Excel to PDF

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.  

There are instances where you want to convert your Excel into PDF Format for many reasons one obvious being not to change format or structure while sharing. In the below article, we will learn about how to make this conversion.

How to Convert Excel to PDF

How to Save an Excel Workbook 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.

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.

Set up your Excel File for PDF Format – Quick Steps

Step 1: Open the Excel workbook 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 Excel and Access File

Open your Excel Sheet and locate and locate the File tab at the top right corner.

Step 2: Click Save As

In the displayed menu, click on Save As.

Step 3: Select Browse

Click on Browse option from the given choices and Locate your File in your desktop.

Step 4: Select PDF and Click Options

From the Dropdown Menu, select PDF. Click on Options button given at the bottom in the menu.

Step 5: Select Entire Workbook

From the opened Options Box, Select the Entire Workbook and Click on Ok. Now you can Save the changes.

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: Open Excel File

First open the MS Excel File from the Computer.

Step 2: Access the File Tab

Now click on the File option on the navigation menu bar.

Step 3: Select Save As and Click Browse

Select the Save As option from the left menu. Next click on the Browse option.

Step 4: Select the Storage Drive

After that, the Save As dialog box will pop up on the screen. Now Select the Storage Drive from the left panel Menu.

Step 5: Enter File Name, Click PDF Format and Save

Enter the File name in the File Name Section. Next click on the drop-down arrow Menu Button. Select the PDF option from the Menu. Click on the SAVE option.

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.

Step 1: Open Excel and Access File

Open your Excel sheet and go to File tab and click on the file Tab.

Step 2: Select Save As and Click Browse

From the drop down, select Save As option and then click on Browse.

Step 3: Select PDF and Click on Options

In the Drop- down list select PDF and Click on Options.

Step 4: Select Page(s) and Click Ok

Click the Page(s) Radio Button and specify the Page Range you want to save and Click on Ok.

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.

Step 1: Open Excel and Go to Page Layout Tab

Open Excel and click the Page Layout tab.

Step 2: Select Cells, Locate Print Area and Select Set Print Area

Select the cells that you wish to save as a PDF with the help of your mouse. Click on the Print Area Button and Select Set Print Area.

Step 3: Go to File

Go to File Tab and click the File Tab.

Step 4: Select Save As and Click on Browse

From the drop down, click Save As and click Browse.

Step 5: Enter Detail and Select PDF and Click Save

Name the file in the file name box and select PDF from the Drop- down list and Go to Options.

How to Export an Excel File as a PDF

Step 1: Open Excel and Go to File

On the navigation menu bar click on the File option.

Step 2: Select Export

From the drop down, click on the Export option from the left menu.

Step 3: Click on Create PDF/XPS Document

Next select the Create PDF / XPS document option.

Step 4: Select Highlighted Box

Click on the Highlighted Box ( Create PDF / XPS ).

Step 5: Select Storage Location

After that, a ( Publish as PDF or XPS ) dialog box will pop up on the screen. Now select the storage drive from the Left Panel Menu.

Step 6: Enter File Name and select PDF

Enter the File name in the File Name Section. Next click on the drop-down arrow Menu Button. Select the PDF Option from the Menu.

Step 7: Click Publish

Then click on the Publish option. The Excel file is converted into a PDF file.

How to Publish an Excel File as PDF/XP

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

Step 1: Go to the Dropdown Menu

Click on the drop-down arrow Menu Button at the Top of the Screen.

Step 2: Select More Commands

Select the More Commands Option from the Menu.

Step 3: Select Quick Access Toolbar

After that, an Excel Options dialog box will pop up on the screen. Select the Quick Access Toolbar from the Left Panel Menu.

Step 4: Select All Commands

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

Step 5: Select Publish as PDF/XPS and Click on Add

Scroll down below and Select the Publish as PDF/XPS Option from the Menu. Next click on the Add option. After that Click on the OK option. A new icon is added to the Quick Access Toolbar.

Step 6: Locate the Highlighted Icon

Click on the highlighted Icon.

Step 7: Select Storage Location

Now select the storage drive from the Left panel Menu. Enter the File Name in the File Name Section.

Step 8: Click Publish

Then click on the Publish option.

How to Email an Excel File as a 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 the Excelsame 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 the Select PDF as Attachment and Click on Ok Button.

Conclusion

In this article, we have covered different methods on how to convert Excel into PDF. These different methods include converting workbook, excel sheet, or simply cells to PDF Format. Each way is elaborated by showing its step by step procedure.

Frequently Asked Questions

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.