How to Convert an Excel to PDF

Converting an Excel file to PDF is a crucial task that you may need to undertake as part of your professional or academic responsibilities. This task is critical since it enables you to secure your files from unauthorized modifications or sharing while preserving their format and layout regardless of the device or software that your recipient may use. Fortunately, you can readily convert your Excel files to PDF using Microsoft Excel, Adobe Acrobat DC, or any of the numerous online tools available today. In this blog post, we’ll take you through some of the key steps you need to follow to complete this task without much hassle.

Method 1: Convert Excel to PDF using Microsoft Excel

Microsoft Excel contains built-in functionality to save your spreadsheets as PDFs. Follow these steps:

1. Open the Excel file you want to convert to PDF in Excel.
2. Click on the “File” tab at the top-left corner of your Excel screen.
3. Click on “Export” in the left-hand menu.
4. Select “Create PDF/XPS Document” and click the “Create PDF/XPS” button.
5. Choose where you want to save the PDF file and click on “Publish”.

Method 2: Convert Excel to PDF using Adobe Acrobat DC

Adobe Acrobat DC is another excellent tool to convert Excel files to PDF format. Here’s how:

1. Open Adobe Acrobat DC and click “File” in the top left-hand corner.
2. Select “Create PDF” and then choose the Excel file you want to convert.
3. After Acrobat has converted your Excel file to a PDF, click on “File” once more in the top left-hand corner.
4. Select “Save As Other” and then “PDF” from the dropdown menu.
5. Choose the location where you want to save the PDF file and click “Save”.

Method 3: Convert Excel to PDF using Online Tools

If you don’t have Microsoft Excel or Adobe Acrobat DC available to you, there are numerous online tools available to convert your Excel files to PDFs. Some popular options include:

• Zamzar
• SmallPDF
• I Love PDF

Using these online tools is typically as easy as uploading your Excel file and clicking a button to convert it to a PDF. While online tools can be convenient, be sure to exercise caution when using them, as they may not be as secure as desktop-based software.

Tips for Converting Excel to PDF

Converting your Excel files to PDF is a simple process, but there are a few tips to keep in mind to ensure that your final PDF looks as good as your original spreadsheet:

• Check your margins: Your original Excel file may have different margins than your desired PDF. Check your margins before converting and adjust them if necessary to prevent any text or data from being cut off.
• Ensure compatibility: If you plan to open your PDF on a device or software other than the one you used to create it, check that all fonts and formatting are compatible to prevent any errors.
• Simplify your charts: Charts and graphs in Excel can be complex and difficult to read once converted to PDF. Simplify your charts as much as possible to ensure clarity.

When to Use PDF vs. Excel

While Excel is an essential tool for managing and analyzing your data, there may be times when a PDF is more appropriate. Here are a few instances where you may want to consider using PDF over Excel:

• Sharing with non-Excel users: If you need to share your data with someone who doesn’t have access to Excel, a PDF is a universal format that can be opened on any device or operating system.
• For presentations: If you’re presenting your data to an audience, a PDF can be more professional and easier to read than an Excel file that requires scrolling and resizing.
• When printing: If you plan to print your data, a PDF file will ensure that everything is properly formatted and doesn’t get cut off on the page.

Final Thoughts

Converting your Excel files to PDF can be a simple process that ensures your data is secure, accessible, and professional-looking. Whether using Microsoft Excel, Adobe Acrobat DC, or an online tool, be sure to follow our tips and tricks, so your final PDF is the best representation of your original Excel data.

FAQ

Here are some commonly asked questions about converting Excel to PDF:

Can I password protect my Excel file before converting it to PDF?

Yes, you can password protect your Excel file before converting it to PDF using Excel’s built-in password protection feature. This will ensure that your data is secure even after it’s been converted to PDF. To password protect your Excel file, click on “File” and select “Info” then click on “Protect Workbook” and select “Encrypt with Password.”

What happens to my Excel formulas and functions when I convert to PDF?

When you convert your Excel file to PDF, your formulas and functions will be preserved. However, ensure that your PDF is opened on a compatible device or software, as certain functionalities may not work correctly depending on the software used.

How do I ensure that my PDF looks the same as my Excel file?

To ensure that your PDF file looks the same as your Excel file, ensure that you set proper margins, adjust formatting if necessary, simplify charts and graphs, and choose a high-quality PDF conversion tool. If the formatting still appears incorrect in the PDF, you may need to adjust it manually in the PDF file.

Can I convert multiple Excel files to PDF at once?

Yes, you can convert multiple Excel files to PDF at once by following the same steps in Method 1 and selecting all the files or their corresponding sheets you want to convert before selecting “Create PDF/XPS Document.”

What’s the difference between Excel and PDF, and which one should I use?

Excel is a spreadsheet program that’s designed for creating and managing data, while PDF is a document format used for sharing files. Use Excel if you need to manage, analyze and manipulate complex data, while use PDF if you want to ensure secure and universal accessibility to your files, especially for sharing or printing purposes.