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How to Convert Excel Files to PDF Format

November 7, 2023 by admin Category: How To

You are viewing the article How to Convert Excel Files to PDF Format  at Tnhelearning.edu.vn you can quickly access the necessary information in the table of contents of the article below.

Converting Excel files to PDF format has become an essential task in various professional and personal settings. PDF documents offer a high level of compatibility, security, and readability across different platforms, making them a preferred choice for sharing and preserving data. Whether you need to send financial reports, invoices, or presentations, converting your Excel files to PDF format ensures that the information remains intact and accessible to recipients, regardless of the software they use. In this guide, we will explore different methods and tools available to effortlessly convert Excel files to PDF format while maintaining the accuracy and formatting of your original data.

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This article is co-authored by a team of editors and trained researchers who confirm the accuracy and completeness of the article.

The wikiHow Content Management team carefully monitors the work of editors to ensure that every article is up to a high standard of quality.

This article has been viewed 8,163 times.

Converting Excel files to PDF makes it easy for anyone to open, even without Office installed. At the same time, printing and sending Excel spreadsheets is also easier. In addition to converting Excel files to PDF directly from the Excel program, you can also use an online conversion service if you do not have Excel installed on your computer.

Table of Contents

  • Steps
    • Using the Excel program (for Windows)
    • Using Excel 2011 (for Mac)

Steps

Using the Excel program (for Windows)

Image titled Convert Excel to PDF Step 1

Image titled Convert Excel to PDF Step 1

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Select the part of the spreadsheet you want to convert to PDF (optional). If you’re only converting part of a spreadsheet to PDF, select it right away. If not, refer to the next step.

  • Note, converting from PDF back to Excel is not easy, but this method will help protect the original.
Click on the “File” tab. If you are using an older version of Excel, click the “File” menu.
Then click “Export”. With Excel 2010 or earlier, select “Save As”.
Select “Create PDF/XPS”. With Excel 2010 or earlier, select “PDF” from the “Save as type” drop-down menu in the “Save As” window.
Click the button . Options… . This will allow you to adjust the settings of the PDF file you are about to create.
Select what to display in the PDF file. In the Options window, you can choose the number of pages to display in the PDF file, or select the entire workbook or only the current sheet, and the PDF file can also have the properties of the original document.

  • After selecting the content to convert, click the OK button.
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Select optimization (optional). Above the Options… button, you can choose how to optimize the PDF. Most people choose “Standard” unless the spreadsheet is too large.
Name and save the file. Name the PDF file and click the Publish button to create the PDF (for Excel 2010 or earlier, click the Save button.
Review the PDF file. By default, the PDF file opens after it’s created for you to review. If you cannot open the PDF file, it may be because you do not have a PDF reader installed. [1] X Research Source

  • You can’t edit directly into a PDF, so if you need to make changes, you have to edit in Excel and then create a new PDF.

Using Excel 2011 (for Mac)

Make sure headers and footers on all sheets are the same (optional). The Excel 2011 program allows saving all pages in a PDF file only if the header and footer of each page are the same. Otherwise each sheet will be saved as a separate PDF file, but then you can also easily join the individual files together. [2] X Research Source

  • Select all the sheets in the spreadsheet. Click the tab of the first sheet, hold down the Shift key, and then click the tab of the last sheet to select all sheets.
  • Click the Layout tab and then “Header & Footer”.
  • Click the Customize Header… and Customize Footer… buttons to edit the headers and footers for all sheets.
Select the part of the spreadsheet you want to convert to PDF (optional). If you only want to convert part of the spreadsheet to PDF, select that part right away. If not, refer to the next step.

  • Note, converting from PDF back to Excel is not easy, but this method will help protect your originals.
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Click on the File menu and select “Save As”. Select the path to the location where you want to save the file and give it a name.
Click the Format drop-down menu and select “PDF”. This will allow you to save a copy of the spreadsheet as a PDF.
Select the content to be included in the PDF file. At the bottom of the window, you can choose between “Workbook”, “Sheet”, or “Selection” (section).
Click on . Save to create a PDF file. If the headers don’t match, each sheet will generate a separate PDF. Note, this also sometimes happens even when the header and footer are completely matched.
Merge separate PDF files (if needed). If the conversion process creates many separate PDF files, you can join them together easily using Finder.

  • Open the folder containing the PDF file and select all the files that you want to merge.
  • Click the File menu and choose “Create” → “Combine Files into Single PDF”.
  • Review the PDF file. Double-click the PDF file to open it. This will open the file in Preview, allowing you to review the file before sending it. You can’t edit directly to a PDF, so if you need to make changes, you’ll have to edit in Excel and then recreate the new PDF.
  • X

    This article is co-authored by a team of editors and trained researchers who confirm the accuracy and completeness of the article.

    The wikiHow Content Management team carefully monitors the work of editors to ensure that every article is up to a high standard of quality.

    READ More:   How to Mix Paint

    This article has been viewed 8,163 times.

    Converting Excel files to PDF makes it easy for anyone to open, even without Office installed. At the same time, printing and sending Excel spreadsheets is also easier. In addition to converting Excel files to PDF directly from the Excel program, you can also use an online conversion service if you do not have Excel installed on your computer.

    In conclusion, converting Excel files to PDF format is a simple and efficient way to share and distribute your spreadsheets. Whether you need to protect the data from being edited, preserve formatting, or ensure everyone can view the file regardless of the software they have, converting to PDF is a great solution. With the various methods available, such as using the built-in export feature in Excel, using online conversion tools, or opting for an offline software, there is a method suitable for everyone’s needs. By following these steps and considering the tips provided, you can easily convert your Excel files to PDF format and ensure seamless compatibility and presentation of your data.

    Thank you for reading this post How to Convert Excel Files to PDF Format at Tnhelearning.edu.vn You can comment, see more related articles below and hope to help you with interesting information.

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