Excel to PDF

Excel and PDF are two widely used file formats that serve different purposes. Excel is a powerful spreadsheet tool for organizing data, while PDF (Portable Document Format) is excellent for sharing documents in a fixed format. Sometimes, you may need to convert your Excel files into PDFs for various reasons, such as sharing reports, presentations, or ensuring that your document looks the same on different devices. In this article, we'll explore how to convert Excel files to PDF using simple and easy-to-follow steps.

Why Convert Excel to PDF?

Before we dive into the conversion process, it's essential to understand why you might want to convert an Excel file to PDF. Here are a few reasons:

1. Universal Compatibility: PDF files can be opened and viewed on virtually any device, including computers, smartphones, and tablets, without the need for special software.

2. Preservation of Formatting: When you convert an Excel file to PDF, it preserves the formatting, fonts, and layout of your spreadsheet. This ensures that your document will look the same on different devices and operating systems.

3. Security: PDF files can be password-protected or encrypted, which adds an extra layer of security to your documents. This is especially useful when sharing sensitive information.

4. Reduced File Size: PDFs tend to have smaller file sizes compared to Excel files, making them easier to share via email or upload to websites.

5. Professionalism: PDFs are often considered more professional for documents intended for distribution, presentations, or reports.

How to Convert Excel to PDF?

Now, let's get into the step-by-step process of converting an Excel file to PDF. We'll cover various methods, so you can choose the one that suits your needs.

Method 1: Using Microsoft Excel (Windows)

If you're using a Windows computer and have Microsoft Excel installed, this method is straightforward.

1. Open your Excel file: Double-click on the Excel file you want to convert to PDF.

2. Go to the "File" menu: Click on the "File" tab in the upper-left corner of the Excel window. This will open the Backstage View.

3. Select "Save As": In the Backstage View, choose "Save As" from the options on the left.

4. Choose the PDF format: Under the "Save As" menu, select "PDF" from the dropdown menu of file formats.

5. Adjust PDF settings (optional): You can click on the "Options" button to customize PDF settings, such as page range, quality, and security options.

6. Select a destination folder: Choose the location on your computer where you want to save the PDF file.

7. Name your PDF file: Give your PDF file a name, and make sure it ends with the ".pdf" file extension.

8. Click "Save": Once you've selected your settings and destination, click the "Save" button to convert and save your Excel file as a PDF.

Method 2: Using Microsoft Excel (Mac)

For Mac users, the process is slightly different, but it's still quite simple.

1. Open your Excel file: Double-click on the Excel file you want to convert to PDF.

2. Go to "File" in the menu bar: Click on "File" in the top menu bar to access the dropdown menu.

3. Select "Export": From the "File" dropdown menu, choose "Export."

4. Choose PDF format: In the export options, select "PDF" as the format.

5. Adjust PDF settings (optional): You can customize settings like page range and image quality.

6. Select a destination: Specify where you want to save the PDF file on your computer.

7. Name your PDF file: Give your PDF a name and make sure it ends with the ".pdf" file extension.

8. Click "Save": After configuring your settings, click the "Save" button to convert and save your Excel file as a PDF.

Method 3: Using Online Converters

If you don't have access to Microsoft Excel or prefer not to install software, you can use online converters. These are websites that offer free Excel to PDF conversion services. Here's how to use them:

1. Open your web browser: Launch your preferred web browser and visit an online converter website. Some popular options include "Azahar," "Online2PDF," and "Convertio."

2. Upload your Excel file: On the website, you'll typically find an "Upload" or "Choose File" button. Click on it to upload your Excel file from your computer.

3. Start the conversion: After the file is uploaded, you may need to click a "Convert" or "Start" button to initiate the conversion process.

4. Download the PDF: Once the conversion is complete, the website will provide a link to download your PDF. Click on this link to save the PDF to your computer.

Method 4: Using Google Sheets

If you don't have access to Microsoft Excel but have a Google account, you can use Google Sheets to convert your Excel files to PDF. Here's how:

1. Open Google Sheets: Go to sheets.google.com and sign in to your Google account.

2. Import your Excel file: Click on the "Blank" option to create a new spreadsheet. Then, go to "File" > "Import" > "Upload" and select your Excel file from your computer.

3. Open the file: Your Excel file will open in Google Sheets.

4. Export as PDF: Go to "File" > "Download" > "PDF Document (.pdf)" to convert and download your Excel file as a PDF.

Method 5: Using Adobe Acrobat (Paid Method)

If you need more advanced PDF features and have Adobe Acrobat installed, you can use it to convert Excel files to PDF. Adobe Acrobat is a paid software, so you'll need to purchase a subscription or license. Here's how to use it:

1. Open Adobe Acrobat: Launch Adobe Acrobat on your computer.

2. Open your Excel file: Go to "File" > "Open" and select your Excel file.

3. Convert to PDF: In Adobe Acrobat, go to "File" > "Save As" > "PDF." This will convert your Excel file into a PDF.

4. Customize settings (optional): Adobe Acrobat offers various settings and options for PDF conversion, so you can configure the output as desired.

5. Save the PDF: After adjusting settings, click "Save" to save your Excel file as a PDF.

Conclusion

Converting Excel files to PDF is a useful skill that can help you share your data and documents in a more universally accepted format. Whether you're using Microsoft Excel, an online converter, Google Sheets, or Adobe Acrobat, the process is straightforward and can be done in just a few steps. Choose the method that suits your needs and start converting your Excel files to PDF with ease. Remember that there are both free and paid options available, so select the one that aligns with your budget and requirements.

Azahar Ahmed

CEO / Co-Founder

I am Azahar Ahmed, a youthful Engineer, Entrepreneur, Digital Marketer, and Motivational speaker native to Nagaon, Assam, India. Originating from a middle-class background, I am the sole son. My accomplishments are indebted to my father, a Teacher, and my mother, formerly a Teacher but now devoted to our well-being. My mother has been my closest ally, and unitedly, my parents have fostered and realized all my aspirations, epitomizing the perfect parents.