Printing PowerPoints with notes two (or more) to a page (repeat)

This is just a text-only version of the previous iteration with some new details. Just for the record. I had to work up the documentation, so why not post it?

This is what I did to print out PowerPoint slides two per page including the notes underneath.

There is (as of 2018) no option in the PowerPoint print dialogue for this. Note also that I do not have access to a full version of Adobe Acrobat Professional or whatever they are calling it at the moment.

(1) ‘Designed’ notes text in PPT; something like 12 pt for notes and 9 pt for refs/sources (Myriad Pro, though Univers works well too). Formatted notes consistently. To work with the slide notes in the text block under the slide, used ‘Notes Page’ under View. Can resize and so on and get WYSIWYG while formatting.

(2) Used CutePDF (http://cutepdf.com/) to print to PDF file. Went into Advanced settings for CutePDF and made sure paper was A4. Set Print Quality to ‘1200 DPI’, Set TrueTypeFont setting to ‘Download as Softfont’. Under PostScript Options set PostScript Output Options to ‘Optmimize for Portability’ and TrueType Font Download Option to ‘Native TrueType’. Other PDF print options might be acceptable; don’t know. Mac tends to work better with PDF than Windows. Cannot just use ‘Save as PDF’ option from the File menu because that does not give the notes pages.

The Print settings for PowerPoint (rather than the printer) were:
* Color (sic)
* Portrait
* Collated
* Notes Page (Print slides with notes)
* Print all slides (or the range you want)
* Printer: CutePDF
* No header or footer

Then printed and saved the file.

(3) I decided to crop the resulting PDF using a command line tool, because that is highly reproducible — I can get exactly the same cropped box every time.

I used pdfcrop.sh in Cygwin. Cygwin (https://www.cygwin.com/) is a Unix-like environment for Windows; pdfcrop.sh would probably work seamlessly in a command line terminal on a Mac if the software tools it draws on were already installed, possibly through Macports or similar.

pdfcrop.sh is available from https://askubuntu.com/questions/270493/how-to-crop-a-multi-page-image-scanned-pdf-file-which-wont-crop-with-pdfcrop, and also from https://darrengoossens.wordpress.com/2018/02/25/crop-every-page-in-a-multipage-pdf-file.

The pdfcrop.sh command looked like this:

$ pdfcrop.sh -t "105 112 105 112" infile.pdf outfile.pdf

The four numbers are how much to crop from left, top, right, bottom; I worked them out by opening the PDF in GSview (http://pages.cs.wisc.edu/~ghost/gsview/), a Windows-based viewer for PostScript and PDF files that gives coordinates of the pointer, so I could just move my mouse to where I wanted to crop and note down the coordinates.

I know there are graphical cropping tools, but this works and can do lots of pages. Feel free to use whatever tool works for you, but keep in mind that the ability to make exactly the same crop box every time is very useful. An automatic cropping of white space is not ideal since might vary from slide to slide or vary with alterations of the PPT file. It will also fail to remove any page numbers or footers/headers that are present.

(4) I now had a PDF file with the pages, including notes, cropped to have narrow margins. The next step was to put two onto a single landscape page. You can do this by opening the cropped PDF in say Acrobat and then printing to PDF again, after selecting ‘2 pages per sheet’ or equivalent in the print dialogue.

My preference was to use a command line tool. pdfnup (version 2.08 when I used it) is part of pdfjam, which in turn builds on the pdfpages stuff that is part of LaTeX:

$ pdfnup --batch --suffix '2up' outfile.pdf

This takes the ‘outfile’ from the pdfcrop.sh step and makes a new PDF with two pages per page and adds the suffix ‘2up’ to the file name, so the final file is ‘outfile-2up.pdf’

I have noticed that pdfnup gives less white space around the slides (and thus bigger images and text) than printing two per page using Acrobat.

Darren Goossens
darren.goossens@biotext.com.au

29 May 2018

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About Darren

I'm a scientist by training, based in Australia.

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