience member may look at it a year from now when they’ve forgotten most of your presentation. Make sure that it will make sense to them. For people who weren’t present include brief credibility-establishing information about you.

8. Provide white space

Some people like to take notes during a presentation. Provide plenty of white space (or even some blank pages at the back) so that they can take notes on the handout and so keep all the information related to your presentation in one place.

9. Make your handout look professional

The handout is the concrete reminder of your presentation. It may also get passed onto other people who were not at your presentation. So it should enhance the perception people have of you:

• Have someone proofread it
• Create a consistent look and feel with your brand (this may include a logo and colors)

10. Consider what additional resources you can provide for your audience

You’re not limited to paper. My bioethics teacher friend who presents at bioethics and education conferences across the globe provides each of her attendees with a DVD with lesson plans and resources.

11. Consider creating a webpage

Cliff Atkinson suggests creating a “home page” for your presentation in his book The Backchannel . If you don’t have a website, you could create a squidoo lens or a Facebook Fan page . Or if you’d like to do more than that, create a wiki website (try pbworks or wikispaces ) or use blog software. Both of these can be done for free and just a little technical courage (techphobics shouldn’t try this). All of these options allow readers to comment on what you’ve written, so it’s a great way of continuing the conversation with audience members. For instance, audience members can ask you questions they weren’t able to ask at the time.

If you decide to go the web way, you can cut down the hard copy handout to one page with the most important points from your presentation, your contact details and the web address.

12. Distribute the handout at the beginning of your presentation

This is a perennial topic of debate amongst presenters. Some people are concerned that if they distribute the handout first, people will stop listening and start leafing through it. The problem here is not the handout, it’s that your presentation is not engaging enough.

Not distributing it till after the presentation suggests that you think you know best how people should pay attention to your information. Let your audience decide for themselves.

Recent research suggests that providing handouts to university students before the lecture does not harm their learning.

Update: In the comments to this post, Cathy Moore , Mike Slater and Adam Lawrence have identified three good reasons for distributing your handout after your presentation. I’ve highlighted these reasons in a new post: Three good reasons to distribute your handout after your presentation .

13. Do tell people if it’s not in the handout

Finally, if you go off on a tangent in reply to a question, do let them know that the answer is not in the handout.

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• Jan 26, 2023

Presentation Handouts [What, How, Why & When]

Are you looking to learn about presentation handouts in detail? This is the best article you can read on the subject matter. So, you’ve reached the right place.

Presentation handouts are often considered an “afterthought” when preparing for a presentation, but they are a powerful tool for engaging & educating the audience. Whether you’re giving a business presentation, teaching a class, or speaking at a conference, handouts help reinforce key points and ensure that the audience retains most of the information. Isn’t that the ultimate goal for the presenter?

In this article, we will explore what exactly is a presentation handout, where they’re used, how to create your own handouts & most importantly…when should you distribute them.

But, before you trust our information & expertise, you have the right to know…

Who are we? & Why are we writing an article on presentation handouts?

Ink Narrates is a presentation design agency specializing in creating impactful and high-stakes presentations for executives, professionals, and founders. To help our clients make the most of their presentations, we always recommend the effective use of handouts. With that in mind, we’ve put together a comprehensive guide for anyone looking to learn the ABCs of presentation handouts.

I’ll tell you the truth. Making handouts isn’t really a piece of cake. So, let’s break the complex subject into small parts for better learning.

What exactly are presentation handouts?

In my opinion, this quote does the best job of explaining,

“The handout is the bridge between the presentation and the audience’s long-term memory.” —  Jerry Weissman (Author of Presenting to Win: The Art of Telling Your Story)

I must admit, the quote served as the motivation for writing this article.

Presentation handouts are materials that are distributed to the audience during or after a presentation. They can be in the form of a printed document, flyer, brochure, infographic, or PDF.

For example, a teacher giving a lesson on a certain topic might provide handouts with exercises or puzzles related to the topic, as well as a list of key terms and definitions. This would allow the students to engage with the material in a more interactive way, and also have reference material to use after the presentation is over.

How are handouts used in business presentations?

For those of you who’ve heard the term presentation handouts for the first time. Here are some examples where presentation handouts are commonly used in business presentations,

Sales presentations: To provide detailed information on products or services, pricing, and other relevant details that can help close a sale.

Conferences and trade shows : To provide attendees with a summary of the key points discussed during a panel discussion or keynote speech.

Board meetings and company-wide presentations: To provide detailed financial reports, performance metrics, and other important data to shareholders or employees.

Annual general meetings: To provide shareholders with detailed information about the company’s performance, plans for the future, and other important information.

Training and development sessions: To provide attendees with a summary of the key points discussed during the training, as well as additional resources for further learning.

Business proposals and pitch decks: To provide potential investors or clients with detailed information about the company, its products, and its vision for the future.

Product launch events: To provide detailed information about the new product, its features, benefits, and target audience.

Employee orientation and onboarding: To provide new employees with detailed information about the company’s culture, policies, and procedures.

Project progress reports: To provide team members and stakeholders with detailed information about the progress of a project, including timelines, milestones, and key achievements.

It’s not an exhaustive list, there are many more events depending on the company and the industry. But, I hope you got a general idea.

How to make your presentation handouts? (The DIY tips)

So, you’re crafting your own handouts? How brave of you! I know you’re not a designer by trade so let’s make it simple & divide the process into two parts,

How to write content for your handouts

How to design your handouts.

Even though I can’t teach you designing & content writing through an article, I can definitely share some useful tips in detail. So, you can refer to this article while making your own presentation handouts.

1. Use the “upside-down” approach

Use an “upside-down” approach when you start planning for the content. This means to start thinking about the ultimate goal of your handout & what you would like your audience to do with the information they have received. By starting with this end goal in mind, you can ensure that your handouts are focused on achieving it.

For example, if your goal is to generate leads/sales, you may want to include a clear call-to-action (CTA) in your handouts, such as contact information or a discount code.

If your goal is to educate your audience, you may want to include additional resources or a summary of the key points discussed in your presentation. By imagining your CTA first, you can ensure that your handouts are tailored to achieve your desired outcome.

2. Decide on your message structure

Creating a presentation handout is a complex and challenging task. Hence, before beginning to write the content, it is essential to establish a clear structure for your message. Having a well-defined message structure in place ensures that the information is presented in a logical and easy-to-understand manner.

Without a message structure, the content writing process can become disorganized and scattered, leading to a lack of focus, direction & loads of burnout!

You’re not the only one to suffer though! It may cause confusion for the audience and make it difficult for them to understand and retain the information presented.

3. Imagine the visual design

It is essential to think about the visual design in conjunction with the content. By considering the design elements while writing the content, you can ensure that the two elements are seamlessly integrated and work together. This coordination between design and content is crucial as it can greatly enhance the overall impact of your presentation handout.

4. Write impactful content

It is crucial to ensure that the content is easily understandable for the intended audience. One way to achieve this is by avoiding the use of jargon and technical terms, as these are often confusing or off-putting for those who are not familiar with the subject matter. Instead, it’s important to use clear and concise language that is easily accessible to all members of the audience.

Also, keep in mind that handouts are a supplement to the presentation, not a replacement for it. So, it should be to the point key takeaways and additional resources for further learning.

1. Keep it consistent

Ensure that the presentation handouts align with and reflect your brand. Consistent branding across all of your company’s materials helps to establish a professional image and create a sense of cohesion and recognition among your audience.

Incorporating your company’s logo and color scheme into the handouts is a simple yet effective way to establish branding. You can do this by using your company’s official font, color palette, and imagery. Apart from that, use a consistent format throughout the handout, so it looks and feels like it’s part of your company’s materials.

2. Mind the white spaces

Utilize whitespace effectively. Whitespace, also known as negative space, refers to the areas of a design that are left blank or unoccupied by text or graphics. Utilizing whitespace can be beneficial in a number of ways.

Firstly, using whitespace in your handouts helps to make the content more visually appealing and easy to read. By allowing for negative space between text and graphics, you can create a clean, uncluttered design that is easy on the eyes. This is especially important when dealing with a lot of text or detailed information, it breaks up the content and makes it more manageable for the audience to digest.

Furthermore, whitespace helps to draw attention to the most important elements of your handout. By strategically placing whitespace around key takeaways or graphics, you can make these elements stand out and draw the audience’s attention.

3. Use bullet points

Bullet points help break up long blocks of text and make the content more visually appealing and easy to read. Instead of listing everything in a long-form text, bullet points allow you to present the information in a concise and structured manner.

It also helps to emphasize the key takeaways and make them stand out, which is especially useful for audiences who are pressed for time or easily overwhelmed by a large amount of information.

4. High-quality images

High-quality images in presentation handouts are an essential aspect of visual storytelling & greatly enhance the effectiveness of your message.

Images are a powerful tool that can help convey complex ideas and information in an easy way. They are used to illustrate key concepts, provide visual examples, and engage the audience in the story you are telling. By using high-quality images that are visually appealing and relevant to the presentation, you can create a more engaging and memorable experience for your audience.

5. Use a clear hierarchy

Visual hierarchy is important for designing presentation handouts. It refers to the arrangement of elements on a page in order of importance and is used to guide the viewer’s eye and direct their attention to the most important information, making it easy to understand, navigate, and remember.

For example, good typography can help you achieve hierarchy, making it easier for the audience to understand and follow the information presented.

6. Leverage icons & illustrations

Icons are simple and easily recognizable symbols that can be used to quickly convey a specific idea or concept. They can be used to break up text and create visual interest on the page. Illustrations, on the other hand, can be used to provide a more detailed and in-depth visual representation of a concept or idea.

The use of icons and illustrations helps to create a sense of fun and excitement for the audience, making the presentation handouts more memorable and enjoyable to read. Additionally, the use of icons and illustrations makes the handouts more accessible and inclusive.

What’s the best time to distribute handouts in a presentation?

The best time to distribute handouts in a presentation can vary depending on the context and the specific goals of the presentation. However, here are a few general guidelines you can follow

Distribute handouts at the beginning of the presentation: This allows the audience to have the handouts in front of them as you present, which can help them to follow along and take notes more easily.

Distribute handouts after a key point: If you have a key point in your presentation that you want the audience to pay extra attention to, you can distribute the handouts after you’ve covered that point. This can help to reinforce the key information and make it more memorable for the audience.

Distribute handouts after the presentation: If you want the audience to be able to refer back to the handouts later, it might be best to distribute them after the presentation is over. This can also be useful if you want the audience to fill out a survey or evaluation form on the handout.

Distribute digital handouts: In the case of online presentations, you can distribute handouts in the form of a pdf or a digital file, which can be shared with the audience via email or cloud storage.

Ultimately, the best time to distribute handouts will depend on the specific goals of the presentation and the audience’s engagement & attention span.

Work with us

If you find this to be overwhelming or feel that the DIY method isn’t for you, please don’t hesitate to reach out to us. We specialize in presentation design and would be happy to assist you with your presentation needs.

Ink Narrates is a Presentation Design Agency .

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Writing-Related Software Tutorials

How to Create Handouts in PowerPoint (Printable & Editable)

By Erin Wright

Quick Links:

How to Create Printable PowerPoint Handouts

How to create editable powerpoint handouts with microsoft word.

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than 100 other writing-related software tutorials on my YouTube channel .

The images below are from PowerPoint for Microsoft 365 and Word for Microsoft 365. These steps also apply to PowerPoint 2019, PowerPoint 2016, and PowerPoint 2013.

• Select the File tab in the ribbon.

• Select Print in the Backstage view.

• (Optional) If you don’t want include all your slides, enter specific slide numbers separated by commas or a number range (e.g., 3,5,7,9-14) into the Slides text box.

• Select the Full Page Slides menu.

• Select an option from the Handout section in the menu. (You may need to use the scrollbar on the right side of the menu to see all the options shown here.)
• One slide per page
• Two slides per page
• Three slides per page with lines for notes
• Four horizontal slides per page
• Six horizontal slides per page
• Nine horizontal slides per page
• Four vertical slides per page
• Six vertical slides per page
• Nine vertical slides per page

• (Optional in PowerPoint for Microsoft 365 only) Uncheck Print slide numbers on handouts if you don’t want to include slide numbers.

• (Optional) Enter the number of copies into the Copies text box.

• Select the Print button.

PowerPoint doesn’t provide a way to save the handout options you just chose. So, repeat these steps if you need to print additional handouts in the future.

Important Note: Some users may have difficulty exporting large PowerPoint files into Microsoft Word. If you encounter problems, please see the Microsoft Support website for two possible solutions .

• Select the File tab in the ribbon (see figure 1).
• Select Export in the Backstage view.

• Select Create Handouts in the Export screen.

• Select the Create Handouts button.

• Select a page layout option from the Send to Microsoft Word dialog box. (The dialog box label may be abbreviated to “Send to Microsoft…”)
• Note next to slides
• Blank lines next to slides
• Notes below slides
• Blank lines below slides
• Outline only (This option only pastes the text from your slides, not the slides themselves.)

• Select the Paste or Paste link option. (These options won’t be available if you selected “Outline only” in step 5.)
• Paste duplicates your slides and notes (if applicable) into a Word document.
• Paste link duplicates your slides and notes (if applicable) into a Word document and creates a link between the files. Therefore, if you update your PowerPoint slides, the Word file will update also. (Unfortunately, the links don’t apply to PowerPoint notes.)

• Select the OK button.

Your PowerPoint file will be pasted into a Word document. This process may take several moments if your PowerPoint file is large.

• If Microsoft Word doesn’t open automatically, select the Word icon in the Windows taskbar.
• Within Word, your slides and notes (if applicable) are placed in a table. Select the table selector to see the table rows and columns, which you can adjust or delete.

For more information about working with tables in Word, please see “ Three Ways to Insert Tables in Microsoft Word .”

How to Update the Link between Your PowerPoint Slides and Your Word Handouts

If you selected Paste Link in step 6 but don’t see updates in your Word handouts after updating the PowerPoint slides, right-click the slide in the Word file and then select Update Link from the shortcut menu.

Continue to add content to your new Word file, and then save and print it as you normally would.

Related Resources

How to Save Shapes and Objects as Images in PowerPoint

How to Convert PDFs to PowerPoint Slides in Adobe Acrobat

How to Insert a Linked PowerPoint Slide in Microsoft Word

Updated November 02, 2021

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How to Give a Killer Presentation

• Chris Anderson

For more than 30 years, the TED conference series has presented enlightening talks that people enjoy watching. In this article, Anderson, TED’s curator, shares five keys to great presentations:

• Frame your story (figure out where to start and where to end).
• Plan your delivery (decide whether to memorize your speech word for word or develop bullet points and then rehearse it—over and over).
• Work on stage presence (but remember that your story matters more than how you stand or whether you’re visibly nervous).
• Plan the multimedia (whatever you do, don’t read from PowerPoint slides).
• Put it together (play to your strengths and be authentic).

According to Anderson, presentations rise or fall on the quality of the idea, the narrative, and the passion of the speaker. It’s about substance—not style. In fact, it’s fairly easy to “coach out” the problems in a talk, but there’s no way to “coach in” the basic story—the presenter has to have the raw material. So if your thinking is not there yet, he advises, decline that invitation to speak. Instead, keep working until you have an idea that’s worth sharing.

Lessons from TED

A little more than a year ago, on a trip to Nairobi, Kenya, some colleagues and I met a 12-year-old Masai boy named Richard Turere, who told us a fascinating story. His family raises livestock on the edge of a vast national park, and one of the biggest challenges is protecting the animals from lions—especially at night. Richard had noticed that placing lamps in a field didn’t deter lion attacks, but when he walked the field with a torch, the lions stayed away. From a young age, he’d been interested in electronics, teaching himself by, for example, taking apart his parents’ radio. He used that experience to devise a system of lights that would turn on and off in sequence—using solar panels, a car battery, and a motorcycle indicator box—and thereby create a sense of movement that he hoped would scare off the lions. He installed the lights, and the lions stopped attacking. Soon villages elsewhere in Kenya began installing Richard’s “lion lights.”

• CA Chris Anderson is the curator of TED.

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Handouts in Powerpoint – Everything You Need to Know!

By: Author Shrot Katewa

When you go for a presentation, it is always a good feeling to have a Handout of it with you, that way it makes it easy to follow through with the presenter, even if you can’t see the screen properly.

To create handouts in PowerPoint, first, click on the “View” tab in the “Menu” ribbon. Then, click on the “Handouts Master”. Customize the handouts using the “Preview” option, and then click “Close Master View”. This will return to the normal view and the changes to your handouts will be saved.

However, this is just a quick summary on how to make handounts in PowerPoint. There are quite a few things you should know while creating handouts in PowerPoint. In this article, we shall cover all the nuances involved in creating PowerPoint handouts. So, let’s get started!

1. What are Handouts in PowerPoint and Why are They Used?

Microsoft PowerPoint slides can be printed or converted into a copy of “Handouts.” Handouts are either PDF, Word, or paper copies of a PowerPoint presentation that you can hand to the audience. 

They provide something substantial for your audience to take hand notes and to keep with themselves. Handouts can also be used for adding notes alongside each slide by the presenter.

2. How to Create Handouts in PowerPoint?

Creating handouts of a PowerPoint presentation can be helpful for both the presenter and the audience to keep track of all the slides. Besides, it allows the audience to review it even after the presentation is over. You can easily create handouts in Microsoft PowerPoint using the “Handout Master” feature.

2a. Using Handout Master on PC

On a Windows PC, you can create a PowerPoint handout. All you have to do is follow the 3 easy steps.

Step-1: Click on “Handout Master”

In the menu ribbon located at the top of the screen, click on the “View” tab. Then you have to click on the “Handout Master” option.

Step-2: Customize the handout

In the “Handout Master” view, you can preview the PowerPoint handout. The menu is divided into four main sections: “Page Setup” , “Placeholders” , “Edit Theme” and “Background” . You can use the options under each section to customize the handout according to your preference.

Step-3: Click on “Close Master View”

The final step is to click on the “Close Master View” button after customizing the handout. This will automatically save the handout and return it to “Normal View” where you can go back to editing the presentation slides.

2b. Using Handout Master in PowerPoint on Mac

To use the “Handout Master” in PowerPoint for creating handouts on Mac, follow the 3 quick steps.

Step-1: Click on “View”

In the menu bar at the top of the screen, click on the “View” tab. This will open the “View” menu right under the menu bar. Click on the “Handout Master” option in the “View” menu.

Step-2: Arrange the handout with the preferred settings

In the “Handout Master” view, you will find various options to customize the handout. Click on “Handout Orientation” to change the orientation of the handout.

You can also click on the “Slide Size” button to access the “Page Setup” dialog. You can also add or remove the “Header” , “Footer” , “Date and Time” and “Page Number” .

Step-3: Click on “Close Master”

The final step is to click on the “Close Master” option to save the preferred settings for the PowerPoint handout.

3. How to Create Multi-slide Handouts in PowerPoint?

Microsoft PowerPoint allows you to create handouts with one to nine slides per page. To create multi-slide handouts in PowerPoint, follow the 3 simple steps.

Step-1: Click on the “View” tab

The first step is to click on the “View” tab from the menu bar. In the “View” menu, click on the “Handout Master” option in the “Master Views” section.

Step-2: Click on the “Slides Per Page” option

In the “Handout Master” view, click on the “Slides Per Page” option which is in the “Page Setup” section. From the dropdown menu, click on your preferred number of slides for a single page.

Step-3: Click on the “Close Master View” option

Now all you have to do is click on the “Close Master View” option to save the multi-slide template for the handout. (shown in the image above)

4. How to Change Handout Orientation?

The handout orientation controls whether the PowerPoint handout will be in landscape or portrait mode. To change the handout orientation, follow the 3 simple steps.

Step-1: Click on the “Handout Master” option

The first step is to click on the “View” tab in the menu ribbon. Then click on the “Handout Master” option in the “Master Views” section.

Step-2: Click on “Handout Orientation”

The next step is to click on the “Handout Orientation” option which is the first option in the “Page Setup” section in the “Handout Master” view. This will open a dropdown menu. Click on “Portrait” for portrait orientation or click on the “Landscape” option for landscape orientation.

Step-3: Click on the “Close Master View” button

Now all you have to do is click on the “Close Master View” button to save the new orientation. The screen will return to “Normal View” (as shown in the image above)

5. How to Change Header and Footer of Handouts in PowerPoint?

Using the “Handout Master” in the PowerPoint presentation, you can change the header and the footer of the handouts. Follow the 5 easy steps.

The first step is to open the “Handout Master” view. You have to first click on the “View” tab in the menu ribbon. Then click on the “Handout Master” option in the “View” menu.

Step-2: Click on the “Header” and the “Footer” options /

In the “Handout Master” view, you can make both or either of the header and the footer disappear. To remove the header, click on the checked box beside the “Header” option in the “Placeholders” section of the toolbar.

Similarly, you can click on the checked box at the left side of the “Footer” option to make it disappear. To make them reappear, click on the unchecked box again and the checkmark will reappear.

Step-3: Click on the “Header” placeholder

To edit the header, click on the “Header” placeholder. It is located at the top left corner of the “Handout Master” . Then click on the “Home” tab in the menu ribbon. You can use the toolbar in the “Home” menu to edit the header of the handout.

Step-4: Click on the “Footer” placeholder

You can also edit the footer in a similar way. Click on the “Footer” placeholder located on the left side at the bottom of the “Handout Master” . Then click on the “Home” tab to access the editing toolbar. You can also drag the placeholder to resize or reposition it.

Step-5: Click on “Close Master View”

Now all you have to do is click on the “Close Master View” option in the “Handout Master” tab. This will save the edited changes of the header and the footer.

6. How to Change the Background of Handouts in PowerPoint?

Microsoft PowerPoint allows you to change the background of the handouts. This does not affect the background of the presentation slides. To change the background of the handouts, follow the 3 quick steps.

Click on the “View” tab in the menu ribbon at the top of the screen. Then click on the “Handout Master” in the “View” menu.

Step-2: Click on the tools in the “Background” section

In the “Handout Master” view, you can use the tools in the “Background” section to change the background of the handout. There are “Colors” , “Fonts” , and “Effects” options.

Click on “Background Styles” and then click on the “Format Background” option from the dropdown menu to customize the background.

To save the changes to the handout background, all you have to do is click on the “Close Master View” button at the top of the screen.

7. How to Preview Handouts in PowerPoint?

Using the “Print” option in Microsoft PowerPoint, you can preview the handouts. All you have to do is follow the 3 simple steps.

Step-1: Click on “File”

In the menu ribbon located at the top of the screen, click on the “File” tab. In the “File” menu, you have to click on the “ Print” option. Alternatively, you can press the “Ctrl+P” keys or the “Ctrl+Shift+F12” keys on your keyboard. This will open the “Print Preview” screen.

Step-2: Click on the “Print Layout” option

The next step is to click on the “Print Layout” option which is the second box under “Settings” . In the “Print Layout” menu, the default option is “Full Page Slides” . You have to instead click on the preferred handout layout from the “Handouts” section.

Step-3: Click on the “Next Page” arrow

Now you can see the handout preview of the current page. At the bottom of the screen under the preview, you can click on the “Previous Page” option which is the leftward-facing arrow to preview the previous pages.

Click on the “Next Page” option which is the rightward-facing arrow to preview the next pages of the handout. You can also use the “Zoom” option to zoom in or zoom out on the preview page.

8. How to Print Handouts in PowerPoint?

Microsoft PowerPoint allows you to print out handouts or save them as a PDF file. There are also multiple layouts available for printing handouts.

8a. How to Print Handouts in PowerPoint?

To print handouts in PowerPoint, follow the 4 easy steps.

Step-1: Click on the “File” tab

The first step is to click on the “File” tab on the left side of the menu bar. In the “File” menu, click on the “Print” option from the sidebar at the left side of the screen (shown in image below).

Step-2: Click on the “Full Page Slides” box

In the “Print Preview” screen, click on the “Full Page Slides” box under the “Settings” . It will open the “Print Layout” dropdown menu.

Step-3: Select the preferred handout layout

In the “Print Layout” menu, you will find 9 different options under the “Handouts” section. Click on your preferred handout layout. You can see a preview on the screen.

Step-4: Click on the “Print” button

In the “Printer” section, make sure that the correct printer device is connected to your computer. Now all you have to do is click on the “Print” button at the top of the screen.

8b. How to Print Handouts with Slide Number in PowerPoint?

You can easily print handouts with slide numbers in PowerPoint. All you have to do is follow the 4 simple steps.

In the menu ribbon located at the top of the screen, click on the “File” tab. In the “File” menu, click on the “Print” option.

In the “Print Preview” screen, click on the “Print Layout” option which is the second box under the “Settings” section. In the “Print Layout” menu, select your preferred handout layout under the “Handouts” section.

Step-3: Click on “Print slide numbers on handouts”

The next step is to click on the “Print slide numbers on handouts” option in the “Print Layout” menu. You will see a checkmark appear on the left side of the option. In the preview screen, slide numbers will appear under each slide.

Step-4: Click on “Print”

Now all you have to do is click on the “Print” button located at the top of the screen to print the handouts with slide numbers in PowerPoint

8c. How to Print Handouts as PDF?

To save the handouts as a PDF file, follow the 4 quick steps.

Step-1: Click on the “Print” option

The first step is to click on the “File” tab in the menu ribbon. Then click on the “Print” option from the sidebar at the left side of the screen in the “File” menu.

Step-2: Click on “Print Layout”

The next step is to click on the “Print Layout” option. It is the second box under the “Settings” section. In the “Print Layout” menu, select your preferred handout layout. There are nine different layouts available to choose from in the “Handouts” section.

Step-3: Click on the “Printer” box

Click on the “Printer” box to open a dropdown menu. Then click on the “Microsoft Print to PDF” option.

The last step is to click on the “Print” option. This will save the Microsoft PowerPoint handouts as a PDF document (as shown above).

9. How to Export Handouts to Word From PowerPoint?

In Microsoft PowerPoint, there is a feature that allows users to export handouts to Microsoft Word. Using this feature, you can edit the notes and rearrange the handout slides. To export handouts to Word from PowerPoint, follow the 3 simple steps.

In the open Microsoft PowerPoint presentation, click on the “File” tab from the menu ribbon. Then click on the “Export” option from the left sidebar in the “File” menu.

Step-2: Click on the “Create Handouts” option

The next step is to click on the “Create Handouts” option from the secondary sidebar in the “Export” screen. Then click on the “Create Handouts” button under the “Create Handouts in Microsoft Word” section. This will open a new dialog box.

Step-3: Select your preferred page layout

In the “Send to Microsoft Word” dialog box, click on your preferred layout under the “Page layout in Microsoft Word” option. Then click on the “Paste” option under the “Add slides to Microsoft document” section if you want to export the handout in its current state.

You can also click on the “Paste link” option if you want the exported handout to update when you update the PowerPoint. Finally, click on the “OK” button to export the handouts to Microsoft Word.

10. Difference Between Notes and Handouts in PowerPoint

The main difference between “Handouts” and “Notes” is that handouts are mostly designed for your audience while the notes are for you, the presenter. Notes usually contain the speaker notes and key points of a presentation. The handouts contain printed slides where the audience may add their own notes.

Credit to user18526052 on Freepik for the featured image of this article (further edited)

• All templates

Presentation Handout Template

AI generated Pitch Deck 🤖

When you're looking to create the best presentation you need the best handout template to impact your audience. Customize the presentation handout so that you can create a material for both oral presentations or ppt to be handed out for whom is listening to you, enabling to take notes or write questions.

An Intuitive Presentation Handout Template

Creating the best presentation handout template is an ingenious way of being impactful to your audience. Your presentation handout material eliminates the need to write down questions and take notes regardless of whether it is a PPT or an oral presentation.

Essentially, our presentation handouts will relieve your teams the stress of writing everything about the company on the slides. In addition, we create embeddable presentations that can automatically fit on any device and site you’re loading them. We help you avoid the old presentation habits that may restrain your ideas and limit your capacity to be creative.

Why handouts are important

Handouts have the power to free your mind and improve your slides. With a handout, you can include the main points of your talk by summarizing them in one page, references to further reading material , and your contact details. Meaning, you won’t have to incorporate everything you want to say in your slides. And, should your audience have questions or want more information weeks after the presentation, they can contact you through your contact details.

When creating a handout, you are compelled to write down the main points because you may only need one or two pages for your handout. When you include a key image from your presentation slides or associated graphics, your readers will always remember the presentation whenever they see these images or graphics. Unfortunately, some people make a mistake of handing out slides as handouts to minimize resources.

Take time to write your core messages. You can splash in some important figures, market statistics or unique value propositions. Handouts are usually relevant when given out after a presentation. You can tell your audience to pay attention to the presentation, instead of writing down short notes, because you’ll provide a handout with contact details at the end of the presentation.

Why Our Presentation Handout Template is a Must-Have

Talking about one core message in a handout is important. Instead of showing a lot of facts and numbers, we stick to the amount of information that your audience can soak in at a given time. This is a viable approach to condensing your handout message to make it more memorable. While it may be hard to compress everything into one core message, it is well worth it.

Summarize your core message with an inspiring story. A story is a perfect way to wrap up your core message as it summarizes the main points in your storyline. Moreover, a story will make your presentation handout unforgettable.

Our Presentation Handout Elements

Presentation storyline We keep the presentation storyline consistent throughout the handout without adding new elements. This is very important to avoid confusing readers.

Images Although it is not 100% necessary, we advocate for the use of images to make your handout more appealing and memorable. Remember, the use of images depends on your business’s industry as it might be purely unnecessary to include images in certain specialties. Images boost the readability of the handout.

Further reading Incorporating a lot of information in one handout, makes the presentation look crowded and may put off some readers. Therefore, we encourage the use of a “further reading” section in your presentation handout for readers who want to learn more.

Contact details At the end of the handout, it is important to include contact details. Readers might not be able to associate your handout with a random business card after a presentation. Therefore, it is very crucial to include current, relevant contact details that people can use to contact your business, a few weeks or months later. Contact details such as name, email, webpage, and social media accounts can do.

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Create or change a presentation’s handout

You can use the Handout Master tab to edit the appearance of presentation handouts, including the layout, headers and footers, and background. Changes made to the handout master appear on all pages of the printed handout.

To see the handout options, click the View tab, and then click Handout Master in the Master Views group.

This opens the Handout Master view.

Change the layout

In the Page Setup group, you can specify the number and layout of slides to print on each page, change the orientation of handouts, and set the slide size. You can use settings on all three menus— Handout Orientation , Slide Size , and Slides Per Page —to customize your layout exactly how you want it.

Set the slides per page

Click Slides Per Page .

Choose a layout option from the thumbnail images.

Tip:  The 3 Slides option includes lines that your audience can use to take notes.

Set the orientation

Click Handout Orientation , and then choose Portrait or Landscape .

Set the slide size

Click Slide Size , and then choose one of the options.

When PowerPoint is unable to automatically scale your content, it will prompt you with a message. Select Maximize to increase the size of your slide content when you are scaling to a larger slide size. (Choosing this option could result in your content not fitting on the slide. ) Select Ensure Fit to decrease the size of your content. (This could make your content appear smaller, but you’ll be able to see all content on your slide.)

To set a custom size, including width, height, slide numbering, and orientation of slides and notes, click Custom Slide Size on the Slide Size menu.

To make sure your slides will print the way you want, preview your handouts before printing.

Change headers and footers

You can adjust headers and footers in the Placeholders group. By default, the placeholders appear in the top and bottom corners of the Handout Master page.

Click in a text placeholder (Header, Footer, Date, or Page Number) to make changes to it. You can do things like:

Edit or add content in the text placeholders : In addition to text changes, you can use commands on the Insert tab to add graphics or other content types.

Format text shape and appearance : Select the text and use the options on the Format tab to make changes.

Change text placeholders : Drag a text placeholder to move it, and use the text box sizing handles to change its size.

Turn placeholders on or off : Clear the check box of the placeholder (Header, Date, Footer, or Page Number) that you want to turn off.

Change the background

You can change the background of your handouts (but not the background of your slides) in the Background group. You can also quickly change the font for all for your handout text at once, and you can apply special borders and visual effects.

Colors : Choose a color theme for your handout background. You may have to click Background Styles and choose an option to see it applied.

Background Styles : Choose a style option from the list. The colors displayed depend on your choice in the Colors list.

Tip:  Click Format Background at the bottom of the Background Styles list to open the Format pane and choose from more background options, such as advanced fill settings, artistic effects, and color and image settings.

Fonts : Choose a font from the list to quickly apply it to all headers and footers.

Effects : Choose an effect from the list to apply a theme effects, with features including shadows, reflections, lines, fills, and more.

Preview your handouts

To preview the way your handout will look when printed:

Click File > Print .

Go to Settings > Full Page Slides , and then under Handouts , select the layout you want and look at the preview pane. Click the File tab again to return to your previous view.

For more information about working with PowerPoint handouts, see:

Work with handout masters

Print your handouts, notes, or slides

Create your own theme in PowerPoint

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Blog > How to export & print handouts in PowerPoint

How to export & print handouts in PowerPoint

08.09.21   •  #powerpoint #tips.

PowerPoint allows you to easily create handouts to share with the audience after the presentation. You can also export your presentation with slides and notes to Word for further editing and formatting. You can find out how this all works and how you can print out the handouts at the end in this blog post.

Format & print handouts without notes

Format & print handouts with notes

If you want to make them available to the audience, you can easily print them out. All you have to do is select "Notes page" instead of "Full page slide" in the print settings.

Exporting and editing handouts in Word

When exporting a PowerPoint presentation to Word, a lot of memory is used. Therefore, this process can also take for a while. If you get the error message "PowerPoint could not write to Microsoft Word", try restarting your computer.

Share slides digitally with the audience

Printing handouts for every attendee is cumbersome and also not quite environmental friendly. A much better solution is using SlideLizard (a cool software for live audience interaction in PowerPoint) for your presentations. Attendees can join your talk with their smartphone (or Laptop) and see your slide live during the presentation . They can also browse previous slides and as well download the slides directly as a PDF (if you allow it). In addition, participants can take private notes on their own smartphones directly within SlideLizard. These notes remain linked to the slides and at the end of the presentation all participants receive their own notes via email. Moreover, attendees can mark the most important slides with a star to find them more easily later. Live polls & quizzes are also possible with SlideLizard. You can try SlideLizard for free today !

How do I create handouts in PowerPoint?

To create handouts in PowerPoint go to "Handout Master" in the "View" tab. You can format your handouts for all pages there.

How do I print handouts from PowerPoint?

To print your handouts you have to go to "Print" in the "File" tab. You can then choose how many slides you want per page under "Full page slides" in the "Handouts" group.

Related articles

About the author.

Miriam Rapberger

Miriam supports SlideLizard in the area of marketing and design. There she uses her creativity for blog posts, among other things.

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PowerPoint 101: The Ultimate Guide for Beginners

Are you struggling with PowerPoint? You need a quick design in PowerPoint but don't know where to start? Don't worry, you have nothing to be ashamed of.

In this article, we're going to refresh the most important PowerPoint basics so you can take advantage of this Microsoft software and create high-impact presentations at any time!

Millions of users worldwide use Microsoft 365 services , making PowerPoint the presentation design software with the highest market share. And with good reason! PowerPoint's features stand out for its usability and originality . We can tell you that PowerPoint is pretty intuitive software, and it's a great option to choose when working with presentations on a daily basis. So, are you ready for a quick PowerPoint 101 class?

Let ' s see what you ' re going to learn today with this PowerPoint Guide :

What is PowerPoint?

What are the best uses of powerpoint, powerpoint basics: what are the components of powerpoint workspace, mastering powerpoint: what are the main features of powerpoint, what are powerpoint templates and where to find them, time to practice how to make a presentation in powerpoint.

Microsoft PowerPoint is a presentation design software that is part of Microsoft 365 . This software allows you to design presentations by combining text, images, graphics, video, and animation on slides in a simple and intuitive way.

Over time, PowerPoint has evolved and improved its accessibility to users. For this reason, it has been adapted to the main operating systems and modalities:

• PowerPoint Online

Additionally, you can use Word and Excel in this online version. That way, you'll be able to make real-time changes in the cloud without fearing losing your files. Sounds great, right?

PowerPoint has a versatile range of uses. Here's a list of the different tasks you can complete with this presentation design software:

• Business presentations or Pitch decks.
• Marketing, Sales and HR plans.
• Project briefs and timelines.
• Inductions to new employees.
• Seminars and educational classes.
• Professional portfolio of photos or designs.
• Presentations of a research summary.
• Presentations for special occasions.

These are just a few examples of the multiple possibilities this Microsoft software offers. Your imagination is the only limit!

Stay tuned as we continue with this PowerPoint 101 Guide...

In order to deeply understand this presentation design software, you need to recognize its main components. Now it's time to learn about the PowerPoint basics!

A quick note before going any further: when opening PowerPoint, some of the commands in the ribbons will look grayish and won't be highlighted when you hover the mouse over them.

This happens since some commands need to be selected in order to function. For example, if you want to change the color of a text, you first need to select it.

That being said, let's start with this Guide for PowerPoint beginners:

PowerPoint Main Window

The first aspect to learn is PowerPoint Main Window. To facilitate the explanation, we've organized its main elements with numbers from 1 to 10:

Based on that, the main components of PowerPoint window are the following:

1. Quick Access Toolbar: allows you to customize commands to have them at hand. You only have to select it and go to "More commands."

2. Title Bar: shows you the name of your file and other "Suggested options" like Slide Master View . These options will vary depending on the use you give to the commands.

3. File Tab: you will see the Home Menu (PowerPoint backstage) by selecting it. There, you can create a new presentation, save it, print it, export it, and many other options.

4. The Ribbon: it's where PowerPoint tabs and tools are. These tools can also be called "commands" or “features.”

5. More Button or Down Arrow: these arrows allow you to view more tools or layout options in PowerPoint.

6. Slides Pane: shows your slides in thumbnail size. By right-clicking, you can access additional options for customizing each slide. Perfect for PowerPoint beginners!

7. Slide: PowerPoint's blank canvas and the frame to be seen when presenting the file.

8. Placeholders: they are dotted boxes that will store your content.

9. Status Bar: allows you to view the slide number, grammatical errors, speaker notes, and the comments on your file.

10. Zoom: allows you to enlarge or minimize your PowerPoint workspace. The range goes from 10 to 400%.

PowerPoint Tabs

The PowerPoint tabs are the control desk of your presentation . Since PowerPoint's features are too many, they're organized in tabs.

You can come and go between tabs as you need. Once you click on a tab, it will open its ribbon, and there, you'll be able to see all the tools related to that particular category.

This PowerPoint tutorial for beginners will give you an overview of all PowerPoint tabs . Pay attention to the following list:

• Transitions Tab
• Animations Tab
• Slide Show Tab
• Recording Tab

1. Home Tab

The Home tab is the most common tab of PowerPoint. This is the tab you'll probably use the most if you're designing a presentation deck from scratch.

It allows you to add new slides and change the text characteristics : font, size, boldness, underlining, alignment, etc. If you've ever used Microsoft Word, these features will be familiar to you.

Also, you will find commands to edit the characteristics of the geometric shapes you insert. This includes: fill color, line color, sharpe effects, among others.

2. Insert Tab

The Insert tab is exactly what its name says it is. In this ribbon, you'll find all the options concerning adding a new element to your PowerPoint presentation .

You can insert a picture, some geometric shapes, icons, WordArt graphics, among others. We can tell you that this tab is really helpful for PowerPoint beginners!

For example, if you have a lot of data in PowerPoint , you could add a chart or diagram to show your information in a more visual way. Also, you can embed videos or music into PowerPoint really easily.

• PowerPoint tip for beginners: To be able to write text on your slides, you need a text box. So, if you're designing your presentation from scratch, remember to go first to the Insert tab and add a text box to start writing.

3. Design Tab

If you are one of those people who enjoy choosing the design of a PowerPoint presentation, this tab will be your favorite.

The Design tab offers a wide range of premade designs , allowing you to get more polished slides. Even better, if you explore its ribbon, you can adjust the color palette and change the overall style of your PowerPoint deck.

The PowerPoint interface, as this basic PowerPoint Tutorial, is really intuitive. We believe that you won't have any problem with this tab!

4. Transitions Tab

Using transitions in PowerPoint is a dynamic way to move from one slide to the next during a presentation. This feature is PowerPoint's stamp, so don ' t miss it!

Some PowerPoint transitions are really classic, like wiping the old slide to present the new one. Others are somewhat over the top, like the “Vortex” or the “Airplane” effect.

If you click on each kind of transition, you'll see a preview on how it would look when presenting. Really cool, right?

5. Animations Tab

In case you want to add special effects for certain elements in your slides , the Animations tab in PowerPoint will interest you.

Like the Transitions tab, you will find various animation effects in this ribbon. It's a matter of trying and choosing the best one according to your needs!

6. Slide Show Tab

As its name says, the Slide Show tab is about presenting your slides . We really like that it gives you several options to show up your presentation!

Considering that you're a PowerPoint beginner, you're not likely to use the Slide Show tab very much.

But if you're curious about this command, you must read our article: How to Make a PowerPoint Slideshow that Runs Automatically?

7. Review Tab

The Review tab is not often used by PowerPoint beginners either.

However, if your job is related to writing or if you work at an international company, this tool can be extremely useful!

With this tab, you can check the slide's spelling, translate the text in real-time, and add comments to your slides . This last function can be helpful to give feedback to a colleague.

8. View Tab

This View tab allows you to change the view of your PowerPoint slides and make handouts from them, among other things.

As you can see, the majority of its commands are really specific. So you won't have any issues while designing, test and see!

In this section, our favorite command for PowerPoint beginners is Slide Master . Explore more about this tool in our guide!

9. Recording Tab

In the last versions of this design presentation software, PowerPoint added the Recording tab. As its name says, it allows you to record all your presentation slides .

This ribbon has advanced commands, so the most common action for a PowerPoint beginner is to take a screenshot or record the screen sequentially .

10. Help Tab

Finally, there is the Help tab. If you have any problem or question concerning how to use PowerPoint, you may go here to look for a solution.

In the latest versions, Windows has added a “Show Training” option. You can click this command to practice the PowerPoint basics since it will download training templates.

As a beginner in PowerPoint, you must recognize the objective of each PowerPoint tab to be able to master the software . But, in order to conduct an outstanding presentation deck, you also need to dominate its most important features. Let's see some of them in the next section!

If you feel ready to delve deeper into PowerPoint's tools, this section is for you.

As you may know , 24Slides specializes in creating outstanding presentations for any Design Project . So, we asked one of our experts about her favorite PowerPoint features, and we want to share them all with you!

Carmen Navarrete , Graphic Designer at 24Slides, highlighted the following features that will make your presentations stand out from the crowd:

PowerPoint Feature #1: Crop to Shape

This first PowerPoint feature is simple but effective!

Let's see how to use it:

• First, choose an image you want to cut and insert it into your workspace.
• Once inserted, select it with the mouse.
• Go to the "Picture Format" tab.
• Press the arrow of the "Crop" button (right side of the screen).
• Select "Crop to Shape."
• Choose your favorite shape and customize your PowerPoint presentation!

PowerPoint Feature #2: Merge Shapes

If you don't like any figure enough, you can create one from scratch!

This is possible thanks to the "Merge Shapes" option. Follow these steps to unleash your creativity:

• First choose an image you want to cut.
• Check the list of PowerPoint shapes (Insert tab > Shapes).
• Choose two or three figures you want to merge (they can be the same figure).
• Select the figures you are going to merge (see the image).
• Once selected, go to the "Shape Format" tab.
• Press the "Merge Shapes" option and the type of merge you want (test and choose!).

• A new figure will appear, and you must fill it with the image from the first step.
• Stay on the Shape Format tab and go to "Shape Fill" (button in the middle of the ribbon).
• Select "Picture Fill" and browse for your image.
• Select the image to fill your new figure, and that's it!

• PowerPoint tip for beginners: When your merged figure is ready, paste the image to the background of your slide to achieve a better result. This way, you can use your image as a canvas and see if both elements fit well.

PowerPoint Feature #3: Insert Icons

This PowerPoint feature is quite easy to follow for PowerPoint beginners!

Just follow these steps:

• Go to the Insert tab.
• Select the "Icons" option.
• A Microsoft 365 library will open, where you can search for the required icon.
• Now, you must insert it into your presentation and adapt it to your design.
• If you have an active Microsoft 365 subscription, you'll have access to a larger number of icons in PowerPoint.

• PowerPoint tip for beginners: If you want to learn more about icons in PowerPoint, read our article on How to Use Icons to Make Amazing PowerPoint Presentations .

PowerPoint Feature #4: Insert SmartArt

PowerPoint's SmartArt is one of the most popular and accessible tools to dominate while learning about PowerPoint basics.

To use it in your slide deck, you must:

• Select SmartArt.
• See all SmartArt categories and choose your favorite based on your needs.
• Add the text you have prepared and adapt it to your presentation.

We want to give you some ideas to master this SmartArt tool in PowerPoint: you can make timelines , flowcharts , and even a Venn diagram in just a few seconds. Try and see!

PowerPoint Feature #5: Remove Background

If you don't know how to use Photoshop and want to remove the background from an image, in this PowerPoint 101 Guide, we show you how:

• First choose the image you want to remove the background from.
• Insert the image in the PowerPoint workspace.
• Select the image and go to the "Picture Format" tab.
• Select "Remove Background" (first option on the left).
• You can keep and remove parts of the image with the first two tools of the ribbon (see image).
• Keep in mind that all the sections highlighted in purple will be deleted.

• We recommend zooming in to keep or remove parts of the image with more detail.
• Once you're done, press the "Keep Changes" button.
• Finally, adapt the new image to your PowerPoint presentation.

• PowerPoint tip for beginners: Choose a high-contrast photo or image for best results. In other words, the outline of the person or object you want to cut out must have clear edges and cannot blend with the image's background color.

PowerPoint Feature #6: Add Speaker Notes

The latest PowerPoint feature is a command you can use to prepare your speech before presenting to an audience.

Learning how to add speaker notes in PowerPoint is simple:

• Select the slide that needs some notes.
• Usually, there is a footer below the slide, but if not, you will have to activate it.
• Go to the View tab and select "Notes."
• The Speaker Notes section will appear, and you can add whatever you want!

• PowerPoint tip for beginners: In case you want to practice your entire presentation and have a lot of notes, go to the View tab and select "Notes Page" (fourth command). You'll be able to see all your Speaker Notes faster!

PowerPoint Feature #7: PowerPoint Translator

If you've ever wondered how to translate your PowerPoint Slides, we'll explain the step by step here:

• Go to the Review tab.
• Select the text you want to translate.
• Press the “Translate” button.
• A panel will open on the right side of the screen.
• Choose the language you need and you'll see the translation in real-time.
• If you press Insert, the text will change to the new translation!

PowerPoint Feature #8: Screen Recording

The process of recording your screen in PowerPoint is straightforward and intuitive. Let's see:

• Go to the “Record” or “Recording” tab.
• Press the "Record Slide Show" button or the “From Beginning” button (depending on your PPT version).
• A new window will open.
• Select the red record button and start recording!
• When you're done, select “Export.”
• By default, the video will be 1080p. If you want to lower the video quality, go to "Customize export."
• Name the video, save it to a folder and that's it!

As you may have noticed, this software has endless PowerPoint design options for beginners. We encourage you to try and test each functionality!

However, we're clear that PowerPoint has different features, so it can be hard to know where to start. That's why understanding PowerPoint basics is crucial if you truly want to master this software!

Our PowerPoint 101 Guide continues; stay tuned to discover more great stuff about this Microsoft software. Keep reading!

A PowerPoint template is a pre-made design that you can use for your own means, and that will save you a lot of time!

Templates in PowerPoint are a great resource for designing since all the structure is already done, and you only have to update the content . We can tell you they're the perfect resource for PowerPoint beginners!

They can be incredibly specific. For example, there are templates for a SWOT analysis or a complete Marketing report. Otherwise, templates can also be very general, with several slides with a similar design.

If you struggle with the artistic part of designing presentations, downloading PowerPoint templates will be a life changer!

How to download PowerPoint templates for free?

If you didn't know, 24Slides has an extensive repository of PowerPoint templates. But how to obtain them? It's really simple:

• First, create an account on our Free Templates Website with the button “Register” (that way, you can download everything without problems!).
• Think about the graphics you need and the ideal structure for your presentation deck (you can also change the color palette later!).
• Download it in PowerPoint format (if you prefer it in Google Slides format, you'll also find this type in our repository).
• Edit and change everything you need for your PowerPoint presentation!

24Slides Designers specialize in business and corporate PowerPoints, but you'll also find other types of templates on our website: Data templates, Timelines, Roadmaps, Matrixes, Diagrams, and more.

Keep in mind that a well-designed PowerPoint deck helps you communicate stronger messages to your audience . Don't waste this opportunity to make your presentation shine!

If you want to learn more about how to master PowerPoint, do not miss the last section. We'll show you some PowerPoint basics from the software itself!

A PowerPoint 101 Guide wouldn't be that useful with no examples. So, if you enjoy the step-by-step guides, this section is for you.

Below, we'll show you how to make a simple PowerPoint presentation. But first, here are some tips to be more efficient in the process:

• Be clear about what type of presentation you're going to create (is it corporate, playful, or more creative?).
• Make a draft with the most important information you need to add and, thus, generate a good structure in your presentation .
• Get inspired by examples on the internet , but adapt them to your needs and audience.
• If you will create a business presentation, keep in mind your brand identity .
• Make sure your PowerPoint works , you may need to update to the latest version or pay for the subscription.

Step 1: Make a draft to structure your presentation

As we said before, writing a draft or script of your content will be vital to start on the right foot as a PowerPoint beginner.

This advice is so important that we choose it as the first step to learning how to make a PowerPoint presentation. Remember: Planning is key!

Regarding the process of planning, we share some good practices:

• If your presentation will be very long , write down all subtitles and content in a Word document. This will help you organize your ideas and give a correct sequence to your narrative. In addition to avoiding redundancies in the message you want to communicate.
• If your presentation will use many visual resources , we recommend choosing high-quality images. This will help you have a starting graphic base. Some good free image repositories are Freepick , Unsplash , and Adobe Stock .
• If your presentation is based on data , have all your results summarized or your most relevant conclusions at hand. The idea of making a PowerPoint presentation is to show your information in the simplest way possible for your audience.

Step 2: Create a new document in PowerPoint

Once you check that all the functions are working fine with the software, please open it and go to the File tab. If you've ever used Word or Excel, you'll probably find this Home Menu familiar.

In short, this is the main page of PowerPoint, where you can create a new presentation or open an older one. Let's see:

In order to follow this part of our PowerPoint Tutorial correctly, take into consideration the following points:

• On the lower side of the screen, you'll find your recently opened PowerPoint files. This option is great for saving some time.
• If you don't find the presentation you're looking for, click on the “Open” option at the left bar and find older files.
• Don't forget to save your presentation with a relatable name so you won't lose sight of it!

Step 3: Choose the perfect design for your presentation

With your information ready in a draft, it's time to choose the design of your PowerPoint slide deck. You must imagine that the available design options are endless!

For practical reasons, you have three options regarding the design:

• Start a design from scratch (very difficult for a PowerPoint beginner).
• Choose an established PowerPoint design or layout.
• Download a PowerPoint template and modify some details.

Don't worry if you don't know how to continue! In this PowerPoint 101 class, we're going to explain step by step the second option:

How do you set a default design in PowerPoint?

• First, go to the Design tab.
• Open the list of options by clicking on the third arrow.
• Choose the design you like the most for your PowerPoint presentation.

If you want to explore more PowerPoint designs, there is a way to research online. For that, you only need to:

• Go to the File tab (first tab, next to the Home tab).
• Select "More themes" (see image).

• Use the search engine and write the keyword you want (it can be related to your business or it can be a color).
• Check the list of PowerPoint themes and choose your favorite.
• Wait a few minutes while it loads and keep designing in PowerPoint!

How do you change the layout of one slide in PowerPoint?

In this PowerPoint 101 Guide, you will also learn how to configure the layout of each slide.

Keep in mind that to have a high-impact presentation, you must adapt your slides' design to the type of content you'll add. And using layouts is perfect for this purpose.

To change the layout type in PowerPoint, follow these steps:

• Right-click on the slide you want to change.
• Select the "Layout" option.
• You will find more than ten layout models.
• Choose the one that best suits your content.
• Repeat these steps for each slide (if you wish or require).

How do you customize your slides in PowerPoint?

The design process in this PowerPoint 101 Guide doesn't stop there.

You also can customize your presentation's color palette , font style, background format , and graphics effects .

Just go to:

• Design tab > Variants.
• Select Colors, Fonts, Effects or Background Styles (as you need).
• If you're inspired and want to create your own background in PowerPoint, select Background Styles > Format Background.
• Finally, custom your slides as you want!

Step 4: Add all your information to your presentation

Now, it's time to add all your information to your slides. If your script is long, take your time to copy each part of it.

In this PowerPoint Tutorial, we're going to show how our design is going so far. We design at your side!

Step 5: Add transitions or animations to your presentation

The stamp of PowerPoint is its transitions and animations! Naturally, our PowerPoint 101 has considered these essential commands.

If you want to add them to your presentation and make your speech more fluid, follow these steps:

• Go to the tabs section of PowerPoint.
• Select "Transitions" or "Animations" and try your favorite effects.
• Remember that if you select Transitions, these will modify the entire slide, while Animations can be added to each element individually.

When choosing one Animation, you can eliminate it if you aren't 100% convinced. You only need to:

• Select the Animation number that appears on the corner.
• Press the "Delete" or "Backspace" button on your keyboard.
• Choose another Animation in PowerPoint if you want!

This “PowerPoint for dummies” is full of tips and tricks! So here is one more: Don't overuse transitions or animations in PowerPoint ; they can make your presentation slower and unprofessional . Use this tool in a subtle way!

Step 6: Refine the final details

As always, every final product must be reviewed. Especially if you're learning the PowerPoint fundamentals with us.

We recommend reviewing each slide of your PowerPoint presentation one final time. In this process, you will be able to:

• Add icons if your presentation requires it.
• Change any image or illustration if they don't convince you.
• Change transitions or animations.
• Customize your presentation's color palette .
• Proofread your slides' text or add more information.
• Add speaker notes to your presentation.

Step 7: Slideshow your presentation

When your presentation is finished, it's essential to know how to make a PowerPoint slideshow. This way, you can see your slides from the exact same perspective your audience will see them.

To slideshow your presentation in PowerPoint, follow these simple steps for PowerPoint beginners:

• Position yourself on your first slide.
• Go to the bottom right of the software.
• Select the "Slide Show" button (see image).
• Have a look of your presentation by clicking on each slide or pressing the right arrow on your keyboard.
• To go out from the Slide Show mode, you have to press the ESC key.

Now you can present your slides like an expert!

When you master this presentation design software, you'll be able to create amazing things in PowerPoint : infographics, diagrams, charts, pitch decks, business cards, calendars, you name it!

This was our PowerPoint Guide for beginners. We hope that our compilation today will be useful for conducting more professional presentations in the future and, why not, achieve all your goals!

Don't forget to share this PowerPoint 101 Guide with your co-workers or whoever you want!

Want to boost your beginner PowerPoint skills? Check out this content:

• How to Work with Multiple Images in PowerPoint
• How to Add a Timer to Your Powerpoint Presentations
• PowerPoint Charts, Graphs, & Tables Made Easy | Tips & Tricks
• How To Use PowerPoint Design Ideas - All Questions Answered!
• 36 Fun Icebreakers for Your Next Presentation
• The Cost of PowerPoint Presentations: Discover the hidden expenses you might overlook!

Create professional presentations online

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How to Make a Perfect Handout

by Anam Ahmed

Published on 17 May 2019

A handout is a useful tool for helping your audience learn important concepts from a meeting, presentation or other business event. When making a handout, it’s important to summarize the key points instead of just printing out the notes you used during the presentation. Include material that goes beyond the information you covered to help your audience better understand the concepts.

Situations for Making a Handout In Business

There are many scenarios in business where you may need to provide a handout. Some examples include:

• A staff meeting for new company policies or procedures.
• A workshop to help employees develop new skills.
• A customer or prospect presentation about new products or services.
• A press conference for the media about new elements of the business.
• A sales meeting with a prospect or partner.

Regardless of what kind of meeting, presentation or workshop you’re holding, a handout can help your audience to focus on the critical aspects they need to know.

Consider Your Audience and the Use of Your Handout

Always tailor your handout content to your audience. Consider how much they already know about the topic and where their knowledge gap might be. For example, if you’re meeting is with employees, you don’t need to provide background information on your company’s products or services as they should already have that knowledge. However, with prospects or the media, it may be beneficial to start your handout with a summary of what your company is and what you do.

Figure out how you want to use the handout. Will you be giving it to attendees to read during your presentation or will you be handing it out after your presentation? This will inform what kind of content you include. Do you expect people who didn’t attend your workshop to also receive this handout? This may mean you may need to include some of your presentation notes within the handout.

Summarize the Main Concepts

A handout for meetings, presentation, seminars, lectures and workshops should always aim to summarize the key points you covered. Don’t attempt to rehash everything you said in the presentation, as that dilutes the main message. Instead, focus on three to five points you want to ensure the audience learns and absorbs. Start your handout by stating the topic of the meeting, and then list the main elements you want the audience to understand.

A workshop handout template for employees may include a short paragraph of what the workshop was about, and then three points that the employees need to learn in order to gain a better understanding of the company’s new procedures.

Leave Space to Add Notes

Effective seminar handout examples always include a lot of white space around the text. This serves an important purpose in the way people learn and understand information. By leaving ample white space around the text in the handout, people are able to take their own notes and write the important points in their own words. White space also makes the materials easier to read and digest.

Refrain from including too much text when making a handout. Instead, look at the page you’ve created and ensure there is white space around each section of your handout. If you have written the content in paragraph form, consider changing some of it to bulleted lists as that increases the amount of white space and can make it easier for people to read the text.

Provide Bonus Content

Your handout should include some content that you didn’t cover in the meeting . Providing bonus information helps your audience to take the concepts further and learn more details about the task at hand. For example, if you had a sales meeting with prospects, and your handout included the benefits and features of your products, your bonus material can include a case study of the success another customer had when using your products.

Add Actionable Material

When making a handout, always include actionable content. This helps your audience to apply the information they have learned. Actionable material can include a list of resources for further reading or a worksheet with questions about the content of the presentation for the audience to answer.

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