How to Save Excel as PDF

Welcome to this blog post, where we’ll explore how to save your Excel spreadsheet as a PDF document. As you may know, Microsoft Excel is a powerful tool for data analysis and numeric calculations, and it allows you to export your files in various formats, including PDF. Creating a PDF version of your Excel file can be useful when you need to share it with other people who don’t have Excel installed, or if you want to protect the data from being edited or altered. In this article, we’ll guide you through the steps you need to follow to save your Excel spreadsheet as a PDF, using both the Windows and Mac versions of Excel.

Save Excel as PDF in Windows

If you’re using Excel on a Windows computer, the process of saving your spreadsheet as a PDF is straightforward. Here’s how you can do it:

1. Open your Excel spreadsheet that you want to convert to PDF
2. Click on the File tab on the ribbon
3. Select Export from the menu on the left-hand side
4. Click on Create PDF/XPS in the centre pane
5. Choose a location where you want your PDF file to be saved
6. Name your file and then click on Publish

Save Excel as PDF in Mac

If you’re using Excel on a Mac computer, the process of saving your spreadsheet as a PDF is slightly different than in Windows. Don’t worry, we will guide you through the steps:

1. Open your Excel spreadsheet that you want to convert to PDF
2. Click on File and select Export
3. In the Export dialog box, select PDF from the drop-down menu next to Format
4. Choose a location where you want your PDF file to be saved
5. Name your file and click on the Export button

How to Adjust PDF Settings

There you go, your Excel spreadsheet is now saved as a PDF document! But before you hit that save button, you might want to take a look at some of the PDF settings that Excel offers. Here’s how you can adjust the PDF settings:

1. After selecting Create PDF/XPS on Windows or Export to PDF on Mac, you’ll see a Options button. Click it
2. You can then choose the layout and the quality of the PDF file. You can also choose to include/exclude certain elements (such as the document properties, comments, and bookmarks) from the PDF file
3. Once you’re done adjusting the settings, click OK or Export to save the PDF file

Why Save Excel as PDF?

You might be wondering, why should I save my Excel spreadsheet as a PDF? Here are a few reasons:

• A PDF file can be viewed on any device or operating system, without the need for Microsoft Excel
• A PDF file can’t be easily edited or modified, making it a more secure way to share your data
• If you have multiple sheets in your Excel file, the PDF format allows you to consolidate them into a single document
• If you need to print your Excel spreadsheet, converting it to PDF ensures that the formatting and layout of your data will remain consistent

Other Tips for Saving Excel as PDF

Here are some additional tips to keep in mind when saving an Excel spreadsheet as a PDF:

• Make sure that your spreadsheet is formatted correctly before converting it to PDF
• You can include different Excel elements (such as charts, tables, and images) in your PDF file by selecting them before exporting the file
• If you want to create a PDF copy of a single sheet within your workbook, click on that sheet and then follow the steps above
• Remember that Excel will save your PDF file with the same name as your Excel file. If you want to change the name of your PDF file, you can do so before you click on Save (Windows) or Export (Mac)

Now that you’ve learned how to save Excel as PDF, you can make sure that your data is accessible and secure no matter where it’s going. By following the steps above, you can quickly and easily convert your Excel spreadsheets to PDF files – and even adjust the settings to suit your needs. Whether you’re sharing your data with colleagues or clients, or simply archiving your work, PDF is a reliable and adaptable format that’s well-suited to the task. Thanks for reading, and happy converting!

FAQ

Let’s address some common questions related to saving Excel as PDF:

Can I add a password to my PDF file?

Yes, you can add a password to your PDF file to restrict access and protect your data. When exporting your Excel file as a PDF, click on the Options button and scroll down to the Security category. From there, you can set a password that prevents unauthorized access to your file.

Can I save a PDF file as an editable Excel spreadsheet?

Unfortunately, it’s not possible to convert a PDF file back to an editable Excel spreadsheet without using specialized third-party software, even if the original file was an Excel spreadsheet. PDF files are designed to be locked against editing or modification, which is why it’s a good idea to keep a copy of your original Excel file in case you need to make changes in the future.

Can I export multiple sheets into a single PDF document?

Yes, you can export multiple sheets into a single PDF document. To do this, select all the sheets that you want to include in the PDF, and then export the file as a PDF using the steps outlined above. Excel will create a PDF file that contains all the sheets that you selected.

What if some of my cells are hidden in Excel – will they be included in the PDF file?

If you have hidden cells or rows in your Excel spreadsheet, they will be included in the PDF file by default. To exclude hidden cells or rows from the PDF file, you can adjust the settings under the Options button before exporting the file to PDF.

Can I create a PDF file from an Excel worksheet that has external data sources?

Yes, you can create a PDF file from an Excel worksheet that has external data sources. However, be aware that the PDF file may not update the data automatically like in Excel. You will need to refresh or update the data manually in Excel before exporting the file as a PDF to ensure that the data is up-to-date.