Practical Methods to Convert An Excel File to PDF

Increasingly, Excel is not only a place to perform calculations, but also to create reports and documents in PDF files. Since Excel 2010, you can easily save sheets as PDF files, which I describe in detail below.

Saving Excel as PDF

You can simply save the Excel file in PDF format. Just go to the File tab, then select Save As and Browse. You can also use the F12 keyboard shortcut.

A window will open in which you can indicate the new name under which the file should be saved, but also the type of this file. When you expand the Save as type list, look for PDF File from the list and press the Save button.

This way, in addition to the Excel file, you will also have a PDF file. It will appear in the specified place and with the specified name.

SwifDoo PDF Converter – Comprehensive PDF Converter

While Acrobat DC is professional enough, its monthly fee may not be suitable for everyone. Therefore, I recommend a good alternative to Adobe PDF converter. SwifDoo PDF can convert any PDF file (including text and non-text) to the file format you need, to Microsoft Office Word, Excel, EPUB, HTML, PPT, image and etc. 

Moreover, with the support of the OCR technology, there are more spaces to select PDF conversion mode and other preferences. To offer you a clear impression, I will sort out a simple guideline that everyone can easily handle with.

  • Drag and drop or upload an Excel file from your device. 
  • Sit back while its converter tool automatically converts your file. 
  • Save the new PDF file to your device and you’re done!

Printing an Excel sheet as a PDF file

If for some reason, the above option to get a PDF from Excel does not suit you, you can also try printing the Excel spreadsheet as a PDF. Printing gives you more opportunities to adjust the way data is saved in a PDF file, because you can, just like when printing on a printer, specify certain printing parameters , but not when saving as PDF. 

To print the Excel content as a PDF file, go to the File tab and then press Print. In the list of available printers, look for something similar to “Microsoft Print to PDF”. It’s not a printer, of course, but this is your way of indicating that you want to save the Excel file to a PDF file.

After selecting your printer, before you start printing, you can change various settings related to printing. You can choose the orientation (vertical, horizontal) in which the document will be saved, you can indicate the margins, page size and other options.

Sometimes the quality of saving data from Excel to a PDF file is different when printing than when “saving as”. If the quality is unsatisfactory for you, try the second one – maybe then the quality will be better.

Saving Excel to PDF when there are multiple sheets

What will happen if they save data in PDF, from an Excel file that has many sheets? Will data from one sheet or all sheets be saved? The answer is quite simple:

The “save as PDF” option – saves only the contents of the current/active sheet , i.e. the one that is currently open (visible) at the time of saving.

“ Print to PDF” option – you can indicate which sheets you want to save data from in a PDF file.

Indicating Excel sheets for printing in PDF

When you go to the printing options (printing to a PDF file), you will see a drop-down list with options, with Print active sheets selected by default. In other words, only the active/open sheet will then be printed.

However, if you select multiple sheets before entering the print options, they will all be printed. To select multiple sheets, hold down the CTRL key and click the mouse on the selected sheet – its tab will also be highlighted, showing that it is selected. This way you can select subsequent sheets (as many as you want). Then proceed to printing and you’re done.

Indicate specific cells to save in PDF

It is also possible to limit the data that will be transferred to the PDF file – you do not have to save the entire Excel sheet in PDF, but you can indicate specific cells.

This is possible using the print option. First, select the cells that you want to save in the PDF file, then go to the print window and this time select the Print selection option from the list. As the name suggests, only the data from Excel that is in the currently selected cells will be saved in the PDF file – this makes it easy to specify the scope of data to be saved in PDF.

Leave a Comment