Save or convert to PDF

You can save or convert an Excel file to a PDF format easily. Here’s how to do it:

Steps to Save or Convert Excel to PDF

1. Save the Entire Workbook as PDF

This method will save the whole workbook, including all sheets, as a single PDF document.

1. Open the Excel Workbook:
   • Open the Excel file you want to save as a PDF.
2. Go to the File Tab:
   • Click on the File tab in the Ribbon to open the backstage view.
3. Click on Save As:
   • In the left sidebar, click on Save As.
4. Choose a Location:
   • Select the location where you want to save the PDF (e.g., your computer, OneDrive, or another folder).
5. Select PDF Format:
   • In the Save as type dropdown menu, select PDF.
6. Set PDF Options (Optional):
   • Click Options… to configure the PDF settings. Here, you can choose:
     • Entire Workbook: Save all sheets in the workbook.
     • Active Sheet(s): Save only the currently active sheet or selected sheets.
     • Page Range: Specify which pages to save if you only want a portion of the workbook.
     • Publish what to include: Choose whether to include document properties or comments.
7. Click Save:
   • After configuring your settings, click Save to save the workbook as a PDF.

2. Save a Selected Range or Active Sheet as PDF

If you only want to save a specific range or the current sheet (instead of the whole workbook), follow these steps:

1. Select the Range or Sheet:
   • Select the range of cells you want to save as PDF, or just click on the sheet tab to save only that sheet.
2. Go to the File Tab:
   • Click on the File tab.
3. Click on Save As:
   • Choose Save As and pick the location where you want to save the file.
4. Select PDF Format:
   • In the Save as type dropdown, choose PDF.
5. Set PDF Options:
   • Click Options… and choose either:
     • Selection: Save only the selected range.
     • Active Sheet: Save the currently active sheet.
     • Entire Workbook: Save all sheets.
6. Click Save:
   • After setting your preferences, click Save.

3. Convert Excel to PDF Using Print Option

If you want to use printing settings to create the PDF, you can print the workbook as a PDF.

1. Go to the File Tab:
   • Click on the File tab.
2. Click on Print:
   • In the Print section, choose Print (you can also press Ctrl + P).
3. Select Microsoft Print to PDF:
   • In the Printer dropdown, select Microsoft Print to PDF (or another PDF printer if you have one installed).
4. Set Print Settings:
   • Choose whether to print the Entire Workbook, Active Sheets, or Selection.
   • You can also adjust page orientation, margins, and scaling in this step.
5. Click Print:
   • Click the Print button. You’ll be prompted to save the PDF file.
6. Save the PDF:
   • Choose the location where you want to save the PDF and click Save.

4. Convert Excel to PDF Using an Online Tool (Optional)

You can also use online converters to change an Excel file to PDF. Some popular online options include:

• Smallpdf (smallpdf.com)
• ILovePDF (ilovepdf.com)
• Adobe Online PDF Converter (adobe.com)

These tools allow you to upload your Excel file and convert it to PDF without needing to open Excel.

Summary

• File > Save As > PDF: Save the entire workbook, specific sheet, or selected range as a PDF.
• File > Print > Microsoft Print to PDF: Convert the workbook to PDF via print settings.
• Online Conversion: Use online tools if you need a quick conversion without opening Excel.

This way, you can easily share your Excel data in PDF format, maintaining the layout and ensuring it can be viewed on any device without needing Excel.