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How to Save an Excel File into PDF Format in MS Excel?

  • Difficulty Level : Expert
  • Last Updated : 07 Sep, 2021
Geek Week

Every day in business or any other field lots of information are there that are required to store for future use. For anyone, it is very difficult to remember that information for a long time. Earlier data and information are stored in a form of a registrar, file, or by 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 a software that allows users to store or analyze the 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, 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 formatting 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 highlighted 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 your 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.

1. CONVERT EXCEL FILE INTO A PDF FILE:

Step 1: First open the MS Excel file from the computer.



Step 2: Now click on the File option on the navigation menu bar as shown in the figure below:

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

STEP 4: Next click on the Browse option as shown in the figure below:

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



Step 6: Now select the storage drive from the left panel menu as shown in the figure below:

Step 7: Enter the file name in the file name section.

Step 8: Next click on the drop-down arrow menu button.

Step 9: Select the PDF option from the menu as shown in the figure below:

Step 10: Then click on the SAVE option.



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

2. Export an Excel File as PDF:

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

Step 1: On the navigation menu bar click on the File option as shown in figure below:

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

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

Step 4: Click on the highlighted box ( Create PDF / XPS ) as shown in the figure below:

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

Step 6: Now select the storage drive from the left panel menu as shown in the figure below:

Step 7: Enter the file name in the file name section.

Step 8: Next click on the drop-down arrow menu button.

Step 9: Select the PDF option from the menu as shown in the figure below:



Step 10: Then click on the Publish option.

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

3. Publish 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 as shown in the figure below:

Step 2: Select the More commands option from the menu.

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

Step 4: Select the Quick Access Toolbar from the left panel menu as shown in the figure below:

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

Step 6: Scroll down below and select the Publish as PDF/XPS option from the menu.

Step 7: Next click on the Add option.



Step 8: After that click on the OK option.

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

Step 9: Click on the highlighted icon as shown in the figure below:

Step 10: Now select the storage drive from the left panel menu.

Step 11:  Enter the file name in the file name section.

Step 12: Then click on the Publish option.

Finally, the Excel file is converted into a PDF file.

These are some ways to convert an Excel file into a PDF file using MS Excel.

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