When sending a file, it's better to send it in at least two formats to make sure the receiver can open it. If you've created an Excel spreadsheet, you should add a PDF file to that email, as it's one of the most common file formats.
Using Excel’s built-in tools, you can save your spreadsheet as a PDF file or even share it via email. Also, you can use an online tool to convert your Excel files to PDF. In this article, we’ll take a close look at each method.
Prepare the Spreadsheet
When converting an Excel file to a PDF, you may end up with missing information, unnecessary empty cells, or weird-looking tables. To avoid it, use the Page Layout tools to set the print area, select the page orientation, or add page breaks.
If you plan on sending the file to a coworker, it might be worth it to take the time and organize your Excel spreadsheets, so you’ll have neat-looking PDFs.
1. Save the File as a PDF
If you want to convert an Excel file to a PDF, this is the easiest method you can use. In Excel, open the File menu, click Save as, and select a location. Open the drop-down menu and select the PDF(*.pdf) option. Then, click Save.
In the Save As window, click the Options button. You can select if you want to save only the active sheet or the entire workbook, the page range, and which information Excel should include when saving the file.
Note: Before saving the file, remove any blank rows in your Excel spreadsheet, as it may spoil the PDF file overall look.
2. Export the Spreadsheet as a PDF
This option is similar to the first one, as you can export the file as a PDF using Excel tools. From the toolbar, open the File tab. Then, select Export and click Create PDF/XPS Document. Once you select the file location, click Publish, and Excel will turn the spreadsheet into a PDF file.
Add Publish as PDF to Your Toolbar
If you often need to save Excel spreadsheets as PDF, you can add the Publish as PDF or XPS command to the toolbar. Here’s how you can do it:
- Go to File > Options.
- In the left pane, select Customize Quick Access Toolbar.
- Set Choose command from to All commands.
- From the command list, select Publish as PDF or XPS and click Add.
- Click OK to add the command.
3. Share the File as a PDF
Excel also allows you to share the spreadsheet as a PDF without having to save it on your computer. Select the File tab and click Share.
To upload the file to your OneDrive account, click Share with People. As long as you’ve set up your OneDrive account, and you're not running low on storage, you shouldn’t have any problem sharing the file. If you want to email it, click the Email button and select Send as PDF.
Keep in mind, you can use the Send as PDF option if you’ve connected your Outlook account.
4. Use an Online Converter
If you’re using a computer that hasn’t installed the Office pack, you can use an online tool to convert the Excel spreadsheet into a PDF file. We recommend using Cleverpdf.com.
To convert the file, simply click the Excel to PDF tile, upload your spreadsheet, and click Start conversion. Once it’s done, you can download the PDF to your computer.
The best part about Cleverpdf is that you can use it for much more, as it has more than 40 neatly organized free converters.
Convert Excel Files to PDF in No Time
Now you know how you can convert Excel files to PDF. While it isn’t difficult to learn, it gets way tougher when one of your coworkers asks for a PDF, and you have to quickly find accurate instructions online.
If you are looking to level up your Excel knowledge, there are several free websites and courses you can use to become a spreadsheet master.