Convert an Excel document to a PDF (with images)

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Convert an Excel document to a PDF (with images)
Convert an Excel document to a PDF (with images)
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Converting an Excel file to a PDF ensures that anyone can open it, even if they don't have an office suite. It also makes it easier to print your Excel spreadsheet and share it with others. With Excel you can create a PDF directly from the program, but you can also use web services if you want to convert an Excel file to a PDF, but do not have Excel.

Steps

Method 1 of 2: Using Excel (Windows)

Convert Excel to PDF Step 1

Step 1. Select which part of the spreadsheet you want to convert to a PDF (if any)

If you want to convert the entire spreadsheet, continue to the next step.

Note that a PDF cannot be easily converted to an Excel worksheet. This method does not change the original file

Step 2. Click on the 'File' tab

If you are using an older version of Excel, click on the 'File' menu.

Step 3. Click on 'Export'

If you use Excel 2010 or earlier, select 'Save As'.

Step 4. Click on 'Create PDF/XPS'

If you are using Excel 2010 or earlier, select 'PDF' from the drop-down list of 'Save as type' in the 'Save As' window.

Step 5. Click the button

Options….

Allows you to change the settings of the PDF file you create.

Step 6. Specify what should be included in the PDF

In the Options window you can specify which pages are affected, whether it is a selection, the entire workbook, or just the current worksheet, and whether it should inherit the properties of the original document.

Click OK when you are satisfied

Step 7. Choose the optimization (if any)

Above the Options… button you can indicate which optimization you want to use. For most people, the default settings are fine, unless the spreadsheet is very large.

Step 8. Give the file a name and save it

Then click the Publish button to create the PDF (Save if you are using version 2010 or earlier).

Step 9. Check the PDF

By default, the PDF will open immediately after creating the file for you to check. If you are unable to open the PDF file, there may be no PDF reader installed.

It is now no longer possible to just change data in the document, unless you go back to the original Excel, make the changes, and then convert it back to a PDF

Method 2 of 2: Using Excel 2011 (Mac)

Step 1. Check that all headers and feet of the worksheets are the same (if any)

Excel 2011 will only save the individual sheets as a single PDF file if the headers and feet of each worksheet are identical. If not, each worksheet will be saved as a separate PDF. Fortunately, it is not difficult to put these together afterwards.

  • Select all worksheets in your workbook. Click the tab of the first worksheet, and hold down the ⇧ Shift key, and click the tab of the last worksheet to select them all.
  • Click on the Layout tab and then on 'Header & Footer'.
  • Click the Customize Header… and Customize Footer… buttons to customize the headers and feet of all worksheets.

Step 2. Select the part of the spreadsheet you want to convert to a PDF (optional)

If you only want to convert part of the spreadsheet, select it now. Otherwise, continue to the next step.

Note that a PDF cannot be easily converted to an Excel spreadsheet, but this method does not change the original file

Step 3. Click on File in the main menu and select 'Save As'

Navigate to the location where you want to save the file and name it.

Step 4. Click on the pull-down menu of Format and select 'PDF'

This will make a copy of the spreadsheet as a PDF file.

Step 5. Select what you want to include in the PDF

At the bottom of the window you can choose from 'Workbook', 'Worksheet', or 'Selection'.

Step 6. Click

Save to create the pdf file.

If the headings do not match, a separate PDF will be created for each worksheet. Note that this can occasionally happen even if the heads and feet do match.

Step 7. Merge the individual PDF files (if necessary)

If the conversion resulted in multiple PDF files, you can quickly merge them with Finder.

  • Open the folder containing the PDF files and select all the files you want to merge.
  • Click on the file menu and select 'Create' → 'Combine Files into Single PDF'.

Step 8. Check the PDF file

Open the PDF file by double clicking on it. This will open it in Preview so you can view it before sending it to someone. It is now no longer possible to just change data in the document, unless you go back to the original Excel file, make the changes, and then convert it back to a PDF.

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