How to Save Excel Workbook as PDF: Step-by-step Guide
How to save Excel workbook as PDF? This a very important question if you are using an Excel application. Previously, an external tool were used to convert the Excel workbook to PDF fwerormat, but now you can do this directly in your Excel program. An Excel program directly allows you to easily save or convert your Excel workbook in a PDF format.
Converting or saving Excel workbooks or sheets in PDF format will be useful if you want to share your Excel files with anyone without them being modified. It will also allow users who do not have this program to view your spreadsheet or print it.
How to Save Excel Workbook as PDF?
Method-1: Using Save As Command:
Step-1: Open an Excel workbook you want to convert or save it in PDF formate.
Step-2: Now click on the File tab or Office button (use in MS Office 7).
Step-3: Choose the “Save As” command. A “Save As” dialog box will be opened.
Step-4: Choose the location where you want to save the file.
Step-5: Give a name to the file
Step-6: Select Save as type as “PDF (*.pdf)”. (Shown in the below screenshot)
Step-7: And click on the Save button.
See the below screenshot.
Method-2: Using “Export” Command:
Step-1: Open or create an Excel workbook you want to export it in PDF formate.
Step-2: Now click on the File tab or Office button.
Step-3: Choose the “Export” option. See the below screenshot
Step-4: Click on the create PDF/XPS button and a Publish as PDF or SPX dialog box will be opened. See the below screenshot.
Step-5: Choose the location where you want to save the file.
Step-6: Give a proper name to the file.
Step-7: Select Save as type as PDF (*.pdf).
Step-8: And click on the Publish button.
See the below screenshot.
Choose one of the Optimize options to:
Standard (online publication and printing): allows a better print quality of the Excel document.
Minimum size: reduce the file size and therefore the print quality.
Option Button:
If you want to explore further the “Options” button is located at the bottom of Publish as PDF or XPS dialog box as well as the Save As dialog box. Click on it, a window will open that will allow you the different options by choosing which part of the Excel workbook to convert to the PDF file.
See the below screenshot.
Modify the Options related to the PDF or XPS format with the corresponding button, if necessary. Mark the part of the book you want to convert by choosing one of these options:
All: includes all pages of the book
Pages: Only publish the range of specific pages that we will mark in the From and To fields
Selection: only covers the selected area
Active sheets: only includes the selected Excel sheet or sheets
Entire workbook: all the data in the workbook
Table: Publish the table that we have selected
Select Skip print areas if you want to print the entire sheet avoiding existing print areas
Keep the Document Properties option selected if you want the title, subject, and author … to be included in the PDF document.
Check the option Label of the document structure for accessibility to create a document accessible to users who have a disability. If we do not mark it, the Excel workbook will be smaller, since it will not include data to improve accessibility.
