How to Convert an Excel File into PDF

How to Convert an Excel File into PDF

This tutorial is about how to convert an Excel file into PDF conveniently, directly in Excel, so that you wouldn’t need to install any new software on your computer.

You can conveniently convert your data into a PDF file directly in Excel. And there’s more than one way to do it. Today, we’re gonna go through the quickest one.

Sounds interesting? Let’s have a look!

Would you rather watch this tutorial? Click the play button below!

Quickest Way How to Convert an Excel File into PDF

First, we need to access the File menu located on the horizontal bar at the top of the screen.

How to Convert an Excel File into PDF - File Menu

So, click on ‘File’ and select ‘Export’.

How to Convert an Excel File into PDF - Export

Then click on the button ‘Create PDF/XPS’.

How to Convert an Excel File into PDF - Cretate PDF

Here, you’ll get asked where you want to save the PDF file you’re about to create. Choose a location on your computer, amend the file name as needed, and let’s have a look at some more advanced settings that are available when creating a PDF.

How to Convert an Excel File into PDF - Choose a Location to Save PDF

Advanced Settings Available when Creating PDF

Ideally, you’ll keep this ‘Open file after publishing’ box selected – Excel will open the PDF file immediately after it’s been created and you can check easily whether everything looks fine in it.

How to Convert an Excel File into PDF - Check Box  - Open File after Publishing

You can also optimise the file through these two options – if you need to print a high-quality document and it doesn’t really matter how large it is, choose the option ‘Standard’.

If you want to keep the file size to minimum, go for ‘Minimum size’.

How to Convert an Excel File into PDF - Optimize for Standard or Minimum Size

We’ll select ‘Standard’ now, and we’ll move on.

When you click on ‘Options’ below, you can review and set further options.

How to Convert an Excel File into PDF - Set Further Options

For example, you can choose which pages to include in the PDF – whether there should be all or just a selected range of the spreadsheet.

How to Convert an Excel File into PDF - Page Range

Also, you can specify whether the PDF file should be published from a selection you choose, or from the active sheet or sheets, or even the entire workbook.

If you’ve previously set ‘Print Area’ and you don’t want to use this setting when publishing the PDF file, you can simply ignore it by selecting ‘Ignore Print Areas‘ box below.

How to Convert an Excel File into PDF - Publish What

Let’s carry on.

If the box ‘Document properties’ is selected, the created PDF will maintain the properties of the source Excel file.

Checked ‘Documents structure tags for accessibility’ box means that the PDF file will make it easier for screen-reading software to read and navigate the document.

How to Convert an Excel File into PDF - Include non-printing Information

And the last option, ‘PDF/A’, will help you with archiving documents in compliance with ISO standards.

How to Convert an Excel File into PDF - PDF Options

Once you’ve read through all the options and selected the ones you want, click on OK and then on Publish.

How to Convert an Excel File into PDF - Final Publish

And we’re there! Here’s your PDF file!

How to Convert an Excel File into PDF - Final PDF File

And now a little question for you:

Would you be interested to know more about advanced functions? Would you like to know how you could organise a large amount of data on pages of a PDF document and still make it look clear and neat?

Use our survey card in the video or the comment section below to let us know what you think!

We’ll be happy to create a tutorial suited to your needs.

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Thanks for watching and I’ll see you in the next tutorial!

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