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How to Convert MS Excel to PDF: A Detailed Guide

By  //  February 12, 2025

Microsoft Excel is one of the most powerful tools for managing data, creating spreadsheets, and performing complex calculations.

Excel is widely used for both personal and professional purposes, such as creating financial reports, managing project timelines, or organizing large datasets. However, when it’s time to share your work or print it, you may want to convert your Excel file into a more universally accessible and professional format, such as PDF (Portable Document Format). PDF files are highly compatible, preserve the formatting, and can be easily viewed on nearly any device or operating system.

In this detailed guide, we’ll explore various methods to convert MS Excel files to PDF, discussing the Convert MS Excel to PDF conversion, and providing step-by-step instructions on how to perform the conversion using Microsoft Excel, online tools, mobile apps, and more.

Why Convert MS Excel to PDF?

Before we delve into the conversion methods, let’s first understand why converting an Excel file to PDF is often the best choice.

  1. Universal Compatibility: PDF files are supported across all devices and operating systems, including Windows, macOS, iOS, Android, and Linux. Whether you’re sharing a file with a colleague or submitting a report to a client, PDFs ensure that your document appears as intended, regardless of the recipient’s device or software.
  2. Preserved Layout and Formatting: Excel files often contain complex formatting, charts, and formulas that might not translate well when opened on other devices or platforms. When you convert an Excel file to a PDF, the formatting, including fonts, colors, and layout, remains intact. This ensures your file looks the same on any device, making it more professional and easier to read.
  3. Security Features: PDFs can be password-protected, preventing unauthorized access to sensitive data. Additionally, you can restrict editing, copying, or printing of the file, which adds an extra layer of security when sharing confidential information.
  4. File Size Reduction: PDF files tend to have smaller file sizes compared to Excel files, especially when you’re dealing with large spreadsheets that include numerous data points and charts. This makes PDFs easier to share via email or upload to cloud storage.

Now that we’ve discussed the reasons why you might want to convert Excel to PDF, let’s dive into the various methods you can use to do so.

Methods to Convert MS Excel to PDF

1. Convert MS Excel to PDF Using Microsoft Excel (Windows and Mac)

Both the Windows and Mac versions of Microsoft Excel come with built-in options to save your workbook as a PDF. This is by far the simplest and most direct way to convert an Excel file into PDF format.

Steps to Convert Excel to PDF in Microsoft Excel (Windows and Mac):
  1. Open your Excel workbook: Open the Excel file you want to convert to PDF on your computer.
  2. Navigate to the “File” tab: On the top-left corner of the screen, click the File tab to open the backstage view.
  3. Select “Save As” or “Export”:
    • For Windows users, click on Save As.
    • For Mac users, click on Export.
  4. Choose PDF as the output format:
    • In the Save as type (Windows) or File Format (Mac) dropdown menu, select PDF.
  5. Select PDF options:
    • You can choose to save the Entire Workbook as a PDF, or just the Active Sheet.
    • If you have a range of data you want to convert, you can choose to Print Selection to convert only the selected cells.
  6. Adjust the settings (optional):
    • Before saving, you can click on Options (Windows) or More Options (Mac) to adjust the layout, scaling, and print options. For instance, you may want to ensure that the page orientation is correct (Portrait or Landscape), or adjust margins.
  7. Save the PDF: Choose the location where you want to save the PDF, name the file, and click Save (Windows) or Export (Mac).

This method is quick, easy, and highly reliable. It allows you to convert an Excel file to a PDF directly from the application, preserving the layout and formatting of your workbook.

2. Convert MS Excel to PDF Using Google Sheets (Online Method)

If you don’t have access to Microsoft Excel, or if you’re looking for a free solution, Google Sheets offers an easy way to convert Excel files to PDFs online. Google Sheets is available to anyone with a Google account and can handle most Excel files, making it a convenient option for Excel-to-PDF conversion.

Steps to Convert Excel to PDF Using Google Sheets:
  1. Upload your Excel file to Google Drive:
    • Open Google Drive in your web browser and click on New > File Upload.
    • Upload the Excel file from your computer to Google Drive.
  2. Open the file with Google Sheets:
    • Once the file is uploaded, right-click on the file and select Open with > Google Sheets.
  3. Download as PDF:
    • After opening the file in Google Sheets, click on the File menu.
    • Select Download, then click on PDF Document (.pdf).
  4. Customize your PDF settings:
    • A dialog box will appear with options to adjust page size, layout, margins, and scaling. You can choose to fit the entire sheet on one page or adjust other settings based on your needs.
  5. Export the PDF:
    • Once you’ve selected your preferences, click Export to download the Excel file as a PDF.

This method is perfect for those who don’t have Excel installed or are looking for a cloud-based solution for converting Excel files to PDFs.

3. Convert MS Excel to PDF Using Online Conversion Tools

For those who prefer an even more streamlined, web-based solution, there are numerous free online tools that can convert Excel files to PDF. Websites like Smallpdf, ILovePDF, and PDF2Go offer simple, easy-to-use conversion services. These tools typically allow you to upload your Excel file and download the PDF conversion instantly.

Steps to Convert Excel to PDF Using an Online Tool:
  1. Go to a conversion website like Smallpdf, ILovePDF, or PDF2Go.
  2. Upload your Excel file by clicking on the Choose File button or dragging the file into the designated area.
  3. The tool will automatically begin the conversion process. Some tools may allow you to adjust settings such as page orientation, page size, or scaling.
  4. After the conversion is complete, click Download to save the PDF file to your computer.

Online tools are excellent for quick conversions and don’t require any software installation. However, they might have file size limitations, and some advanced features may be available only with a premium subscription.

4. Convert MS Excel to PDF Using Mobile Apps

If you’re on the go, you can easily convert your Excel files to PDFs using mobile apps. There are several apps for both iOS and Android devices that support Excel-to-PDF conversions. Popular apps like Adobe Acrobat, Microsoft Office, and WPS Office make it easy to convert files from your smartphone or tablet.

Steps to Convert Excel to PDF Using a Mobile App:
  1. Download and open an app like Adobe Acrobat, Microsoft Office, or WPS Office from the App Store (iOS) or Google Play (Android).
  2. Open the Excel file in the app by selecting Open File or importing the file from your phone’s storage or cloud services.
  3. Once the Excel file is open, look for an Export or Save As option in the app’s menu.
  4. Select PDF as the output format.
  5. Save the PDF file to your phone or share it directly via email or messaging apps.

This method is ideal for users who need to convert Excel files to PDFs while away from their computers.

5. Convert MS Excel to PDF Using Print Options (Windows and Mac)

Both Windows and macOS also allow you to use the print options to convert an Excel file to PDF. This method essentially “prints” your Excel file as a PDF document, which can be useful if you want to adjust print settings before converting.

Steps to Convert Excel to PDF Using Print Options:
  1. Open your Excel file in Microsoft Excel.
  2. Go to the File tab and select Print.
  3. In the printer selection dropdown, choose Microsoft Print to PDF (on Windows) or Save as PDF (on Mac).
  4. Adjust the page settings, such as page orientation, margins, and scaling, as needed.
  5. Click Print (Windows) or Save (Mac) to save the file as a PDF.

This method is simple and effective, especially for users who want to adjust print settings before converting to PDF.

Conclusion

Converting MS Excel files to PDF is a great way to ensure that your spreadsheets remain intact, professional, and universally accessible. Whether you’re using built-in tools in Microsoft Excel, online converters, Google Sheets, or mobile apps, there are multiple ways to convert Excel files to PDF, depending on your needs and available tools. The ability to preserve formatting, create smaller file sizes, and ensure compatibility across devices makes PDF a preferred format for sharing Excel data.