How to Save Excel Workbook as PDF

How to save Excel workbook as PDF? A very reasonable question while using the Excel program.  Previously, it was necessary to use an external tool to convert Excel workbook to PDF format, but now you can do this directly without leaving your Excel program. An Excel program directly allows you to easily save/convert your workbook in PDF format.

Converting or saving Excel workbook/sheets in PDF format will be useful if you want to share your Excel file to 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 using “Save As” Command?

Step-1: Open an Excel workbook containing data.

Step-2: Click on the File tab/Office button

Step-3: Choose “Save As” option. 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)”.

Step-7: Click on the Save button.

See the below screenshot.

How to Save Excel Workbook as PDF

 

How to Convert Excel Workbook to PDF using “Export” Command?

Step-1: Open an Excel workbook containing data.

Step-2: Click on the File tab/Office button

Step-3: Choose the “Export” option. See the below screenshot

Step-4: Click on Create PDF/XPS button, a Publish as PDF or SPX dialog box will be opened.

See the below screenshot

How to Convert Excel Workbook to PDF

Step-5: Choose the location where you want to save the file.

Step-6: Give a name to the file

Step-7: Select Save as type as “PDF (*.pdf)”. 

Step-8: Click on the Publish button.

See the below screenshot.

How to Convert Excel Workbook to PDF Format

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 in the “Options” button located at the bottom of Publish as PDF or XPS dialog box as well as Save As dialog box. Click on it, a window will open that will allow you the different option by choosing which part of the excel workbook convert to the pdf file. 

See the below screenshot.

Options command

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, 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.

 

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