Converting an Excel worksheet to PDF is often necessary if you want to let other users view your data but not edit it. You may also want to convert your Excel spreadsheet into a neater PDF format for a media kit, presentation and reports, or make a file that can be opened and read by all users, even if they don’t have Microsoft Excel installed, for example on a tablet or phone.

These days PDF is arguably one of the most popular file formats. According to Google, there are over mil PDF files on the web, and only 2. Further on in this article, I will explain several possible ways of exporting Excel to PDF with detailed steps and screenshots:.

Though the. So, if you have any modern version installed, including Excel , , or , you can convert Excel to PDF in the following quick and straightforward way. Microsoft Excel allows exporting selected ranges or tables as well as saving one or several worksheets or the entire workbook as a PDF file. If you want to view the resulting PDF file after saving, make sure the Open file after publishing check box is selected.

Click the OK button to close the dialog and you are done. Of course, Microsoft Excel provides only a few basic settings, but with just a little experience, one can learn to prepare the source files in such a way that no further adjustments would be needed. Anyway, if you are not happy with the capabilities of Excel’s Save As feature, let’s examine Adobe’s offerings. Regrettably, Adobe is not as generous as Microsoft when it comes to Excel to PDF conversions and does not provide any free means for this.

However, they do have this feature incorporated in paid tools or subscriptions, which – one should give them their due – do the job really well. However, this feature is not available in the latest version of Adobe Reader XI. If you are interested to get a day trial version of Adobe Acrobat XI, you can download it here. Below you will find the reviews of the 4 most popular online converters.

To test the abilities of online PDF converters on different data types, I created the following two workbooks:. Now that the preparations are complete, let’s see how the online Excel to PDF converters will cope with the challenge. This online Excel to PDF converter available at www. Its interface is lucid and straightforward:.

You choose the original and resulting file formats, then select the file to convert, enter your email address and hit the Convert Now button. Awesome, isn’t it? Unfortunately, I cannot say the same about the results :. The format of nearly all tables in the first test workbook was severely distorted, the part of the second table was cut off and moved to another page:.

The second test workbook was converted to PDF with multiple errors, as you can see in the screenshot below:. Well, I don’t think I will use the Nitro conversion services to export my Excel documents to PDF ever again, so let’s move to the next one. Another online Excel to PDF converter is available at www. As you see in the image above, the interface is also very clear and hardly requires any explanations. You simply navigate between tabs to choose a proper conversion type, then browse for the original file, select the desired format and click Convert.

When the conversion is finished, you can either download the resulting PDF file to your computer or save it to Google docs:. This Excel to PDF converter has a free versions and paid subscriptions.

Here are the main limitations of the free version:. If you are curious to learn more about this tool, you can find the complete feature list as well as a list of available subscriptions and prices here. Unlike the previous PDF converter, this one has produced very decent results on the 1 st workbook , without any format distortions or errors. As for the 2 nd workbook , it was accurately and flawlessly converted My first though was that I mistakenly chose a wrong format for the conversion, so I repeated the process and got the same result, as you can see in the screenshot below:.

Giving it a second thought, I came to the following conclusion. The converter could not export the custom format of my Excel sheet to PDF properly, so it converted it to the closest format. In this case, you will also get the ability to merge and split PDF files. This online Excel to PDF converter was almost impeccable. The 1 st workbook was converted to PDF faultlessly, the 2 nd workbook was also converted without any errors, but the first letter in one word was truncated:.

The Excel to PDF online converter available at exceltopdf. It lets you choose the vertical or horizontal sheet scaling, paper size and orientation as well as whether to show Excel grids in the resulting PDF file or not.

Regrettably, the Excel to PDF conversions performed by this service are not so impressive. Someone may think the problem is with my original Excel documents. I agree, the second workbook has quite a sophisticated custom format. This is because my purpose was to perform some sort of “stress testing” to reveal the real potential of PDF to Excel online converters since your actual workbooks may be far more complex and sophisticated in terms of contents and format.

For the sake of experiment, I converted both test workbooks to PDF using Excel’s Save As dialog and it coped with the task absolutely fine – the resulting PDF files were the exact replicas of the original Excel documents. Besides online Excel to PDF converters, there exists a variety of desktop tools for converting Excel files into PDF documents that provide different options depending on what you expect in a final document: from free one-click utilities to enterprise-level professional packages.

Since we are mainly interested in free Excel to PDF converters, let’s have a closer look at a couple of such tools. Review the PDF file. A really nice feature is that you can have several PDF files open at a time, each residing on its own tab, as you see in the screenshot below:.

Please pay attention that the Excel Holiday Gift List, which was a hard nut to crack for most of the online Excel to PDF converters, present no difficulty at all for this desktop tool!

Save the PDF file. Yep, it is as easy as that! Foxit Reader saves all the sheets of the selected workbook to PDF. So, if you want to convert only a certain worksheet, save it as an individual workbook first. Configure the settings. Under the Settings section, you have the following choices:. As you make changes, they are immediately reflected in the document Preview on the right. If you want more options, click the Page Setup link under Settings.

Configure additional settings optional. When all the edits are done, click the Print button to save the file. This will open the standard Excel Save as dialog window where you choose a destination folder and type the file name.

The features and options provided by this software are very similar to Foxit Reader’s, and you set it up exactly in the same way – select PrimoPDF under Printer and play with the settings. Hopefully, this quick review of desktop and online Excel to PDF converters has helped you to choose your winner. If none of the presented tools is the ideal fit for your task, you can try some alternative methods, for example, uploading your Excel files to Google Sheets and then exporting them to PDF, or converting Excel to PDF via Open Office.

In the next article, we will handle the opposite task and explore the specificities of importing PDF files to Excel. I thank you for reading and hope to see you again next week! Open your Excel workbook and select the ranges or sheets you want to convert to a PDF file.

If you wish to export a table , place the cursor to any cell within a table. To export a certain worksheet , simply make it active by clicking on this sheet’s tab. To convert several worksheets , select them all.

To select adjacent sheets, click the tab for the first sheet, hold down Shift and click the tab for the last worksheet you want to select. To select non-adjacent sheets, hold down Ctrl while clicking the tabs of each sheet you want to save as PDF.

Select one of the following options under Optimize for : If the resulting PDF document requires high print quality, click Standard publishing online and printing. If the PDF file size is more important than print quality, then select Minimum size publishing online.

Click the Options The Options dialog box will open and you select one of the options according to your needs: Selection – this will export the currently selected range s. Active sheet s – this will save either the current worksheet or all of the selected sheets in one PDF file. Table – this will export the active table, i. Entire workbook – self-explanatory : Click the OK button to close the dialog and you are done.

To test the abilities of online PDF converters on different data types, I created the following two workbooks: Test Workbook 1 – a few tables in different formats: Test Workbook 2 – Microsoft’s Holiday Gift Planner template: Now that the preparations are complete, let’s see how the online Excel to PDF converters will cope with the challenge.

Its interface is lucid and straightforward: You choose the original and resulting file formats, then select the file to convert, enter your email address and hit the Convert Now button.

Unfortunately, I cannot say the same about the results : Results: The format of nearly all tables in the first test workbook was severely distorted, the part of the second table was cut off and moved to another page: The second test workbook was converted to PDF with multiple errors, as you can see in the screenshot below: Well, I don’t think I will use the Nitro conversion services to export my Excel documents to PDF ever again, so let’s move to the next one.

When the conversion is finished, you can either download the resulting PDF file to your computer or save it to Google docs: This Excel to PDF converter has a free versions and paid subscriptions. Here are the main limitations of the free version: You have to wait for 30 minutes to convert another file. Limited number of conversions – 10 per month. Results: Unlike the previous PDF converter, this one has produced very decent results on the 1 st workbook , without any format distortions or errors.

My first though was that I mistakenly chose a wrong format for the conversion, so I repeated the process and got the same result, as you can see in the screenshot below: Giving it a second thought, I came to the following conclusion. The 1 st workbook was converted to PDF faultlessly, the 2 nd workbook was also converted without any errors, but the first letter in one word was truncated: Alas, nothing is perfect in this world Excel to PDF desktop converters Besides online Excel to PDF converters, there exists a variety of desktop tools for converting Excel files into PDF documents that provide different options depending on what you expect in a final document: from free one-click utilities to enterprise-level professional packages.

Open your Excel file. A really nice feature is that you can have several PDF files open at a time, each residing on its own tab, as you see in the screenshot below: Please pay attention that the Excel Holiday Gift List, which was a hard nut to crack for most of the online Excel to PDF converters, present no difficulty at all for this desktop tool!

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