Excel files aren't the best at conveying key insights and figures to stakeholders.
If you need to share or present a report, convert it to PDF, first!
Microsoft Excel is one of the most popular and powerful spreadsheet programs around. It's used in almost every industry to organize and analyze data, to calculate figures and uncover insights.
But Excel files aren't always the best at conveying key insights and figures to others in a way that's easy to understand.
Especially to those that aren't the most data savvy.
There's also the problem of the other person needing their own copy of Excel to view the spreadsheets they receive.
Which isn't something we can always count on.
That's why, when presenting reports with data and key figures, it's a good idea to convert Excel files to PDF.
PDFs can be opened and viewed on almost any device, without needing additional software.
But, how do you convert Excel to PDF?
It's probably easier than you think.
In this guide, we cover exactly what you need to know to easily convert your spreadsheets, workbooks, and Excel reports to PDF format.
Before you convert Excel to PDF, here are a few things to keep in mind:
There are many benefits to converting Excel spreadsheets to PDF.
The most common reasons to include:
It's pretty easy to convert Excel to PDF online, with free tools that are widely available.
The best way to convert Excel to PDF for online is with an Excel to PDF Converter, like ours. It's 100% free, fast, and safe. No sign-up required!
You now have a PDF that's ready to be secured, stored, or shared.
If you don't have access to Microsoft Excel or a PDF editor, you can use Google Drive to convert Excel to PDF for free.
If you have your spreadsheet open in Microsoft Excel, you can export or save your spreadsheet directly to PDF format from within Excel.
There's more than one way to do this. We'll cover the easiest and best methods for you, depending on your needs.
This is probably the most straightforward method on this list.
This method is almost identical to the Export to PDF method.
But it offers you more flexibility in case you wanted to save your Excel file as something other than PDF.
If PDF is often the final format for your Excel files, add the Publish as PDF command to your Quick Access Toolbar.
This saves you the extra steps of clicking the File tab and Export buttons.
You'll now have a Publish as PDF or XPS button in your Quick Access Toolbar!
To publish your Excel file as a PDF with it, simply: click the button > name and select a location to save your PDF > Publish.
Add a button to your Quick Access Toolbar to convert and attach your Excel files as PDFs in a new email.
This is great if you regularly email Excel files as PDFs once you've finished working on them.
You'll now have an Email as PDF Attachment button in your Quick Access Toolbar!
To use it: Simply click on the button to compose a new email (with your newly converted PDF file attached).
The most reliable way to convert Excel to PDF is by using a dedicated PDF editor.
A good PDF editor works without Wi-Fi or Microsoft Excel. And can instantly convert Excel files to (and from) PDF format.
PDF Pro is our all-in-one PDF editor, converter, security tool, and more. It can instantly convert Excel to PDF, or vice versa, in just a few clicks. ##CTA: Convert Now for Free.
If you pay for the premium version of Adobe Acrobat, you can use it to convert Excel to PDF. You'll get a custom tab in Microsoft Excel to directly convert your workbook to PDF.
Please note that this method won't work on Adobe Reader.
Converting Excel files to PDF is a great way to share data, insights, and reports with clients and important stakeholders.
By converting Excel reports to PDF, you ensure that the other person can open and view the report on their device.
Even if they don't have Microsoft Excel installed on their device.
If you created the report in Excel, you can easily export (or save) it as a PDF.
If you don't have access to Excel, you can also use a free, online Excel to PDF converter.
But, if you regularly work with Excel and PDF files, then you'll want to invest in a dedicated PDF editor.
For all things PDF, we recommend PDF Pro: our all-in-one PDF editor, converter, security tool, and more.
PDF Pro can instantly convert Excel to PDF, and add passwords and digital certificates to ensure that the report is only seen by the correct eyes.
Other things PDF Pro is awesome at:
We've compiled the most asked questions about how to convert Excel to PDF, and answered them for your benefit.
Use an online Excel to PDF converter to convert Excel files to PDF without downloading additional software.
Steps: Visit PDF Pro's Excel to PDF Converter > Upload your Excel file > It will automatically convert > Download your new PDF.
If you regularly export Excel files as PDFs, you can add an Export button to Microsoft Excel's Quick Access Toolbar.
In Microsoft Excel: Right-click the Quick Access Toolbar > More Commands... > All Commands > Publish as PDF or XPS > Add > OK.
The safest way is to open the file in Microsoft Excel, then Export (or Save) it as a PDF file.
In Microsoft Excel: File Export > Create PDF/XPS > Publish.
You'll need to adjust the page settings from within Microsoft Excel: File > Page setup… > Fit to > Set page width and height to 1 > Ok > File > Save As > PDF > Save.
Subscribing to Adobe Acrobat adds a new tab to your version of Microsoft Excel, which can make it easier to save Excel files as PDFs.
In Microsoft Excel: Click the Adobe tab > Create PDF > Save.
Adjust the page settings from within Microsoft Excel to prevent your pages from getting cut off.
Steps: File > Page setup… > Fit to > Set page width and height to 1 > Ok > File > Save As > PDF > Save.