Excel Tutorial: How To Convert Excel File Into Pdf


Converting Excel files into PDFs is an essential skill for professionals who want to share their data in a secure and easily accessible format. In this tutorial, we will cover the step-by-step process of converting an Excel file into a PDF, allowing you to confidently share your data with colleagues, clients, and partners.

Preview of the steps we will cover:

  • Step 1: Open the Excel file you want to convert
  • Step 2: Click on "File" and select "Save As"
  • Step 3: Choose PDF as the file format
  • Step 4: Click "Save" to convert your Excel file into a PDF

Key Takeaways

  • Converting Excel files into PDFs is essential for secure and easily accessible data sharing.
  • Following the step-by-step process can help you confidently convert Excel files into PDFs.
  • Verifying the PDF conversion and exploring additional features can enhance the final output.
  • Understanding the benefits of PDF format can help in maintaining the integrity of data and documents.
  • Practice the tutorial and explore additional features for PDF files to further improve your skills.

Step 1: Saving the Excel file

Before converting the Excel file into a PDF, it is essential to save the file in the desired location with a specific name.

  • A. Open the Excel file you want to convert
  • Locate and open the Excel file that you wish to convert into a PDF.

  • B. Click on "File" and then "Save As"
  • Once the Excel file is open, click on the "File" tab located in the top-left corner of the screen. Then, select "Save As" from the options provided.

  • C. Choose the location and name for the file
  • After selecting "Save As," choose the desired location on your computer or cloud storage where you want to save the file. Additionally, enter a specific name for the file to easily identify it.

Step 2: Selecting PDF as the file format

After completing Step 1 and ensuring that your Excel file is ready to be converted, the next step is to select PDF as the desired file format. This can be done by following the steps below:

  • A. In the "Save as type" dropdown menu, select "PDF"
  • B. Adjust any settings or options as needed
  • C. Click "Save" to convert the Excel file to PDF

Once the PDF format is chosen, you may need to adjust certain settings or options depending on your specific requirements. This could include selecting the page range to be included in the PDF, setting the quality of the PDF, or adding password protection. After making any necessary adjustments, simply click the "Save" button to convert the Excel file to PDF.

Step 3: Verifying the PDF conversion

Once you have successfully converted your Excel file into a PDF, it is crucial to verify the conversion to ensure that all content and formatting have been preserved accurately. Follow these steps to verify the PDF conversion:

A. Open the PDF file to ensure all content and formatting is preserved
  • Open the PDF file using a PDF viewer such as Adobe Acrobat or any other compatible software.
  • Check that all the data, including text, tables, and images, appears as it did in the original Excel file.
  • Ensure that the formatting, such as fonts, colors, and layout, is consistent with the original Excel file.

B. Check for any errors or discrepancies
  • Thoroughly review the entire PDF document for any errors, missing data, or formatting discrepancies.
  • Pay close attention to any special features or formulas in the Excel file to ensure they have been accurately converted into the PDF.

C. Make any necessary adjustments in the Excel file and repeat the conversion process if needed
  • If you identify any errors or discrepancies in the PDF, go back to the original Excel file to make the necessary adjustments.
  • Update the Excel file with any corrections or changes, and then repeat the conversion process to generate a new PDF.
  • Continue this process until you are satisfied that the PDF accurately reflects the original Excel file with no errors or discrepancies.

Verifying the PDF conversion is an essential step to ensure the accuracy and integrity of your data. By following these steps, you can confidently convert your Excel file into a PDF while maintaining the quality of your content and formatting.

Step 4: Exploring additional features

After converting your excel file to a PDF, you may want to explore additional features to enhance the functionality and security of your document.

A. Consider using third-party PDF software for advanced options
  • Advanced editing:

    Some third-party PDF software offer advanced editing options that allow you to make further customizations to your PDF document.
  • Conversion to other formats:

    Third-party software may also provide the ability to convert your PDF back to an editable format such as Excel or Word.

B. Explore options for password protection or adding digital signatures
  • Password protection:

    Add an extra layer of security to your PDF by setting a password that must be entered before the document can be accessed.
  • Digital signatures:

    For documents that require authentication, consider adding a digital signature to verify the authenticity of the content.

C. Research any other features that may be useful for your specific needs
  • OCR (Optical Character Recognition):

    If you have scanned documents or images that need to be converted to text-searchable PDFs, consider software with OCR capabilities.
  • Annotation and markup tools:

    Look for software that offers annotation and markup tools for collaborating on PDF documents.

Step 5: Understanding the benefits of PDF format

As you convert your Excel file into a PDF, it's important to understand the advantages of using the PDF format for sharing and preserving your data and documents.

A. Discuss the advantages of sharing information in PDF format
  • Preservation of formatting: PDFs retain the formatting of the original document, ensuring that the recipient sees the document exactly as intended.
  • Security: PDFs can be password-protected and encrypted, providing an extra layer of security when sharing sensitive information.
  • Reduced file size: PDFs can compress large files, making them easier to share via email or other digital platforms.

B. Highlight the portability and universal compatibility of PDF files
  • Universal compatibility: PDFs can be viewed on any device or operating system, making them accessible to a wide audience.
  • Portability: PDFs are easily downloadable and can be viewed offline, making them convenient for users who need to access documents on the go.

C. Explain how PDFs can help maintain the integrity of your data and documents
  • Data integrity: PDFs can prevent unauthorized edits or changes to the document, preserving the original content and data.
  • Long-term preservation: PDFs are a reliable format for archiving and preserving documents over time, ensuring that the content remains accessible and unaltered.


In conclusion, we have covered the step-by-step process of converting an Excel file into a PDF. First, ensure that your Excel file is properly formatted and then navigate to the "Save As" option to select PDF as the file format. We have also discussed the usefulness of PDF files, including their compatibility across different devices and their secure format for sharing documents. As you practice this tutorial, we encourage you to explore additional features for PDF files, such as password protection and digital signatures, to further enhance the security and functionality of your documents.

Excel Dashboard

ONLY $99

    Immediate Download

    MAC & PC Compatible

    Free Email Support

Related aticles