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How to Convert Excel to PDF

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Every day in business or any other field lots of information is there that is required to be stored for future use. For anyone, it is very difficult to remember that information for a long time. Earlier data and information are stored in the form of a registrar, file, or paperwork but finding it may be difficult for us. It takes a lot of time. To resolve this issue Microsoft brings a software called MS Excel.  

Microsoft Excel is software that allows users to store or analyze highlight data in a proper systematic manner. It uses spreadsheets to organize numbers and data with formulas and functions. MS Excel has a collection of columns and rows that form a table. Generally, alphabetical letters are assigned to columns, and numbers are usually assigned to rows. The point where a column and a row meet is called a cell. Generally, it is used to keep records, and data in various fields of business.  

Features of MS Excel

  1. Auto calculate- This helps you to calculate a group of data and it automatically shows the result in the status area. You can also create your own formulas.
  2. Shared- You can share your data file over a network.
  3. Templates- It gives us a variety of elegantly designed templates for your home or business purpose.
  4. Excel Charts- Excel charts help to convey your information in a very easy way. If you choose charts wisely and format them cleanly, you can deliver a lot of information to them.
  5. Conditional Formatting- It helps users to focus quickly on important topics of data or to highlight format errors and to identify important patterns in data.
  6. Sorting and Filtering- It is used to sort or filter data according to your need.  You can also reorder the data. It saves you time a lot.
  7. Toolbars- It has a Collection of buttons that provide one-click access to commonly used commands such as Save, undoes, and many more.
  8. Ribbon- It has commands and controls organized tasks in Tabs and groups.

How to Save an Excel Workbook as a PDF

While dealing with lots of information or data, and sending it to others, it’s mandatory to make sure that the information in the Excel File remains clear and readable as a PDF. This is considered to be the easiest and the most common way to save your Excel files as a PDF.

Things to Remember:

Excel files consist of multiple pages or sheets, so it’s important to consider how our file looks as a PDF.

  • Before Saving your Excel file as a PDF consider the following points:
  • Page orientation of your PDF( Portrait or landscape).
  • What information do you want in your pdf( certain cells, specific sheets, or the entire workbook)
  • Gridlines or no gridlines.

Set up your Excel File for PDF Format

Below is the simple way to set up your Excel file when setting up your Excel file before saving it as a PDF:

Step 1: Open the Excel workbook in and Click on the Page Layout tab.

Step 2: Press the orientation button and then click on Landscape.

Step 3: Press Print Tiles.

Step 4: Select the Gridlines Checkbox and click on Ok

Now that the setup has been done you can begin with the below mentioned steps to save your excel as PDF

Step 1: Open your Excel Sheet and Go to the File tab

Choose File tab.

Step 2: Select Save As

Save-As

Step 3: Click on Browse and Locate your File

select Browse

Step 4: From the Drop down Menu Select PDF

Step 5: Click on Options.. given at the Bottom

Select PDF from Drop down menu.

Step 6: From the opened Options Box,Select the Entire Workbook and Click on Ok

Select Entire Workbook.

Step 7: Click On Save

How to Save an Excel Sheet as PDF

Microsoft Excel allows exporting selected ranges or tables as well as saving on several worksheets or the entire workbook as a PDF file.

Step 1: First Open the MS Excel File from the Computer

open the Excel file

Step 2: Now click on the File option on the navigation menu bar

Select File

Step 3: Select the Save As option from the left menu.

Go to Save As

Step 4: Next click on the Browse option

Select Browse.

Step 5: After that, the Save As dialog box will pop up on the screen

Name the file.

Step 6: Now Select the Storage Drive from the left panel Menu

select the location where you want to store the sheet.

Step 7: Enter the File name in the File Name Section

Enter the file name.

Step 8: Next click on the drop-down arrow Menu Button

Click on the Drop- down menu.

Step 9: Select the PDF option from the Menu

Select PDF.

Step 10: Click on the SAVE option

click Save.

Step 11: Confirm if the File is Converted into PDF by right clicking on it and Selecting Properties

Click ok.

How to Save Multiple Excel Sheets as one PDF

Sometimes you may have to save multiple Excel sheets in one PDF rather than one, or the entire workbook.

Follow the below steps:

Step 1: Click on the file tab.

excel-filetab

Step 2: Click Save As

excel-Save-as

Step 3: Click Browse

Screenshot-184

Step 4: In the Drop- down list select PDF and Click on Options

Screenshot-185

Step 5: Click the Page(s) Radio Button and Specify the Page Range you want to save and Click on Ok

Select the Page Ranges.

Note: Do not Forget to Save the File after Performing the above Steps

How to Save Specific Areas or Cells as a PDF

You may sometimes want to save a specific cell, an area of cells, or multiple areas.

Follow the below steps:

Step 1: Click the Page Layout tab.

Select Page Layout.

Step 2: Select the cells that you wish to save as a PDF with the help of your mouse

Step 3: Click on the Print Area Button and Select Set Print Area.

Select set Print Area.

Step 4: Click the File Tab

excel-filetab

Step 5: Click Save As

excel-Save-as

Step 6: Click Browse

Screenshot-184

Step 7: Name the file and select PDF from the Drop- down list and Go to Options

Screenshot-185

Step 8: Click on Save.

How to Export an Excel File as a PDF

Follow the below steps to export an Excelthe file as PDF:

Step 1: On the navigation menu bar click on the File option

Click on the File.

Step 2: Now click on the Export option from the left menu

Select Export.

Step 3: Next select the Create PDF / XPS document option

Select PDF/XPS Document.

Step 4: Click on the highlighted box ( Create PDF / XPS )

Click on the highlighted box.

Step 5: After that, a ( Publish as PDF or XPS ) dialog box will pop up on the screen

Publish as PDF or XPS dialog box.

Step 6: Now select the storage drive from the Left Panel Menu

Select the location.

Step 7: Enter the File name in the File Name Section

Enter the File name.

Step 8: Next click on the drop-down arrow Menu Button

select PDF

Step 9: Select the PDF Option from the Menu

PDF - Format

Step 10: Then click on the Publish option

Click on Publish.

As you see in the figure below, the Excel file is converted into a PDF file.

Click OK.

How to Publish an Excel File as PDF/XP

Follow the below steps to publish an Excel file as a PDF

Step 1: Click on the drop-down arrow Menu Button at the Top of the Screen

Click on the Drop- down button

Step 2: Select the More Commands Option from the Menu

Select More commands

Step 3: After that, an Excel Options dialog box will pop up on the screen

Click Excel options.

Step 4: Select the Quick Access Toolbar from the Left Panel Menu

Select Quick Access Toolbar.

Step 5: Next click on the drop-down arrow menu button and then select the All Commands option from the menu

Select All- Commands.

Step 6: Scroll down below and Select the Publish as PDF/XPS Option from the Menu

Select the Publish as PDF/XPS

Step 7: Next click on the Add option

Click on ADD option.

Step 8: After that Click on the OK option

Click OK.

As you see in the figure below, a new icon is added to the Quick Access Toolbar.

New icon added.

Step 9: Click on the highlighted Icon

click on the new icon.

Step 10: Now select the storage drive from the Left panel Menu

Select the storage device.

Step 11:  Enter the File Name in the File Name Section

File name.

Step 12: Then click on the Publish option

Click on Publish.

How to Email an Excel File as PDF

Through this way you can convert your Excel file into a PDF and at the same time it will create an email message with the attached PDF.

Step 1: The steps (from 1 to 5) for converting an Excel file into PDF via email will remain same as for publishing an excel file as PDF.

Step 2: After following the steps continue with Selecting Email as PDF Attachment from the drop down.

Step 3: Click on Add and Select PDF as Attachment and Click on Ok Button.

Screenshot-192

FAQs on Save an Excel File into PDF Format

How to quickly save your Excel Workbook as a PDF?

Follow the below steps to Save an Excel workbook as a PDF:

Step 1: Click on the File tab.

Step 2: Click save as.

Step 3: Click Browse

Step 4: Click the dropdown menu, and select PDF.

Step 5: Press options.

Step 6: Select the Entire Workbook radio button.

Step 7: Click ok.

Step 8: Click Save.

What is the difference between Exporting as a PDF and Saving As a PDF?

There is no such big difference between them, both will produce the same result but Save As allows us to save and turn your Excel file into a variety of file formats, other than just PDFs.

Whereas Export just exports in PDF/XPS format.

Why should I Save an Excel File as a PDF?

PDF Format ensures that the file’s content, formatting, and layout remain consistent on different devices. It also allows you to share the file ith others who may not have Excel.

Is it possible to password-protect the PDF file created from Excel?

You can password-protect the PDF file that is created from Excel to restrict access or editing.

After selecting PDF as the file format in the Save as Dialog box, click on the ” option” button. In the “Options” dialog box, check the “Encrypt the document with a password” box. Enter the password in the ” Password to open ” field. Re-enter the password for conformation and click ok.


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Last Updated : 15 Sep, 2023
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